Graduation Party Checklist | A Complete Timeline 

Graduation season fills up faster than almost any other celebration. Between school events, sports banquets, end of year events and multiple parties on the same weekend, planning early is the secret to hosting a graduation party that feels calm, organized, and meaningful.

This graduation party checklist walks you through exactly what to do and when, starting 4–5 months before the party and ending with party day and cleanup. Whether you’re hosting a backyard graduation party, an open house, or a smaller family gathering, this timeline keeps everything manageable.

4–5 Months Before the Graduation Party

This is the foundation stage. Decisions made here will make the rest of the planning much easier.

• Decide what type of graduation party you’re hosting

• Choose a tentative date and backup date
  - Check with key friends and family to make sure your date works and doesn't conflict.

• Decide if it will be an open house or a set-time party

• Set your graduation party budget

• Start a guest list

• Decide on your party location

• Talk with your graduate about what feels meaningful to them

• Begin thinking about a color palette or general style

• Order Graduation Announcements and Party Invites

Planning insight: Graduation weekends book up fast. Locking in your date early helps avoid overlap with family events and other parties.

3–4 Months Before the Graduation Party

Now it’s time to start shaping the celebration.

• Finalize your graduation party date and time

• Choose your graduation party theme or colors

• Decide on a food style (catered, homemade, potluck, hybrid)

• Research rental needs (tables, chairs, tents) if hosting outdoors

• Start thinking about décor and table styling

• Create a rough party-day timeline

👉 This is a great time to browse our Graduation Collection to visualize how your tableware will work with your chosen colors and style.

2–3 Months Before the Graduation Party

This is when plans begin to feel real.

• Finalize your guest list

• Order or send graduation invitations

• Plan your graduation party menu in detail

• Decide on desserts or a dessert table

• Order graduation party decorations and tableware

• Plan drink stations and serving areas

• Begin collecting photos or memorabilia for displays

Using coordinated tableware from our Graduation Collection makes this step easier and ensures your table looks polished without last-minute scrambling.

4–6 Weeks Before the Graduation Party

Now you’re refining details and confirming plans.

• Track RSVPs - if you're having an open house, RSVPs aren't usually given.  

• Confirm rentals and food orders

• Finalize food quantities

• Plan signage and printed items

• Confirm music or playlist

• Create a clear setup and serving layout

• Decide how guests will flow through the space

Hosting tip: Open houses benefit from multiple serving stations to keep things moving smoothly.

2–3 Weeks Before the Graduation Party

This is the organization and prep phase.

• Follow up on missing RSVPs

• Finalize your grocery list

• Prepare make-ahead desserts

• Organize decorations by area

• Gather serving trays, drink dispensers, and utensils

• Plan your table setup down to the details

👉 Make sure your party tableware is fully stocked and ready. Having your Graduation Collection items on hand now reduces stress later.

1 Week Before the Graduation Party

Everything should be in place.

• Confirm final guest count

• Confirm food pickup or delivery times

• Clean party areas

• Prep beverages and drink stations

• Organize your timeline for party day

• Wash linens or prep disposable table covers
  

Pro tip: Do a walk-through of the party space to spot any missing details.

1–2 Days Before the Graduation Party

This is where calm hosting begins.

• Set up tables and seating

• Style your table with plates, napkins, cups, and décor

• Prep desserts and snacks

• Chill drinks

• Set out décor and signage

• Check the weather plan if hosting outdoors

Setting your table the night before lets you enjoy party day instead of rushing.

Graduation Party Day Checklist

You’ve done the work. Now enjoy it.

• Set out food and drinks

• Refresh serving stations as needed

• Welcome guests

• Take photos early

• Celebrate your graduate - ENJOY!

Disposable party tableware makes refreshes quick and cleanup simple.

After the Graduation Party

• Pack leftovers

• Clean up tables and serving areas

• Save keepsakes and memory cards

• Send thank-you notes if desired to those who helped you. Your graduate should be sending thank you notes for their gifts. 

Graduation Party Planning Tips to Remember

• Start early to avoid stress

• Keep food simple and refillable

• Coordinated tableware creates an effortless, styled look

• Focus on celebrating the graduate, not perfection

If you’re still planning or gathering finishing touches, your Graduation Collection makes it easy to host a polished celebration without overthinking every detail.