Graduation from high school or college is a great accomplishment surrounded by ceremonies, celebrations and planning for the future. Parents often choose to host a party to celebrate their sons and daughters during this time, and they invite family, friends, coaches and teachers to join in the festivity. Hosting a party for any occasion can be time consuming and difficult without the right team of businesses helping to plan and execute the party plans. Enlisting the right vendors can free you up to mingle with guests and spend time celebrating with your graduate. After all, a graduation is a much of an accomplishment for a parent as it is for their children.
Commonly Asked Questions
If you’ve never planned a graduation party before (or if it’s been a few years), you’ll probably have quite a few questions. We’ve listed some of the most common questions and their answers:
Who should we invite?
There are many different opinions on this, but you might want to err on the side of overinviting so that no one feels left out. There are no set expectations, but the ultimate decision should be up to the guest of honor (the graduate!). Keep in mind friends, family, parents of friends, teachers, coaches, neighbors and close co-workers. Remember that many people, especially if they live far away, will not be able to make it to the party, but the invitation can also serve as a graduation announcement and should still be sent even if you know they won’t be able to come to the actual party.
When should invitations be mailed?
Invitations should be mailed three weeks prior to the party. If you’re inviting out of town guests, contact them as soon as possible so they can schedule their trip. Some people send a ‘save the date’ card or email alert to their friends as soon as they have a time and date set to help avoid close friends hosting parties at the same time.
Should RSVPs be required?
Graduation parties are usually informal events and many people will likely go to multiple parties in a single day. It’s unlikely they will RSVP to the party, even if you do say it’s required. It’s frustrating and it makes it difficult to plan for how much food you should prepare and how much space is needed, but you’ll probably just have to make a ‘best guess’. Around a 60% turnout is usually normal for an event such as this.
Should the party be held before or after graduation?
It’s really a personal choice, but many people recommend having the party before the actual graduation. People are excited to attend the open houses and are not exhausted from going to so many. You also have a much better chance with caterers, receptions halls, etc. if you’re planning it on a day when not everyone else is trying to reserve the same things.
Out of Town Guests
If you plan on having close family or friends coming in from out of town, you’ll probably want to assist them when it comes to accommodations. The first consideration is whether you should host them at your home. This can cause a number of problems, especially if you are also planning on having the party at your home. While it’s gracious of you to make this offer, you may end up either having a house full of guests at a time when you want to be concentrating on your graduate, or you’ll only be able to make the offer to some of your guests, risking hurt feelings. Guests who are staying at your home may also feel obligated to help with the party set-up and clean-up, which is something you do not want them to feel they have to assist with.
The best route to go is usually to find hotel rooms for your out of town guests. If the hotel is near your home or the place where you will be holding the party, you can easily pick them up or arrange for transportation (if they have flown in and don’t have their own vehicle). That way, they will have their own space and won’t be caught in the middle of the chaos that usually comes with arranging and cleaning up a party. If you have more than one group of out of town guests, do your best to put them in the same hotel so they can mingle and entertain each other while you’re busy with the party details.
Location
Many families decide to have the graduation party at their homes for a number of reasons. First, they don’t need to reserve space somewhere else. Second, they sometimes want to host family and friends in their own homes to make it a more personal get-together. However, if you do decide to host the party at your home, you still need to do some prepping. Cleaning is only the beginning! If you’re planning to have a large number of people in your house, you’ll probably want to get floors and carpets cleaned, de-clutter and perhaps even do some small home improvement projects before the big day.
“Professionally cleaned carpets make your house shine,” says Kevin Hestermann with Five Star Carpet & Floor Care. “Not only does the appearance of your home look better, it also smells better. Professional carpet cleaning gets rid of odors that have accumulated in your carpet fibers and ridding your carpet of dust mites also helps those with allergies that come into your home. When choosing a company, make sure your inquire as to the professional’s carpet cleaning method. For instance, Five Star Carpet & Floor Care uses a truck mounted steam extraction method, which is the preferred and recommended method by all of the major carpet rug manufacturers. We also can take care of your tile and hardwood floors. Carpets should be cleaned at least two days prior to your party date and this is a good time to consider having a carpet protector applied as it will help the carpet stay cleaner for a longer period of time. If carpets are presentable, it may benefit the host to wait and have the professional come after the party to take care of any spills, accidents or tracked in dirty that occur during the event.”
If you have pets, this is another thing to consider if you are having the party at home. Some of your guests may be allergic (or just don’t want to get animal hair on them). Even if your guests don’t mind the pets being there, they will be coming in and out of the house and you don’t want to take the chance that your dog or cat slips out of the house when no one is looking and gets lost. If you don’t have a safe place to put your pets in your home, you might want to consider taking them to a friend’s house or boarding them for the day of the party.
