Organising a graduation party

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Organising a graduation party

You've made it! The graduation party is just around the corner and deserves to be celebrated in style. With our tips and tricks for the location, invitations, catering, music, entertainment and decorations, planning your perfect party will be child's play. Let's work together to make this special day unforgettable!

Organising the graduation party - from the invitation to the room design

Congratulations to you! You've made it - after all those years of hard work, countless exams and endless hours of studying, the moment has arrived: The graduation ceremony is just around the corner. This important milestone in your life deserves to be celebrated in style. A graduation ceremony is more than just a festive occasion - it symbolises success, new beginnings and community. For the graduates, it is the crowning glory of an important phase in their lives and an unforgettable experience that will remain in their memories forever.


Of course, organising such a celebration is no small task. From choosing the location and decorations to planning the programme - there are many details to consider. But don't worry: with our tips and tricks, planning your graduation party will be child's play. Let's work together to ensure that this special day is perfect and that you and your fellow graduates have an unforgettable evening.

From the basics to the details: how to organise your perfect graduation party

Organising a graduation party can be challenging, but with a good plan and a few helpful tips, your party will surely be successful. Here are the most important points to consider:


1. The room

The first step to the perfect graduation party is choosing the right location. Think about how many guests you want to invite and what atmosphere you want to create. Should the party be in an elegant hall, a cosy restaurant or perhaps outdoors? Make sure that the room has enough space and is easily accessible. Book the room well in advance to avoid disappointment.


2. Invitations

Once the room has been finalised, it's time for the invitations. Make them attractive and informative. Ensure you include all the important information such as date, time, address and possibly a dress code. Make sure that the date and time of the party are clearly communicated. Send out the invitations early so your guests can plan the date. You can opt for classic paper invitations or send digital invitations by email or social media.


3. Food and drinks

The physical well-being of your guests is crucial for a successful celebration. Consider whether you want to offer a buffet, a set menu, or finger food. Plan vegetarian, vegan, and gluten-free options to accommodate different tastes and dietary requirements. Make sure there are enough drinks available, both alcoholic and non-alcoholic.


4. Music and entertainment

The right music and entertainment will create the perfect atmosphere. Consider whether you prefer a DJ, a live band, or a playlist. Also, consider entertainment elements such as games, photo boxes, or maybe even a small show. It is important that the music and the programme match the mood of the party and your guests' preferences.


5. Decoration

Suitable decorations give your graduation party that little bit extra. Choose a colour scheme or a theme that runs through the entire decoration. Balloons, fairy lights, flowers and table decorations create a festive atmosphere. Personalised elements such as photos or banners can also add a personal touch.


6. Planning and organisation

Create a detailed schedule for organising the party. Allow enough time for preparation and allocate tasks to helpers or service providers. Think about details such as seating arrangements, welcoming guests, and speeches. Good organisation beforehand will ensure you can relax on the party day and enjoy the time with your guests.

Choosing the right location for the graduation party and what to consider

Choosing the right location should suit the occasion and the number of your guests and be within your budget. This is sometimes not so easy! We'll give you a few important tips below to ensure you choose the right location.


Choose a graduation party location that suits the occasion and the number of guests

A graduation ceremony is a significant milestone that deserves a special atmosphere. Consider whether the ceremony should be more formal or informal. An elegant hall or stylish restaurant is ideal for a formal ceremony, while a casual, cosy outdoor venue such as a city beach or golf course is ideal for a more relaxed celebration. Make sure that the room offers enough space for all guests without appearing overcrowded. Is the party more of a sit-down or dance party? You should plan for additional space, such as a dance floor.

Pay attention to your budget

Of course, your budget also plays a major role when choosing a location. Make a list of possible venues and compare the costs. Consider the rent and any additional costs for service staff, cleaning, security or technology. You are always free to ask for offers or discounts, especially if you hire the location on a less popular day or at a less popular time. Remember to plan a portion of the budget for other expenses such as food, decoration and entertainment.


What can you expect from the landlord?

When renting a location, you should know exactly what is included in the rental price and what services the landlord offers. For example, what about the equipment and furniture? Are tables, chairs and other furniture included in the price? Is there enough seating for all guests? The technical equipment is just as important: What equipment is available? Is there a music system, microphones, projectors or a stage? Can you also benefit from additional services? Does the landlord offer service staff to help during the event? Is cleaning after the event included? Are there on-site catering options or can you hire your own company? Is there a kitchen or catering area?


