Graduation is an exciting milestone that deserves to be celebrated. As a parent of a graduate, you may be planning a party to commemorate this special achievement.
While decisions like the optimum venue, the best food for a graduation party, and who should be on the guest list will shape your event, etiquette has an important role to play in the graduate's special day, too.
We've put together some etiquette tips to guide you, along with some overall planning tips.
Set the Date
First things first: Choose a date for your graduation party and secure your event venue. Late May and June, after diplomas are handed out, are typical graduation party months.
Before you make a final decision on a date, check your graduate’s schedule and factor in potential conflicts like final exams, vacations, or siblings’ events.
Your Graduation Party Invitations
Once you’ve chosen a date, order invitations. Your invites should go out four to eight weeks in advance.
On your invitation, specify whether the celebration starts with dinner or if it’s a dessert and drinks format.
We recommend setting an RSVP date that falls two weeks or more before your party.
Invitations can be mailed, emailed, texted, or posted on social media. Have your graduate review the guest list to be sure no friends are overlooked.
Encourage RSVPs
If you send print invitations, consider adding RSVP cards with self-addressed, stamped envelopes for guest responses.
As an alternative to RSVP cards, you can provide an email RSVP address or phone number to text replies to on each invitation, or you can use online RSVP tools, which make it easy for guests to select “Yes” or “No” for the party.
Phone calls work for a very small event, but we would avoid asking for verbal RSVPs from dozens of guests: You’re likely to forget responses.
Use Social Media and Reminders to Get Responses
Social platforms are ideal for sharing party details. You can create a Facebook event page and invite guests to respond. Post party specifics on your grad’s social media accounts, too.
Email and text reminders a week before the RSVP deadline saying something like:
“We look forward to seeing you at Maddie's graduation celebration on June 4 at 7 p.m. at The Park Hotel. Please remember to RSVP by May 28 if you can attend. You can call, text or email me your reply. Thanks!”
Timely nudges like this increase your RSVP rate so you can finalize food, seating, and plans.
Planning Guidelines
Planning a stress-free graduation party requires organization and strategic decision-making. Here's how you can streamline the process and alleviate unnecessary worries:
Set a Realistic Budget
Determine your budget early on and stick to it. This will serve as a guiding principle for all your planning endeavors, helping you prioritize expenses and avoid overspending.
Start Early
Begin planning well in advance to avoid last-minute rush and ensure everything falls into place smoothly.
Create comprehensive checklists outlining all the essentials, from venue bookings to decor items, and begin your preparations at least one to two months ahead.
Ordering early will be important, especially for popular party rentals and services that may get booked quickly.
Involve the Graduate
Don't overlook the importance of the graduate's input in shaping the party's ambiance and theme.
Solicit their preferences for the menu, music playlist, and decor elements, so you can make sure their personality shines through on their special day.
Catering Considerations
While planning the menu, prioritize convenience without compromising on quality.
Consider catering options like buffet-style meals or pre-prepared platters that minimize the need for extensive kitchen work during the party.
Ordering a cake or dessert tray from a bakery not only adds a sweet touch to the celebration but also frees you up from spending valuable party time in the kitchen.
Delegate Responsibilities
Don't hesitate to enlist the help of friends and family members to assist with various tasks on the day of the event.
Whether it's setting up decorations, managing the guestbook, or replenishing food and beverages, delegating responsibilities ensures that no single person bears the brunt of the workload.
Remember, sharing the workload not only eases your burden but also allows everyone to partake in the celebration without undue stress.
Etiquette Dos and Don'ts for Graduation Parties
A graduation party brings together family, friends, mentors, and classmates of varied ages.
Follow traditional etiquette and use common sense to keep things comfortable for all of your guests.
DO:
-Officially introduce the graduate to each guest
-Give older relatives reserved chairs with backs
-Serve non-alcoholic drinks for underage guests
-Play music suitable for the age range attending
-Provide options for guests with food allergies and dietary needs and provide signage to help guests navigate their food options.
