Graduation party checklist: what to book and order, week by week

This graduation party checklist runs from six weeks out to the morning of the party. The food dates that matter: order trays about three days ahead, order staffed service 14 days ahead, pay a 25% deposit to hold the date, and send your final count seven days before. Questions on any item: (630) 553-9533.

Six weeks out

• Set the date and the guest list. Count children and adults separately.
• Choose where food will sit and whether you need a tent or an indoor space.
• Pick a food style: trays, a hot buffet (20 guests or more) or boxed lunches (20 boxes or more).
• Ask for a written quote. It is valid for 14 days.

Four weeks out

• Check with other families. Graduation weekends are busy for caterers, so book earlier than you think you need to.
• If you want servers, we need 14 days' notice. They are $35 an hour each, with a 4-hour minimum.
• Look at a sample menu. Our graduation party guide has plans for 50, 100 and 150 guests.

Three weeks out

• Pay the 25% deposit. It is non-refundable and is credited to your balance.
• Settle the menu. A pulled pork slider setup, for instance, uses BBQ Pulled Pork, $95 a tray, serves 20, with Slider Sandwich Buns, $12 for 24.
• Ask guests about allergies and diets. Put every note on the order.

Two weeks out

• Decide drinks. Iced Tea, Punch or Lemonade is $89 for 50 six-ounce servings, cups included.
• Order dessert. An Assorted Dessert Tray is $59, 40 pieces.
• Reserve tables and chairs from whoever supplies them. We do not supply decorations.

One week out

• Send your final headcount. The balance is due seven days before, after the final count.
• Your count can go up any time before the balance is paid. After the deposit it can drop by no more than 10%.
• Decide on plates, napkins and silverware at $1.50 a person, and chafing dishes at $17 per hot dish.

Three days out

• A standard drop-off or pick-up order needs about this much notice for last changes.
• Walk through the space. Mark where hot trays, cold trays and drinks sit.
• Make sure there is power and a safe spot for cold platters.

The day before

• Clear the fridge for anything you pick up early.
• Give us a number that will be answered on the day. Our driver texts when five minutes out.
• Write out a simple sign for allergens and vegetarian dishes.

Party day

• Set out hot food last, if you can, and keep cold food covered until guests are ready.
• Put one person in charge of the food table. A second pair of hands cuts the line in half.
• Save a plate for the graduate.

How much food

• A tray serves about 20, as listed.
• For a meal with other sides, we plan 1 to 2 sliders a guest.
• A first-hour snack of cheese or veggies keeps guests happy: Assorted Cheese Tray with Crackers is $69, 60 pieces.

See graduation party catering costs per guest for budget numbers, or visit our graduation party page. Our printable list is at the graduation party checklist page.

Questions

How early should I book a caterer for graduation?

Four to six weeks ahead is wise because graduation weekends are busy. Standard trays need only about three days, but the date you want may be taken.

What is due a week before the party?

Your final headcount and the balance, after the final count.

Can I cancel?

The deposit is never refunded. Other payments are refunded, less costs already incurred, if you cancel at least 7 days before a non-wedding event.

Do you provide tables or decorations?

No. We provide food, serving gear we list, and staff for staffed events.