In addition to the specified spatial and technical conditions, you should also ask whether you can decorate the location according to your wishes and whether there are any restrictions regarding the decoration (e.g., no open flames or certain materials). Also, find out where the graduation party location is and how easily accessible it is for your guests. Are there enough parking spaces or good public transport connections?


In any case, visit the location in advance to ensure that it meets your expectations and requirements. You should also read through the rental agreement carefully and clarify any unanswered questions before you sign. Cancellation conditions, liability regulations, and ‘the small print’ are crucial here.

Graduation invitations: important information, form and more

Invitations to the graduation party are your guests' first impression of the event. Send them out as early as possible so your guests can plan the date. Ideally, the invitations should be sent out six to eight weeks before the party. This gives your guests enough time to save the date and make necessary preparations. If the date has already been set six months in advance, you can also send out the invitations then—the earlier, the better.


Invitations can be sent both by post and online. You can also opt for both versions - online as a ‘Save the Date’ message and then again sometime later as a card in your letterbox. Classic paper invitations always look formal and personal. Especially for official and elegant graduation parties, you should opt for these. At Infowerk, you have the option of designing them yourself. You can use one of our design templates or design them completely freely. It is also possible to upload your favourite design to us, and we will print the desired number of graduation invitations for you. We can also provide you with matching envelopes in the same design.


In comparison, digital invitations are practical, cost-effective and environmentally friendly. They can be sent quickly and easily via email or social networks. Take the opportunity to customise them with your desired design at Infowerk! You will see your result in a few clicks and can then send it to your guests online.


What information should the invitations to the graduation party contain?


· Date and time

· Location and information on travelling and parking

· Dress code

· Ask for feedback by a certain date (by email, phone, social media, etc.)

· Programme schedule

· Contact information

How should the invitations to the graduation ceremony be designed?


The design of the invitations should match the ceremony's style and theme. Choose a design and colours that match the atmosphere of the ceremony. An elegant design in muted colours is suitable for formal celebrations, while colourful and creative designs go well with casual and informal celebrations. The invitation should also be clear and well-organised. Avoid too much text and too many different fonts. Important information should immediately catch the eye. Personalised invitations with the guest's name also look particularly inviting and personal. Photos or a special logo can also add an individual touch. Also, make sure the print quality of postal invitations is high.


Food and drink for the graduation party: how to make the right choice


Everyone definitely wants something to drink, and depending on whether they've eaten beforehand or how long the graduation party lasts, everyone is grateful for food. With the following tips, you can prepare properly and organise the perfect catering for your guests.

Options for the food


1. Buffet

A buffet offers several advantages, as attendees can help themselves to a wide variety of dishes (vegan, vegetarian or with meat) and choose exactly what they like. There is also a good chance that something will suit every taste. Large groups can choose freely and enjoy the relaxed, informal atmosphere. A possible disadvantage here could be that large queues form. So ensure you have a sufficiently large area and a comprehensive selection so everyone can get something.


2. Finger food

Finger food is also practical, allowing guests to move around and chat while eating freely. It is suitable for informal celebrations and cocktail parties. However, for hungrier guests, finger food alone may not be enough, and there is a higher chance of spillages with formal wear. So weigh carefully what type of finger food you choose and in what quantities.


3. Set menu

A set menu is also a successful alternative, offering a structured and formal atmosphere. Each guest receives the same amount of food, and there is no rush at the buffet. However, this form is also less flexible and requires precise planning in advance to consider the guests' different dietary requirements and preferences.


It will hardly be possible to organise the food alone. That's why it's a good idea to hire a catering company. Make sure you choose a caterer with experience. Reviews and references will help you to ensure that the caterer is reliable. They should also offer a wide range of dishes and be able to cater flexibly for special dietary requirements (vegetarian, vegan, gluten-free, etc.). Also, find out about the quality and origin of the ingredients the caterer uses. If the caterer offers a tasting session, feel free to accept it. Use this opportunity to try the food and ensure it meets your expectations. Also, clarify whether the caterer will provide service staff and what tasks they will take on (setting up and dismantling the buffet, serving guests, cleaning, etc.). As with the venue rental company, read the catering company's contract carefully and consider important details such as cancellation conditions, payment terms and additional costs.

Options for choosing drinks at your graduation party

Basically, you should organise alcoholic and non-alcoholic drinks.


