Graduation party checklist: what to arrange and when

A graduation party usually combines a meal, speeches, photos, music and a presentation, so small omissions can disrupt the whole evening. Start by confirming the date, location and guest list, then work through invitations, dietary requirements and the program. In the final week, check furniture, audio and presentation equipment. On the day itself, allow time to chill drinks, label diet meals, test the presentation and set out serving equipment before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Compile guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect music preferences
Create catering menu
2 people
Make furniture reservation
Reserve audio equipment
Plan the photo moment
Create the graduation program
2 people
Assign speakers and thank-you speakers
Prepare presentation
2 people
Create music and playlist
Collect photos for presentation
2 people
Prepare name badges
2 people
Arrange the table layout
2 people
Check the shopping list
2 people
Label diet meals
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Sort decorations
2 people
Test presentation
2 people
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up the drinks table
2 people
Set out tableware
2 people
Display snacks
3 people
Hang decorations
3 people
Build the photo wall
2 people
Connect sound equipment
2 people
Test microphone
2 people
Connect the presentation
2 people
Lay out name badges
2 people
Set up the welcome desk
2 people
Check toilets
Hold team briefing
4 people

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Present graduation program
2 people
Host the speech
Take group photo
2 people
Cut the cake
2 people
Provide music
Empty trash bins
2 people
Collect used dishes
2 people
Announce the final round
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Check borrowed equipment
2 people
Return sound equipment
2 people
Return furniture
2 people
Distribute leftover food
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothing rackqty 2
Coat hangersqty 70
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 50
Water glassesqty 80
Wine glassesqty 60
Champagne glassesqty 70
Knivesqty 75
Forksqty 75
Spoonsqty 75
Teaspoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4
Ice containersqty 4
Serving trays with lidsqty 6
Cake serversqty 2
Thermal food containersqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Projector
Projection screen
Laptop
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 10
Napkin holdersqty 8
Photo backdrop
Photo wall stand
LED string lightsqty 6
Vasesqty 12
Artificial flowersqty 12
Name badge holdersqty 70
Photo propsqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Send invitations early enough to collect registrations, dietary requirements and music preferences before you finalise the catering menu. Set a clear RSVP deadline rather than waiting for late replies.
Plan the graduation program with exact timings, including speeches, thank-you speakers, the photo moment and the presentation. Keep a printed running order available in case the screen or audio equipment fails.
Test the presentation with the actual laptop, projector and audio setup at least one day before the party. Check every photo, video and presentation transition instead of testing only the opening slide.
Count tableware by guest and include serving items separately: plates, glasses, cutlery, serving spoons, platters and tongs are not covered by the number of dining places alone. Add a separate coffee and dessert setup if those are served later.
Finish food and drink preparation before guests arrive. Chill drinks in advance, prepare snacks, label special-diet meals clearly and place waste bins where guests can find them without leaving the main room.

Frequently asked questions

How far in advance should I plan a graduation party?: Confirm the date and location at least 6 to 8 weeks ahead, especially if you need furniture or audio equipment. Send invitations as soon as those details are fixed and set the RSVP deadline around 3 weeks before the party.
How many drinks should I buy for a graduation party?: For the first hour, allow roughly 2 to 3 drinks per guest, then about 1 drink per person per hour. Buy extra water and keep non-alcoholic options available; the exact total depends on the party length and guest mix.
When should I collect dietary requirements for a graduation party?: Ask for dietary requirements on the invitation and close responses about 3 weeks before the event. Confirm the final list with the caterer or food preparer 7 days before serving and label each special-diet meal.
When should I test the graduation presentation?: Run the complete presentation with the actual screen, laptop and audio equipment at least 24 hours beforehand. Test it again during setup on the day, before guests arrive, so you can fix cables, volume or display problems in time.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.