Another consideration if you have the party at your home is seating. It’s unlikely that you have enough chairs for a hundred or more guests, so you’ll probably have to look into renting chairs. Though your guests will be coming in and out and all of them won’t be sitting at the same time, you’ll still need to provide enough seating so that they do have a place to rest and eat and visit. You may need to rent some tables as well. If your home is not big enough to host the event, you’ll need to look at your outdoor areas and hope that the weather cooperates the day of the party. Another idea is to rent a tent for the day of the event. A tent takes away the necessity for all of the guests to be in your home, can be set up and taken down by the rental company, and provides a nice place for guests to gather even if the weather proves to not be agreeable.
If you decide you want to hold the party elsewhere, a reception hall is always a good option. Remember that you need to reserve these locations early, though, as there are many other graduate’s parents out there looking for party space as well!
The Towers Event Center, located in Clocktower Shopping Center on 70th and A Street, offers a beautiful space for your graduate’s party. With a central location, plenty of parking and a full bar, there is room to have a large party and not have to worry about getting all of those people into your house. Catering is available so you don’t even have to make arrangements for refreshments.
Ehco Reception Hall is another great choice. Just recently opened in the Havelock area, Ehco is a great place for a graduation party as it has ping pong tables, a piano, even a basketball hoop so that your graduate and all of his or her friends can have fun at the party. You can bring in your own food or have the party catered by The Engine House Café, depending on your budget and time.
Catering
Each graduation party usually offers some sort of food for its guests, but choosing the right type and amount of food can be confusing. Owner of Greta’s Gourmet, Kevin Mandigo said, “A lot of times people go overboard. Most people visit four or more graduation parties in one day. I tend to steer people toward finger foods as opposed to providing a full dinner for somebody.”
Caterers that provide made-from-scratch recipes like Greta’s Gourmet have the ability to customize the food at your event. Kevin explained, “We can provide any type of meal that they like. We make all of our own sausages so if they want to do a BBQ with sausage and burgers, we can do that, or we can go up to the nicest hors d’oeuvres you can imagine and everything in between. For graduation parties, we want to customize our services. Generally, for grad parties, we like to go over it one-on-one with the mom and the graduate. We will provide everything from sandwiches to heavy hors d’oeuvres to just desserts.” Although Kevin has never turned a customer away, he suggests coming to him to discuss your catering needs as soon as possible to ensure that you get the attention you deserve. He recommends contacting a catering at least 30 days in advance for a graduation party. People choose Greta’s Gourmet to make their party more unique with their great custom recipes. Planning food that shows the graduate’s personality is a great way to connect with your guests at the party. Kevin added, “We’re a family-owned and locally-owned business. We give every customer customized, one-on-one attention. We care about every single customer we have. For graduation parties, the biggest piece of advice is to make sure you have fun while your doing it. Make the event fun. Your child only graduates from college or high school once.”
Serendipities is another great partner to team up with for your graduate’s party. They can make a graduation cake or cupcake that will be individualized especially for your graduate. “When we interview the graduate, we find out what sports or clubs they were in, their favorite memories from their education and more and then build the cake from there,” says Terrie Urtel from Serendipities.
“We also find out what is next for them. More school, a family, a job, the military? We want the cake to be a celebration of all they have accomplished to date with a hint at their goals for the future. Once we have all these details to work with, we design a cake to match their unique personalities. We have recently started working with sculpted cakes and hope to incorporate these as well. The Serendipity Cake is our signature cake and has a dome inside hiding a gift of some sort, such as car keys or a plane ticket. It is more of a gift than a party cake and can also be used as the top tier of the main cake.”
Having some chocolate covered potato chips or even bags of popcorn with the graduate’s picture on them are also fun ideas, both of which can be purchased at Colby Ridge.
Photo Booths
“Everyone comes to the party to see the graduate and eat the cake,” points out Michelle Fonck with FOTObrations, “but what else is there to do? A photo booth provides a great opportunity to not just wish the graduate well, but also mix with other guests and create lasting memories of the special day. Plus, guests also get to take the memories with them. There are a lot of fun things you can do with a photo booth. Themed props are always fun and we have lots of custom and classy props to make for a fun photo. We also have the capability of sharing your photos directly to Facebook or Twitter using an iPad. That is often popular with high school or college graduates. You could also choose to have a scrapbook made of all your photos—an instant keepsake for the graduate or their family that you will treasure forever.”