DON’T:
-Open gifts in front of guests (do this privately later)
-Assume all guests know each other; facilitate conversations
-Serve alcohol to anyone under legal drinking age
-End the party for some guests earlier than others unless clearly stated
Making Guests Feel Welcome
Ensuring the comfort and inclusivity of your guests is paramount to hosting a successful graduation party. Here are some thoughtful strategies to make everyone feel welcome.
Venue Accessibility
Opt for a venue that is easily accessible, particularly for elderly relatives or guests with mobility challenges.
Avoid locations with stairs or long walks from parking areas to minimize discomfort for older attendees.
Ample Seating
Provide sufficient seating arrangements throughout the party venue to accommodate guests of all ages and preferences.
Include high-top cocktail tables for casual mingling and chairs strategically placed around food stations to offer respite for tired feet.
Designated Zones
Create designated areas within the venue to cater to varying social dynamics. A separate space or lounge area would allow shy teens to gather away from the main crowd while still feeling included in the festivities.
Personal Greetings
Make sure each guest receives a warm welcome by having the graduate personally greet them upon arrival.
This simple gesture helps to alleviate any feelings of awkwardness and sets a friendly tone for the event.
Clear Signage
Guide guests through the party space by strategically placing signage directing them to essential areas including food stations, beverage stations, restrooms, and entertainment zones like photo booths or dance floors.
Diverse Music Selection
Appeal to a broad range of musical tastes by curating a playlist that encompasses multiple genres and eras. This ensures that guests of all ages can enjoy the music and encourages everyone to hit the dance floor.
Volume Control
Strike the right balance between ambiance and conversation by maintaining a moderate volume level for background music.
Avoid excessively loud or disruptive tunes that hinder social interactions, opting instead for a pleasant soundtrack that complements the atmosphere without overwhelming conversation.
Speeches
Graduation party speeches offer a platform for loved ones to express their heartfelt sentiments and extend well-wishes to the graduate, whether through humorous anecdotes, nostalgic reflections, or pearls of wisdom.
Here are some etiquette guidelines to ensure that speeches enhance the celebratory atmosphere:
Less is More
Keep guests engaged by limiting speeches to two or three short shares at most. Schedule speeches during dinner or at a designated time to allow guests the freedom to mingle without feeling constrained by prolonged addresses.
Mindful Preparation
Encourage speakers to prepare speeches of two to five minutes maximum to maintain audience engagement and prevent monotony. Emphasize the importance of injecting humor and sentimental touches into speeches, fostering a warm and inclusive atmosphere.
Audibility Considerations
If you're hosting the party in a large venue, provide a microphone to ensure that elderly relatives and guests seated farther away can hear speeches clearly.
This thoughtful gesture ensures that each guest feels included in the celebration.
Audience Awareness
Tailor speeches to suit the diverse audience present at the party, ensuring that content remains family-friendly and devoid of any inappropriate material. Respect the celebratory nature of the occasion by refraining from delivering lectures or controversial topics.
Special Recognition
Consider inviting the graduate's mentor, such as a coach or teacher, to deliver a speech, as they possess valuable insights into the graduate's character and journey. Their words can add a personal and meaningful touch to the celebration.
Thank-You Note Etiquette
Expressing gratitude is always in style. After the party, the graduate should send thank you notes to those who gave gifts or helped organize the event.
Printed or handwritten notes should go out within two to four weeks of the party. Emails or text messages can work, too, but formal notes make a lasting impression.
The graduate should mention specific gifts they appreciated or kind acts like giving a speech or baking a cake.
Gracious manners for gifts given, time shared, and heartfelt wishes expressed will be remembered long after graduation tassels turn.
Planning and hosting a graduation celebration may feel daunting but needn't be with proper etiquette. Focus on creating a meaningful event for your graduate first, and the rest will naturally fall into place.
The Bell Tower on 34th, an event venue in Houston, TX in Houston, TX, is committed to delivering excellent events that no one will ever forget.
Contact us to learn more about our Instagrammable venue and holding a party here.
The Bell Tower on 34th
901 W 34th St, Houston, TX 77018
(713) 868-2355