Who to Invite
When celebrating a major life event, surrounding yourself with the people who matter most is essential. Graduation celebrations for our sons offered my family a wonderful chance to bring a large group of friends and family together for food and fun. The presence of so many loved ones was the greatest gift to our graduate. It was an opportunity to honor him and remind him of all the amazing people in his life. Our hope was to celebrate not only the graduate but also each person who had made an impact on him. Including a large number of guests was necessary to meet this goal.
The Great Outdoor Dining Room
Hosting a large number of people requires creative strategy for feasiblility and function. Most homes aren't equipped to host indoor gatherings on this scale, and large venues can be an expense that would be better allocated elsewhere. Using an outdoor space is ideal! Front or back yards of any size allow guests to come and go, and provide plenty of elbow room for eating and socializing.
Aquire basic pop-up tents and group tables and chairs underneath those for shade and weather protection. An assortment of seating options can be used, including but not limited to the following: lawn/camping bag chairs, folding chairs, deck and patio chairs, and benches. Use soft sided bag chairs around the perimeter of the area for casual sitting, and use more solid folding chairs around tables for eating. You can ask your guests to bring a lawn chair, and you can construct basic benches with simple supplies and limited skill. In some situations renting basic folding chairs is a great resource.
Your event coordinator can advise on competitive pricing as the market varies drastically.
Feeding a Crowd
When deciding on a menu, consider your crowd size and your budget. Because guests do not always send RSVPs, you may have to estimate the headcount. This is where an experienced event coordinator is invaluable —they can offer practical advice and insights on the best way to predict your headcount and not run out of food.
Consider the guest of honor when you plan the menu, and ensure they feel included in the decision-making process. This makes the party unique to your graduate and helps them feel valued. Simple offerings can easily be elevated to make the spread feel special. A hot dog or ultimate nacho bar serves as great fare for a large group of varying ages. Fun toppings and dessert options bring even more opportunities for personalization.
Serve casual food outside on large buffets made from rectangular tables, or construct basic tables using plywood and sawhorses. Store ice chests with extra food items under the tables. Remember that ice chests work well to keep food warm as well as cold. If you choose a more elaborate menu, serving food inside is always an option. Guests can enter the house to fill their plates and then head back outside to eat!
Details and Decor
Deciding on a color scheme helps with decorating ideas. Balloon arches are fantastic for a pop of color, creating en energetic vibe, and topping off a photo backdrop area. Practically they are easy to attach to pop-up tents and are affordable when you do-it-yourself.
Print photographs of the Graduate in various sizes, and using a sturdy presentation board, assemble a collage. Choose a location to display this where wind won't blow it over. Include special items that reflect the Graduate's interests and achievements.
It is a gracious gesture to include a sign expressing gratitude to the guests for coming and for their contribution in your Graduate's life. Requesting a photo of the guest and Graduate is another way to show how much you value their friendship. These photos are treasures for your student as they enter the next phase of life.
Come Happy; Leave Happy
Have music playing when guests arrive to establish a welcoming, happy atmosphere. The graduate can assist by putting together a custom playlist ahead of time—in some settings, spontaneous dancing might even break out!
Most importantly, make sure you are able to mingle with your guests and enjoy watching your graduate shine as the guest of honor. Ask friends to help keep the food and beverages replenished, or ask if your event coordinator offers hosting assistance during the party.
After the celebration is over, you want to be able to take a deep breath, reflect, and smile. By offloading the heavy lifting, you can successfully celebrate this major milestone and create a beautiful memory that your graduate will cherish forever.
