Graduation Party Checklist

A person’s graduation is not only a testament to their hard work but their accomplishments. To show how proud of them you are, a graduation party is a great way to help convey that message. Our graduation party checklist can help you stay on track and plan a momentous party to honor the graduate’s achievements. Our guide will help you get some suggestions on how to plan a graduation party. It could then be used to create your own specialized checklist with the template provided in this article. You might also find yourself needing graduation party ideas as well – whether it be ideas for virtual graduation, kindergarten, or high school, we’re here to help with graduation parties of any kind!

We also create helpful budget sheets for events of all kinds that work well to keep you within your budget at hand. Helpful to you, we specifically have a graduation party budget sheet, perfect for you to utilize alongside this checklist.

5 Reasons to Love Our Graduation Party Planning Checklist 


1. Automatic Timeline

One question that is always on everyone’s mind when planning an event is “How much time do I have to plan?”. We believe that everyone’s circumstances are different which makes it difficult to come up with a fixed time frame that works as a one size fits all type of deal. First, you have to find the graduation ceremony’s date. You can find the information for the graduation ceremony from the school event calendar.

Another method would be to contact the school through the number they list on their websites. Then all you have to do is add the start day for planning the event and the day you will be holding the graduation party. Then each task in the worksheet will get an assigned due date! With this feature, we wanted to help reduce your stress and make sure that you have everything taken care of in time for the event.

2. Visuals

Our template is formatted to help you easily see what tasks need to get done, and which should have higher priority.

  • Find the perfect venue for the graduation party?  Check the box in the row for choosing a venue, and it will turn green.  This helps you visually spot which tasks are still outstanding.
  • Did you get caught up with your busy schedule?  If you start to approach a due date, it will turn yellow.  If it passes without completion, it will turn red.  This will help you prioritize tasks.

3. Shareable!

 Planning any type of event has its difficulty, and anything that can go wrong will happen. To help minimize planning difficulties, try to recruit people who can help you. Even when you do find help with the planning it isn’t always easy to coordinate your task completion. However, with our checklist template you can share with whomever you wish via Google Drive.  Everyone will be on the same page, in real-time! Multiple people can edit at the same time which will make it effortless to track task completion on your graduation party checklist. 

4. Helpful Links

The template doesn’t just help you plan your time, it connects you with great resources in a single click.

  • Want to survey your friends to find the best time to hold your party?  Links to useful websites and apps are included.
  • Want to find the best florist?  Easily find every service – from venues and caterers to DJs and decorators – you need in one place.
  • Budgeting is a huge part of party planning.  It doesn’t need to be difficult, though!  Just use our budget worksheet, created for planning a graduation party!  A link to this sheet will be included in the checklist.
  • Need to order supplies?  We’ve got you covered.  Just click!
  • Want to get the creative juices flowing with some fun party tips and ideas?  We’ll link right to the articles you need.

5. Customizable

Decided on a Party Theme

The party’s theme should resonate with the graduate’s personal interests and hobbies. This helps convey your sincere feelings and makes this person feel at ease. For instance, if this person likes basketball, make it a sports-themed party.

Tentative List of Guests

If you are renting out a venue and using a catering service, it’s good to know the number of people that will attend. You should contact people to see if they are free to come on the day of the party. Also, you should ask the guest if they have any allergies.

Create Invitations

After finalizing the guest list, you will know the appropriate amount of invitations to send out. Many invitation templates are free online, but you should choose one that suits your event. Also, you should set a date early on to send out invitations to gauge the number of people actually attending. After getting replies from guests, it would allow you to know if there is a need to add a new task or remove a current task on your graduation party checklist.

Select a Venue

For the venue, you should consider it convenient for all guest members, so finding a relatively close location will be the most beneficial. Also, you should check the capacity of people the venue can hold at a given time. You should again ask if they will allow the catering service to come to the site to prepare before the big day. Then you must consider the available parking spaces for the guest as well. Lastly, you should single you list down to one venue and book it for the special day.

Select a Catering Service

For selecting a catering service, you should consider the taste preference of the person you are planning the party for. Then use their taste preference to narrow down your list. After you should contact the few catering services left on the list, you should discuss specific allergies restrictions and ask if you can have a tasting menu. Lastly, select the catering service right for you and reserve the graduation date. 

Entertainment and activities

You should decide on the type of entertainment you would like, such as live music, a DJ, or setting up speakers to play your own music. Next, you should think about what kind of activities the guest can play after they have eaten. For instance, playing board games, card games, or having an area to play video games.


Decided if you would like to have photos or videos of the event. You could have both if you would like, but you must book a date with a local service or individual. Make sure you ask for a portfolio of their work to gauge their quality.

Purchase Gifts

When looking for a gift you should find something that resonates with their personal interests. This will increase the meaning of the gift and they would gladly appreciate your gesture. One way to narrow down the search, is to consider hobbies that they enjoy.  

Homemade Gift

If you are considering creating a homemade gift a great idea is to make them a scrapbook. The scrapbook for this person should detail important life events and order them in a timeline to show their progression and growth throughout the years. A homemade gift may take a while to prepare, so don’t forget to add it at the top of your graduation party checklist.

How to Use Our Graduation Party Checklist


Simply click the download button below to get started. We have created a step-by-step guide to take you through using our checklists: how to share your checklists with fellow planners, how to add/edit/delete tasks, how to sort/filter/reorder tasks, and more. After following all of the steps you will finally have your own personalized graduation party checklist. Need a checklist for another event? No problem. We have a variety of checklists.


Easy Event Planning believes that planning a graduation party for someone should be fun and, well, easy! Our customizable template will help you make your own graduation party checklist which will ensure all your plans are in order before the event.  If you enjoy using this checklist, you’ll love our planning tools for other events, too!

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Written by Bryk Li; Contributor: Alexis Tavares