B_entertained’s Ultimate Graduation Party Planning Timeline: Where to Start and What to Do

Graduation is a big deal, and throwing an unforgettable graduation party should be fun, not stressful. Whether you’re celebrating a high school or college grad, planning early makes all the difference. Here’s a step-by-step timeline to guide you through the process, with plenty of pro tips along the way.

3–4 Months Before: Set the Foundation

Pick a Date and Time

Start by locking in a date that works for your family and avoids conflicts with other local graduation parties. Weekend afternoons or early evenings usually draw the best turnout, especially once summer hits.

Decide on the Budget

Figure out what you want to invest in the celebration and build your plans around it. Prioritize the things that matter most to your grad. Whether that’s great food, a DJ, a photo booth, or extra seating and décor.

Choose a Venue

Backyard parties work great, but halls, restaurants, and parks are also solid options. If you’re booking a venue, secure it now. Spring and summer dates get snatched up quickly.

Create a Guest List

Work with your grad to decide who should be there. Family, friends, teammates, mentors, classmates — anyone who’s been part of their journey deserves an invite.

Book Key Vendors

This is the time to lock in your essentials. Book your DJ and entertainment (B_entertained can handle the music, lighting, and interactive fun), secure a photo booth, decide on catering or food trucks, and reserve rentals like tables, chairs, and tents before availability tightens.

2 Months Before: Details and Design

Pick a Theme or Color Scheme

Choose a theme that feels personal, such as school colors, future college, or something uniquely “them.” Carry the look across décor, desserts, invitations, and even signage.

Send Out Invitations

Whether you send printed invitations, digital e-vites, or create a Facebook event, get them out early. Keep track of RSVPs so you can plan food and seating accurately.

Plan the Menu

Pick a menu that’s easy to serve and crowd-friendly. Good options are BBQ, a buffet spread, or simple finger foods always work. Be mindful of dietary needs so everyone feels included.

Plan Activities

Think beyond the basics. A slideshow, a memory wall, outdoor games, or graduation trivia all add personality. If you want high-energy entertainment, consider adding a DJ, lighting, or karaoke.

Book Extra Entertainment

If you want to take things up a notch, this is the window. B_entertained can bring in a DJ, dance-floor lighting, or interactive experiences to make the party really pop.

1 Month Before: Finalizing & Prepping

Confirm with Vendors

Touch base with your DJ, caterer, rental company, and any other vendors. Confirm dates, arrival times, payments, and any remaining details to avoid day-of surprises.

Start Shopping for Decor & Supplies

Stock up on balloons, banners, centerpieces, table settings, and party favors. If you’re doing any DIY décor, start now so you’re not scrambling later.

Create a Party Timeline

Map out the flow of the event — when guests arrive, when food is served, when speeches happen, and when the dancing starts. Keep it flexible, but having a plan keeps the party moving.

2 Weeks Before: Almost Party Time!

Confirm RSVP Numbers

Do a final headcount so you can adjust food, seating, and supplies as needed.

Prepare Music Playlist

If you’re not hiring a DJ, start building your playlist with your grad’s favorite songs. Or skip the stress and let B_entertained run the music, transitions, and announcements for you.

Check the Weather (If Outdoors)

If your celebration is outside, check the forecast and have a backup plan ready. A tent rental or alternate indoor space can save the day.

Set Up a Photo Area

Designate a spot with a backdrop and props for fun group photos. A B_entertained photo booth can make this effortless and way more fun for guests.

1 Week Before: The Final Countdown

Confirm Food & Drinks

Make sure you have everything you need on hand, including your drinks, snacks, ice, serving supplies, and any pre-ordered food or desserts.

Gather Supplies

Collect utensils, plates, napkins, coolers, trash bags, and serving tools. Little things get overlooked — stock up now to avoid last-minute runs.

Prep a Speech or Thank You Notes

Help your grad prepare a short thank-you or toast. It adds heart to the day and gives them a moment they’ll remember.

Day Before: Last-Minute Prep

Set Up as Much as Possible

Arrange tables, chairs, décor, and signage. The more you complete today, the smoother tomorrow feels.

Pick Up Cake & Food Orders

Grab any pre-ordered items and store them properly so everything is fresh for party time.

Charge Cameras & Phones

Make sure everything’s fully charged so you can actually capture the big moments.

Day of the Party: Celebrate!

Final Touches

Put out food, drinks, utensils, and any last-minute décor. Double-check your entertainment setup — or hand it off to B_entertained so you can focus on enjoying the celebration.

Enjoy the Moment!

Mingle, take photos, laugh, and celebrate your grad. This is their day and yours, too!

Wrap-Up: After the Party

Send Thank-You Notes

A quick thank-you goes a long way. Have your grad send messages to guests and gift-givers.

Share Photos & Videos

Post your favorite moments and tag friends and family so everyone can relive the fun.

Return Rentals & Clean Up

Make sure everything borrowed or rented gets returned on time — then pat yourself on the back for throwing a great party.