Is your ‘baby’ graduating high school or college this year? Commencement season is right around the corner, and now is a great time to plan the details for this milestone celebration. Never planned a large party at home? Well, one of our Senior Sales Associates, Amanda Wood, has some advice to share on graduation open house planning!
Where to Begin:
Alpine Events has helped many families over the years as they set a plan in place for their graduate’s open house. The first step is to determine the date and time. This is often based on when family can be in town or a good date when several families can join together for a group open house.
A three-hour time span is about right to give guests time to stop by, visit, and enjoy refreshments. Afternoon timing is most popular; however, evening gatherings are growing as it’s fun to be the last one of the day for classmates to hang out for a while.
The next step is to determine the location. If you’re hosting the party at home, most families secure a tent to shield against sun, rain, and wind. Michigan weather can change on a dime, and you don’t want guests to get caught in a downpour
A Common Rental Order For 100 – 125 Guests
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- 20×30 pole or canopy tent could add sides and lights if desired. If tent has to be on pavement, you’d need a frame tent with weight.
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- Five to six 60″ round or 6ft banquet tables
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- Four cocktail tables – students like to stand and have conversations in their own area!
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- 50 folding chairs (white is most common-may consider padded chairs for comfort)
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- Table Linens – this is where you bring in the color-no rules-anything goes! Browse our Poly Linen Collection to match the the perfect colors
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- Typically, guest tables get knee length linens for ease, and cocktail, food, gift tables all have full length linens.
KEY REMINDER: TENTS BOOK EARLY!
We’re often out of canopy and pole tents by Mid-March.
Call or Email US to confirm your rental order.
While you are reserving your tent, we recommend adding tables, chairs and linens to the order. This is the time you also want to determine if there’s a theme or color scheme to the party so that all future details can be decided with this in mind. High school colors, college colors, or simply favorite colors of the graduate can all make for a more vibrant setting.
IF ADDING FOOD & BEVERAGE TO YOUR EVENT CONSIDER ADDING:
- Two Trash Boxes
- Beverage Dispenser (for iced tea, lemonade, etc)
- Large Cooler (easiest to serve canned/bottled beverages)
- Chafing Dishes
- Utensils
- Cake Pedestals for desserts
- Serving Bowls/Platters
CATERING & COOKING RENTALS
DECIDING ON FOOD & BEVERAGE TO PROVIDE
Once you have the rental order complete, decide on what food and beverages you’ll provide. If you need a caterer or have to order food, confirm those now as well, keeping in mind that students are likely attending multiple events and will graze throughout the day.
Order enough, but don’t go overboard unless you are good with many leftovers! Get input from your graduate in this process; the more they are involved in the planning of the party, the more special and included they feel!
NOW TO START THINKING ABOUT DECOR!
Something to mark your home as ‘Party Central’ could be as easy as a balloon bunch near the driveway. If you’ve saved your child’s class photo through the years, make copies and mount it on poster board to stake on either side of the driveway, youngest to present time.
Table centerpieces can be floral based, or add framed photos of your child’s high school activities (sports, art, music). A memory table with high school events, awards, photos and memorabilia is a great way to honor your graduate.
If your child loves his daily coffee, include a coffee bar with a ‘signature’ drink sign that features his favorite combo. Does your child have a sweet tooth?
Create a small candy buffet where guests can take some in bags for the trip home. A powerpoint collage of photos including family and friends (set to music) is a terrific conversation starter and is a lovely keepsake.
SUGGESTION: Prep a small gift bag for your graduate with a heartfelt note and thank you cards with stamps. They could find it in their room after the party; it’ll subtly prompt your child to thank those who brought monetary gifts, gift cards, etc
AMANDA’S FINAL ADVICE…
Do as much as you can in advance or ask someone to oversee the details that day(refills, empty trash, etc) so that you and your family can truly enjoy every minute of this milestone celebration.
