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

03/22/2025

Graduation is a big deal, and throwing an unforgettable 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

  • Coordinate with family and friends to avoid conflicts with other graduation parties.
  • Consider a weekend afternoon or evening for the best turnout.

Decide on the Budget

  • Factor in venue, food, entertainment, and decorations.
  • Prioritize what matters most to your grad (DJ, catering, photo booth, etc.).

Choose a Venue

  • Backyard, rented hall, restaurant, or park? Decide what fits best.
  • Book early if renting—spring and summer dates fill fast.

Create a Guest List

  • Include family, friends, classmates, and mentors.
  • Get the grad’s input on who they want there.

Book Key Vendors

  • DJ & Entertainment – B_entertained DJs and More can handle the music and keep the energy up.
  • Photo Booth – A must-have for capturing fun memories.
  • Catering or Food Trucks – Decide if you’ll cook or hire a service.
  • Rentals – Need tables, chairs, or a tent? Book them now.

2 Months Before: Details and Design

Pick a Theme or Color Scheme

  • School colors, a college send-off theme, or something personal to the grad.
  • Coordinate decorations, invites, and even desserts to match.

Send Out Invitations

  • Paper invites, digital e-vites, or a simple Facebook event? Choose what works.
  • Get RSVP confirmations to plan food and seating.

Plan the Menu

  • Buffet, BBQ, or finger foods? Make it easy and crowd-friendly.
  • Consider dietary needs of guests.

Plan Activities

  • Graduation slideshow or memory wall with photos.
  • Games or trivia about the grad.
  • Music playlist or live entertainment.

Book Extra Entertainment

  • B_entertained DJs and More can provide a DJ, lighting, and interactive experiences like dance floors or karaoke.

1 Month Before: Finalizing & Prepping

Confirm with Vendors

  • Double-check bookings and contracts for DJ, food, and rentals.
  • Make sure payments and deposits are set.

Start Shopping for Decor & Supplies

  • Balloons, banners, table settings, and party favors.
  • DIY centerpieces or personalized elements add a nice touch.

Create a Party Timeline

  • When guests arrive, when food is served, when speeches or activities happen.
  • Keep it loose but structured to keep the party flowing.

2 Weeks Before: Almost Party Time!

Confirm RSVP Numbers

  • Adjust food and seating as needed.

Prepare Music Playlist

  • If not hiring a DJ, create a playlist with the grad’s favorite songs.
  • Pro Tip: Let B_entertained handle the music and transitions for a stress-free experience.

Check on Weather (If Outdoors)

  • Have a backup plan for rain—tent rental or indoor space ready.

Set Up a Photo Area

  • A fun backdrop with props and signs.
  • A photo booth from B_entertained makes this hassle-free and fun for guests.

1 Week Before: The Final Countdown

Confirm Food & Drinks

  • Stock up on beverages and snacks.
  • Plan storage and serving setup.

Gather Supplies

  • Utensils, plates, napkins, coolers, trash bags.
  • Don’t forget candles for a celebratory cake or dessert!

Prep a Speech or Thank You Notes

  • A short toast to the grad makes the moment special.
  • Have a plan for sending thank-you notes after the party.

Day Before: Last-Minute Prep

Set Up as Much as Possible

  • Arrange tables, chairs, and decorations.
  • Do a sound check if using a speaker system.

Pick Up Cake & Food Orders

  • Store properly to keep everything fresh.

Charge Cameras & Phones

  • Capture the big day without worrying about battery life.

Day of the Party: Celebrate!

Final Touches

  • Set out food, drinks, and utensils.
  • Double-check entertainment setup.

Enjoy the Moment!

  • Take pictures, mingle, and celebrate the grad’s achievement!
  • Let B_entertained DJs and More handle the music and keep the vibe going so you can relax and have fun.

Wrap-Up: After the Party

Send Thank-You Notes

  • Show appreciation to guests and gift-givers.

Share Photos & Videos

  • Post on social media and tag friends and family.

Return Rentals & Clean Up

  • Make sure to get back any borrowed or rented items.

Planning a graduation party doesn’t have to be overwhelming. With this timeline, you’ll stay on track and actually enjoy the process. And if you want to take the stress out of music, entertainment, and making memories, B_entertained DJs and More has got you covered!

Ready to throw an epic graduation party? Start planning today!