Graduation Planning Guide: Stay on Track with This Free School Checklist

Graduation is a significant milestone in a student's life, and the way it's conducted requires school administrators and PTA event coordination, ensuring teams put their best foot forward. That's why graduation planning is so important. It increases the odds that this meaningful ceremony runs smoothly and honors students' hard work.

Planning a graduation ceremony requires several moving parts — a graduation ceremony planning checklist can help. We created a checklist to guide you through the graduation planning process, including determining your budget, planning for the size and location of your ceremony, promoting and communicating all the details to graduates and their families, and managing speakers, music, caps and gowns, etc.

Begin your planning strategy by planning a graduation ceremony checklist tailored to your specific needs, using our guide as a starting point. Keep reading for graduation ceremony ideas and advice on the best ways to manage this critical milestone for students and their families. 

Table of Contents:

• The Importance of Graduation Planning
• Set Your Graduation Planning Budget Early
• Choose and Secure a Graduation Date 
• Plan for Ceremony Size and Guest Capacity
• Consider Limiting Guest Numbers if Needed
• Promote the Graduation Ceremony to Families and Staff
• Finalize Event Logistics and Vendor Coordination
• Order Graduation Caps, Gowns and Diplomas Early
• Arrange Ceremony Amenities in Advance
• Support Students with Graduation Needs
• Set Up and Rehearse the Ceremony Flow
• Use This Graduation Ceremony Planning Checklist Wisely
• Say Goodbye to Event Planning Stress with Vanco Events 

The Importance of Graduation Planning

To better understand the importance of graduation planning, we should take a look at case studies of some graduations that weren't so well planned. For example, UC Davis had to cut their 2022 ceremony short after seven people were hospitalized due to excessive heat. In 2023, they moved the ceremony indoors. 

However, several ceremonies were well planned and exceptionally successful. For example, Fawn Weaver, CEO of Uncle Nearest, delivered an inspiring speech at the reception ceremony for Florida A&M University, making for memorable school event planning. 

During COVID, many schools, like the High School of Art & Design, were forced to plan a live stream graduation ceremony. The school chose a hybrid approach broadcasting the ceremony on their website for those who could not attend. 

1. Set Your Graduation Planning Budget Early 

The first part of your graduation plan should involve determining your budget, which is often tight for educational programs. However, graduation is a special time in students ' lives. Therefore, schools should aim to raise sufficient funds for an appropriate ceremony commensurate with the size of their program.

Some schools choose to put aside funds from their budgets each year to fund graduations. Others may host fundraisers. There are several school fundraising ideas to choose from, such as bake sales, car washes, and silent auctions. Or, you can simply ask families for donations. 

Schools may also apply for grants to raise funds for graduation plans. 

Regardless of how you choose to raise the money, you need to consider several factors in your budget to avoid blowing it, including: 

• Hosting venue (and hidden fees), if needed
• Graduation event logistics (valet services, shuttles, etc.)
• Guest speakers or live talent
• Services (catering, ushering, photography, etc.)
• Special accommodations 

Expenses can vary depending on your high school graduation planning needs. However, you should include all involved costs on your planning checklist to ensure you don't exceed your budget.

2. Choose and Secure a Graduation Date 

We aren't exaggerating when we say that you should pick the date at least a year in advance, especially if you need to secure a third-party venue. Graduation season is the busiest season for most venues by far, with up to 3.9 million high school graduates each year. 

Additionally, graduation coincides with wedding season, prom season, and various sports and arts events, making venues even more challenging to secure. 

For best results, put selecting your date at the top of your graduation ceremony planning checklist, completing this task well before the school year begins. You don't have to make the announcement to students and families that early, but you should have venue booking for school events secured by the beginning of the school year , especially if you are hosting a graduation for high school or college seniors, as these events are important! 

3. Plan for Ceremony Size and Guest Capacity 

Determining the number of guests is critical for choosing your venue and accommodations.  Here are a few aspects to consider when planning for the size of the ceremony. 

Ensure Enough Seating for Attendees 

First, determine the exact number of seats for graduates, which should be relatively easy. Ensure that the number is accurate and that you have enough seating options to meet your needs. 

You must also determine guest seating. If the venue has permanent seating, ensure it has enough to accommodate your guests. Otherwise, you may need to bring your own seats, which could potentially increase your expenses.

If you need to bring your own seats, you can rent or purchase them. However, purchasing may be a money-saving option as you can use the seats for future graduations.  Folding chairs are the most sensible choice, as they're easy to store, durable, and inexpensive.  

Additionally, you should ensure that the venue can accommodate all your guests, taking seating, occupancy limits and faculty into account. 

Confirm Parking Availability and Flow 

When a large-scale end-of-year school event like a graduation takes place, parking is at a premium. Plan for overflow parking and warn families ahead of time. They may decide to carpool, walk, or use public transportation.  

Schools can also alleviate the parking burden by identifying additional parking lots in the area and locating areas that offer free parking. Send this information to families in advance so they are prepared. 

Third-party venues may be short on parking, but school parking lots are often more limited. They are typically designed for faculty, licensed juniors and seniors, and the occasional parent-teacher conference. However, when you invite seniors and their families, along with faculty and special guests, parking spots can vanish quickly. 

Consider parking arrangements carefully to avoid frustration, regardless of where the ceremony is hosted. 

 Provide Accessible Transportation Options

You can also alleviate your parking issues by offering a shuttle service. Arrange an area, or a few areas, where families can line up for shuttles. Send out large vans and buses to ensure families can get to the ceremony without parking hassles.