“Graduation weekends book quickly,” Michelle continues. “Call right now to see if there are open dates or times. Our preference is at least 30 days prior, but if we have space, we will fit you in.”
After the Party
When the festivities are over, it’s time for clean-up. If the party was at your home, this task often falls to you. It’s likely that you, your graduate and the rest of your family are exhausted and the last thing you want to do is spend the next few hours cleaning up a mess. This might be the perfect opportunity to hire that cleaning company you’ve always had your eye on as a little ‘graduation gift’ to yourself. Not only will everything from the party be cleaned up, but they can get your home back to sparkling condition and you can rest.
The days after the party are also a good time to remind your graduate that thank-you notes need to be sent to all those who attended the party and who sent gifts or money. You might have to sit down with him or her and help with some of the details, but don’t let the hectic time of graduation and subsequent summer plans distract your graduate from this very important job. Thanking those who are helping usher him or her into the independent life is an extremely important part of the new phase of your child’s life.
Graduation Pictures
Taking graduation photos commemorates an important milestone in a graduate’s life. Sunny Dwyer with Shane and Sunny Photography said, “Most people don’t take many pictures between the ages of 4 and 16 and then won’t have a professional picture taken again until they are married. Plus let’s be honest…moms like the senior portrait on their wall and the kids just want wallets to hand out for fun.” When to take senior portraits varies from person to person. Sunny explained, “Shane and I recommend the summer as it seems to be the easiest for scheduling. Also, most photographers offer the best specials in the beginning of the summer.
Keep in mind that more well-known photographers book three to six weeks out, so if you are looking for a certain day/time it’s always best to call early.” For clothing, Sunny suggested, “Pick outfits that you like and look good in. Don’t pick out pink because it’s the color of the year. Also try to get a variety. Four t-shirts that are just different colors doesn’t allow us to be creative and different with each image we take.”
Sunny added, “Every year, seniors (girls for the most part) want to be different, so it’s always our job to try and accommodate. We are always trying to push the envelope with new lighting, backgrounds, poses, anything to showcase their personality, which is always the goal.” This variety that Shane and Sunny are able to provide for graduation photos provide a mix of traditional poses and non-traditional poses in order to appease both the parents and the graduate. Sunny also said, “We always have an assistant to help with clothing and hair so the moms and dads don’t have to make their sons/daughters upset. With dressing rooms and all the comforts of home, we want to make it an experience, not just a session.” Photos can also come in a variety of media. She said, “Grad pictures don’t just have to hang on the wall any more in frames. We have Metal Prints, iPhone covers, invitations, thank you’s, books, etc. Don’t forget a traditional shot is great for college applications. There are so many different things we can do to add variety for gifts to grandparents, friends, family, etc.”
Purple Sky Productions is another local choice for your graduate’s senor pictures. Jaime Incontro explained, “Graduation is a major milestone in your child’s life and the beginning of a new chapter. Having your child’s senior portraits taken is a great way to celebrate this time in their life. The summer before the senior year is a great time to have senior portraits taken. When fall arrives, school starts and everyone’s schedules get filled up. During the summer, people usually have a little more free time and it is green and vibrant outdoors. For clothing, we recommend the kind of clothes your child usually wears. If they are a casual person, they will look uncomfortable in a really formal outfit. Also, variety is good. This can be different styles of outfits, i.e. casual, somewhat formal and formal, or it can be variety in color, pattern and style. Adding a jacket, scarf or other accessories can make an outfit look different too. We also recommend incorporating any items of significance to your senior. That could be an instrument, car, pet or whatever activity your child is involved in. This can make your portraits more personal. At Purple Sky Productions, we strive to portray your senior naturally, while allowing for interesting and fun looks and images. By doing this, we are able to present images that both the senior and the parents like. We also offer lots of unique products so you are sure to find something you like.”
Graduation Gifts
While many graduates receive money for their graduation, it’s always nice to get a gift for your child or other graduate you are close to. Here are a few great ideas.
Classic Wood offers custom woodwork that would be a valuable and special gift to any graduate. David Hergenrader, owner of Classic Wood, said, “Graduation is a special occasion and a great achievement. Give them a gift that will be treasured for the rest of their life. A gift made by Classic Wood will last a lifetime and will be made especially for that student, with all the personality traits of him or her.” Some graduates get the gift of money or a car for graduation, but Dave urges people to consider a gift that will last. He can create anything you can dream of including hope chests, bedroom sets, entertainment sets and any other piece of furniture you would like to give. Dave added, “We have had kids graduate from high school and college and you are so proud of them. Show it with a gift that they can treasure and show off for the rest of their life.” People choose Classic Wood because the work will be custom and have quality for long-lasting use. Dave said, “We strongly feel that we have a special business and the only one around that does what we can do. We do not make items, or furniture; we make heirlooms that will last a lifetime. We are so sure of our work that we guarantee our work.”
