It's Grad Party Time!

Grad parties run the gambit from big blow outs, family affairs to a simple gathering for school mates. Open houses seem to work best since masses of parties are going on at the same time. Planning for a grad party can be tricky with all different ages of family members on the invitation list.

Here are a few tips that help make the process of planning a memorable party simple.

• Include the graduate in the menu and party planning as much as possible. It’s fun to base the party around hobbies, interests and themes that are favorites of the graduate, it will give them a chance to show some of their creativity and let people learn new things about their personality.
• Like most parties, start with the budget. Be realistic about what you can afford. Determining the menu will help with this, if you serve lighter fare, you can invite more people. If you want special foods and unique beverages, the budget will rise quickly.
• Pick a location that would be suitable for a early summer party. Always have a rain location and plan B. If you are in a community center or a location you have not hosted a party before, be sure to check the circuits. With music, electrical warmers, coffee pots all can spell blowout if you are not careful.
• Decide on entertainment, activities and games. Will you have a separate area set up for activities? What are the boundaries of the location?
• Will you cook it yourself or hire a caterer? There are advantages to both. If you are keeping your party small and having a cookout with very basic foods, it makes sense to do it yourself and perhaps order some side salads from the nearby grocery store. But if you have some great ideas for favorite foods of the graduate and you are having 50 guests, you will be too busy to handle all the details on the day of the event yourself. That’s when it’s time to call the caterers to come in and help. Think themes for creative menu inspiration. Southwestern foods are popular and are vegetarian friendly. Greek or Italian dishes can be fun and simple to prepare ahead.
• Send invitations as soon as you get a date. If you work with a caterer, you will need a solid head count at least a week before the party, so include a response card with the invitation. Maps are also handy to put on the invitation.

Countdown

3 months before- Decide on the date. If you are planning on hiring a caterer or even the neighborhood kids to help with the cleanup, book them now. If you are renting chairs, tents, etc, call or visit for an accurate estimate. Call a few hotels for rates for out of town guests. Reserve a block of rooms if you expect a crowd.

2 months- buy your decorations and paper products. Send out save the date cards or call if you are inviting a lot of guests from out of town. Order signage, banners, balloons and pick up party favors now for best selections. Custom made CDs of the year’s top songs are a great gift that won’t break the bank.

1 month-Send out invitations, Order trays from take away shops or grocery store deli. Order any special desserts or cakes. If you are having something unique that requires special equipment like a root beer keg, call and reserve. Arrange for delivery on the day of the party. Photo backdrops can be put together now to have a place for the graduate to take pictures with friends. Speaking of photos, now is the time to pull out all those school pictures for a spotlight awards and memory table. Anything to make the party exclusive and unforgettable is worth the trouble.

3 Weeks- Start shopping and stockpile dry goods on sale. Snack items and beverages with a long shelf life can be purchased and stored.

Pull out the twinkle lights and make sure all the strands work. These will give outdoor trees a magical look.

1 week-Confirm delivery times of anyone bringing supplies.

Pull any serving equipment, clean and make sure it is in working order. Borrow or buy any last minute platters or serving pieces.

3 Days ahead-If you are doing the cooking, shop for perishables, pull out recipes. Be sure to keep everything chilled to 40F.

1 Day ahead-All food preparations, confirm cake and other food items ordered. Schedule and assign family members day of event duties. Decorate party area and pull serving pieces, place on buffet and place a post it notes where everything goes on the table. This will keep you from forgetting to put something out when you get into a frenzy cooking on the party day.

Schedule help to come at least 2 hours before the event so you can have a half an hour to breathe, change and relax a few minutes before the guest arrives.

How much should I buy or prepare-

While there are no hard and fast rules about amounts veteran grad party hosts will tell you that if there are a lot of parties at the same time with the same kinds of foods, guests will consume less than normal. But, if you are the first party, or you have something spectacular like a chocolate fountain or special menu, you will go through more food than most parties. These are general guidelines:

Appetizers 48 servings

Dips 2 quarts

Crackers 2 pounds

Chips 3 pounds

Mini Meatballs 3 per person

Little Smokies 4 per person

Drummettes/wings 2-3 per person

Entrees 48 servings

One Meat Entrée (6 oz per person) 20 pounds

Ham Entrée (4 oz per person) 12 pounds

Sliced Cold Cuts (2 oz per person) 6 pounds

Sliced Cheese (1 oz per person) 3 pounds

Chicken Salad (6-8 ounces per person) 20- 25 pounds

Sides

Pasta salad (4 ounces per person) 12 pounds

Baked Beans (4 ounces per person) 12 pounds

Fruit Salad (5 ounces per person) 15 pounds

Rolls (1.5 per serving) 6 dozen

Beverages

Punch ( 2 – 6 oz cups per person) 5 gallons

Ice 12 pounds

Soda and water (2 per person) 96 cans or bottles

Desserts

Cookies (2 per person) 8 dozen

Cake (2x2 inch per person) ½ sheet cake

Ice cream 2 gallons

Mixed Nuts 2 pounds