1. alcoholic drinks

· Wine and sparkling wine

· beer

· cocktails

· spirits


2. non-alcoholic beverages

· Soft drinks

· Mocktails

· Tea and coffee


Plan the quantity of drinks based on the number of guests and the duration of the party. A rule of thumb is calculating about one to two drinks per guest per hour. Offer a good balance between alcoholic and non-alcoholic drinks to cater for all preferences. It is also important that there are enough glasses available. Think about whether you want to offer a self-service station or service staff. Also, ensure the drinks are well chilled and provide plenty of water and non-alcoholic alternatives to ensure guests can drink responsibly.


Many catering companies offer complete drinks packages. These can include alcoholic and non-alcoholic drinks, glasses, ice and service staff. A professional bartender can prepare and serve the drinks, which is particularly useful for cocktails. You can also provide the drinks yourself and only use the service staff from the caterer. This can be cheaper but requires more planning and organisation.

Music and entertainment for your graduation party

There are various ways to organise the music and entertainment for your party, depending on the type of graduation party and your guests' preferences. One of the most popular options is to hire a DJ. An experienced DJ heats up the atmosphere with a varied selection of music and flexibly responds to guests' music requests. Alternatively, a live band offers a special alternative and can wow the audience with their performance. Here, you should decide on a style of music, from classic hits to jazz to modern pop and rock music.


A well-curated playlist can also be a great solution for a less formal celebration or if your budget is limited. With streaming services such as Spotify or Apple Music, you can create a playlist that suits your guests' tastes exactly. It is important to test the playlist in advance and ensure it is varied and long enough to cover the entire event.


In addition to the music, technical equipment is also a key factor. A good sound system is essential to hear the music clearly and at an appropriate volume. A DJ or live band usually needs a PA system with amplifiers, speakers, and microphones. Clarify the technical requirements with the musicians or DJ in advance and ensure the location has the necessary connections and sufficient power supply.


In addition to the music, various entertainment options will enrich your graduation party. Photo boxes are particularly popular, where guests can take fun souvenir photos. These can often be customised with props and backgrounds to match the party's theme. Games and competitions like quizzes or karaoke also ensure a cheerful atmosphere and guest interaction. Depending on your preferences and budget, special shows such as magicians, dancers or fireworks can also highlight your celebration.


Another important element is the lighting. Coloured lights, fairy lights or even a disco ball can set the scene on the dance floor and create a festive atmosphere. Here, it is also important to consider the technical possibilities of the location and hire additional lighting equipment if necessary.

Decoration tips for your graduation party

Here are some tips on how you can set the perfect decorative scene for your party:


1. colour scheme and theme

First, decide on a colour scheme or theme for the entire decoration. Popular graduation party colours are often school or classic combinations such as gold and black, silver and blue or pastel. A theme such as ‘Hollywood’, ‘The Roaring Twenties’ or others inspires the design and creates a common thread running through the party.


2. table decorations

Use colour-coordinated tablecloths and table runners to make the tables festive. Create impressive centrepieces with floral arrangements, candles, balloons or themed decorations such as books or graduation scrolls. Personalised place cards or small gifts for guests can also be beautiful decorations that add a personal touch.


3. lighting

Fairy lights add a warm and inviting atmosphere to any room and can be used indoors and outdoors. Candles and lanterns, on the other hand, create a romantic and festive atmosphere. Be sure to consider safety measures, especially if children are present. Also, coloured spotlights or LED lights should highlight certain areas or light up the dance floor.


4. wall decorations

Use personalised banners with congratulations or the names of the graduates for a great eye-catcher. Create a photo wall with pictures from school days, shared activities and special moments. An arch or column of balloons in the chosen colours can also make an impressive entrance or photo backdrop.

Organising your graduation party - host an unforgettable evening

Planning and organising a graduation party takes a lot of effort and care, but it's worth the effort to create an unforgettable evening for you and your guests. This special milestone marks the end of an important chapter and the beginning of a new one and should be celebrated in style. By starting the planning early, setting a realistic budget and carefully thinking through all the essential aspects, such as location, invitations, catering, music, entertainment and decorations, you will lay the foundations for a successful celebration. Don't forget to delegate tasks and have a contingency plan to be prepared for all eventualities.


Most importantly, enjoy the day and savour your time with friends, family and fellow graduates. With attention to detail and good organisation, your graduation party will be a highlight everyone will remember fondly. Good luck with the planning, and have a fantastic graduation party!

Organising a graduation party