Another graduation gift to consider is a bicycle. Many high school graduates plan to attend college in the fall, and a bike is a great way to get them to and from class in an environmentally-friendly, convenient and cost-efficient way. Parking close to class is not always possible on campuses and parking passes can be too expensive for student budgets. Plus, increasing gas prices make cycling a great, free alternative to driving. David Kosark of Joyride Bicycles helps people to choose a bike that is right for them every day. He explained, “We will ask them how they are going to use their bike. If they are going to ride it around campus, I suggest a hybrid bike. There are many different types of hybrids to choose from. It all depends on what the end use is going to be.”
The advantages of bikes also go beyond the economical reasons. David said, “Cycling is a low-impact cardiovascular exercise that most people can do. Often times when people refer to something that people have done, they say, ‘It is just like riding a bike.’ Once people get back on a bike, they have fun. It’s also a stress reliever.” David and his team also value the importance of choosing the right bike. He said, “Picking out a bicycle can be a very personal choice, so we offer gift cards if you don’t know size, color and the type of bike to get. We also do exchanges especially for bikes given as gifts. At Joyride our main goals is to find a bike that fits your riding needs and goals. We are very customer-service-oriented. Experience is another emphasis—all of the people who work here ride in one form or another.”
Ashlie Hadden of Embellish Boutique provided some other options for gifts to new graduates. She said, “Tech accessories will be hot gifts for recent grads. iPad covers, tablet cases and cell phone accessories are great for the graduate. For inspirational gifts, great decorative tags to go on a desk or in an apartment with sayings like ‘Be Your Passion’, ‘May Your Destiny Become You’ and ‘Let Life Be Your Art’ are great add-ons to inspire your grad. Dorm accessories for high school grads are great: shower caddies and cosmetic bags in fun prints are great for those ladies headed off to college.” Embellish Boutique is also a good destination for choosing apparel for graduation photos and the ceremony. Ashlie suggested planning outfits far in advance so you have everything ready for the day of the events and won’t have stress. She explained, “Embellish has a full line of apparel to offer graduates. Skirts and dresses are always popular for graduation receptions and ceremonies, and we have a variety of options to help grads look their best on this special day.”
Kelly Merklein of Blu Velvet Boutique also provided a variety of gift ideas for graduates. She said, “Travel items such as suitcases and travel bags are great gifts for the graduate. We have a wide range of items that are in every price range, so gift giving is easy no matter what you want to spend. We also have gift certificates that all girls love.” In addition, Blu Velvet offers apparel that may suit the needs of graduates for their senior photos or the ceremony or party. Kelly explained, “We have some really great tops that would be perfect and some dresses and boots that would look great in outdoor settings. I think that what we have to offer is some great dresses for the graduate and some casual things for mom to wear to the festivities.”
Insurance
Graduation often involves students gaining newfound independence from their parents. Nikki Watts with Watts Insurance provided some insight into the process of students getting insured. She said, “After graduation, it’s time to be on your own policy and you need to check around for quotes. The best place to go would be an independent insurance company like Watts Insurance Group.
Independent agencies represent several companies and shop your insurance around so you can get the coverage you need at a price you can afford. Since we represent several different companies, we have different options for you. This is an advantage over a captive agency who only sells for one company. To get started call or email us and we will take down your information and getting working on free quotes for you.” Nikki advised the graduates consider coverage when deciding on insurance plans. She said, “Does is meet state requirements? Is the coverage high enough? Know what you’re buying so in the event of a loss, you know what your policy is going to cover.” When choosing an insurance company, Nikki recommends looking at reputation and experience. She said, “Ask around and see what your friends, family, hair stylist, banker, neighbor or anyone says about their agent and/or company. Then look at the experience of the agent. We are backed by 30 years of experience. Insurance isn’t something taught in school; it is learned through experience and dedication.” People choose Watts Insurance for many reasons. Nikki explained, “We aren’t just an insurance agency; we’re part of your family. That’s why integrity, honesty and dedication are the core parts of our business…Backed by 30 years of experience, we know what we are doing and love helping our customers save money and teaching them about what coverages they are buying.”
From Strictly Business Magazine and the contributors to this story, congratulations to all the graduates!