How to plan a graduation party in 8 weeks: a week-by-week timeline with food costs

To plan a graduation party in 8 weeks, settle the date and a rough headcount in week 8, book the food by week 3, give a final count by week 1, and pay the balance 7 days before the party. Food is the piece with the firmest rules, so plan the rest around it. For 50 guests, a tray menu with dessert costs $586 and a hot buffet costs $949.50, before tax.

Week 8: date, headcount and budget

Pick the date, the place and a number. The number is the hard part. Start with the family list, add friends, and then assume a few more. Our guest count can go up any time before the balance is paid, so an estimate is fine. After the deposit it can drop by no more than 10%.

Write down a food budget. As a planning guide, the tray menu below works out to about $11.72 a person with dessert, boxed lunches are $14.50 and a hot buffet starts at $18.99.

Week 6: invitations and the space

Send invitations with a start and end time. Two or three hours is typical for an open house. Decide where guests will eat, where the food table goes and what happens if it rains. Our weather terms let either side cancel with 24 hours' notice for severe weather, and the deposit can go to a new date within 365 days.

Week 5: pick the menu

Choose a format.

• Trays, 50 guest 3 BBQ Pulled Po at $95 = $285, 3 Slider Sandwich Buns at $12 = $36, 3 Potato Salad at $49 = $147. That is $468 for the meal.
• Dessert for 5 Assorted Dessert Tr, 40 pieces, $59, plus Brownies, 35 count, $59. That is $118 for 75 pieces. With the meal, $468 + $118 = $586.
• Buffet, 50 guest Buffet Menu, 50 x $18.99 = $949.50. Buffets start at 20 guests.

Full menus for 50, 100 and 150 are in graduation party food for 50, 100 or 150. Our graduation party checklist covers the non-food list.

Week 4: get a written quote

Call (630) 553-9533 or fill in the quote form. We price food, extras, rentals, delivery and tax on one sheet. A quote is valid for 14 days, so ask for it when you are ready to decide.

Week 3: reserve the date

A deposit of 25% reserves your date. It is credited toward your balance. Standard orders need only 3 days' notice, but a deposit locks in your date and your quote.

Week 2: drinks, plates and serving gear

• Iced Tea, Punch or Lemonade: $89 for 50 servings, cups included.
• Plates, napkins and silverware: $1.50 a person, so $75 for 50.
• Chafing dishes: $17 per hot dish, yours to keep, to hold the pork warm.
• Tongs and serving spoons: $1 each.

Week 1: final count and balance

Give us your final count. The balance is due 7 days before the party. Confirm pick-up time, or the delivery window. Delivery is quoted when you order. For delivery our driver texts when five minutes out.

The day

Pick up or take the delivery, keep cold dishes cold and hot dishes in chafing dishes, and set the food out when guests arrive. Ask us for timing guidance when you order.

What to skip

Do not order for every name on a maybe list. Count the yes answers and add a buffer of about 10%. We do not sell decorations, so budget for those separately. For more, see our graduation parties page.

Questions

How early should I start planning a graduation party?

Eight weeks is comfortable. The food itself only needs 3 days' notice, but reserving the date earlier is safer.

How much does graduation party food cost?

For 50 guests, about $586 from trays with dessert and $949.50 for a hot buffet, before 9.25% sales tax.

Can the guest count change?

Up any time before the balance is paid, and down by no more than 10% after the deposit.