If you choose this arrangement, ensure you have enough shuttles so that everyone can arrive at the ceremony on time. Determine which vehicles you will need, how many you require, and a schedule for running guests back and forth from the venue. The shuttles should also be accessible to guests with disabilities. 

4. Consider Limiting Guest Numbers If Needed 

If you have limited room, there are ways to limit your guest list. You can impose a limit on the number of guests that can come with each student.

Create an event ticketing system requiring students to purchase tickets in advance. This system will help schools track student purchases, reducing the risk of exceeding the limit.

An advanced RSVP can also be helpful, but ticketing is the better option, as it allows you to directly control the number of tickets sold, the number of seats each family can reserve, and the deadline for purchasing or reserving them. 

Alternatively, you can offer a certain number of free tickets and require additional purchases for larger families. Several strategies can help you limit family attendance at graduation. The one you choose is entirely up to you!

5. Promote the Graduation Ceremony to Families and Staff 

Promotion is another important item on the graduation ceremony planning checklist. Ideally, you should start promoting the graduation ceremony by the end of the first semester. You may want to start by sending out a formal invitation, which can easily be created with graduation invitation templates. 

After the initial invitation, avoid overwhelming parents' inboxes with emails or other forms of outreach. However, you should provide them with reminders, especially as deadlines approach (caps and gowns ordering, reserving seats, etc.). 

Emails can also be used to communicate any changes and answer pressing questions. 

Also, if you have a school social media page, use it to your advantage. Social media is perfect for responding to parents' questions publicly, as opposed to replying to individual emails. 

Your most effective form of marketing is your students. Make sure your graduates-to-be tell their parents what they need to know. Have them bring home flyers or brochures with essential information!

6. Finalize Event Logistics and Vendor Coordination 

You may have reserved parking and a venue, but there are other logistics to consider. These include:

• Catering and Food Services: Guests may get hungry during the ceremony. Consider hiring a third-party vendor to sell food and drinks. You may also provide these services internally as an additional way to earn income. School menu planning can help with this task. 
• Audio and Visual Technology: Audio and video elements are necessary if you plan on having speakers or any type of musical entertainment. You may also want a Jumbo-tron so people who are far away can see what's happening on the field. You may need to rent these items or transport them to the venue. 
• Event Staff Management: Some venues may provide event staff, such as security and door people. However, you may also need to provide staff yourself. Consider school volunteers to reduce expenses. 
• Vendor Management: In addition to food, you may also decide to hire vendors to sell graduation gifts and leis. They can be third-party or provided by the school to generate added revenue. 
• Equipment Handling and Storage: Your senior class event planning may require equipment such as seating, podiums, etc. Determine how you will store this equipment and transport it to the ceremony. 
• Schedule and Timelines: Your student graduation timeline should lay out when the ceremony will start and end, when entertainment will take place, and when diplomas will be handed out to ensure a seamless event. 

7. Order Graduation Caps, Gowns, and Diplomas Early 

In most cases, the students' families pay for their caps and gowns. However, if you have a lot of low-income students, you may find the money in the school budget or fundraise to reduce their expenses.

Either way, you will need to order caps and gowns far in advance. Ordering caps and gowns close to graduation season is akin to ordering all of your Christmas presents on December 23rd. You could face a backlog and your students will pay the price. 

The same goes for diplomas which require custom printing. Order them as far in advance as you can and have multiple staff members review them for spelling errors.

8. Arrange Ceremony Amenities in Advance 

Will your school offer catering? Live music? Professional guest speakers? 

If so, make sure you plan for these amenities in your budget and book as far in advance as possible. Specialty services are inherently difficult to book on short notice and graduation season is typically the busiest time for them. 

In addition to hiring in advance, you should also have a backup plan in case something happens. For example, your photographer may call in sick at the last minute leaving you high and dry. Have an alternate on hand in these situations.

Additionally, choosing a photography company instead of a freelancer will help ensure you have a backup. The company likely works with various photographers who can fill in if one flakes out.

Catering services also book up fast during this time of year. Not all graduation ceremonies offer catering services, but if you plan to provide food, book several months out. Some venues offer food services as well, so ask yours before shopping for services! 

Are there any other amenities you want to include, like party favors, class rings or decorations? If so, stick to the graduation ceremony planning checklist and prepare for these ahead of time.

9. Support Students with Graduation Needs 

It’s important to communicate with students who may need individual assistance before graduation. They may need financial assistance ordering caps and gowns, or there may be questions about their eligibility to graduate. 

Talk to teachers and guidance staff to see which students are at risk of not graduating on time and work with them individually to make accommodations. 

For example, if students are struggling to reach the number of credits required to pass their courses, talk to them before the ceremony and ask about their needs.

Believe it or not, 14% of students didn't graduate high school on time during the 2021-2022 school year. While you may want to limit guests at your graduation, you want every student to graduate!

You should also address the needs of low-income students who may not be able to afford graduation expenses like caps and gowns, etc. Include information on payment forms with information on how your school can help. 

10. Set Up and Rehearse the Ceremony Flow

Another key task on the graduation ceremony planning checklist is the rehearsal. You can talk to a professional event planner, your art education staff or simply develop the vision yourself. 

When the day finally arrives, it's time to execute your plan. Here are some helpful graduation rehearsal tips to keep in mind.

1. Entering and Seating: The event typically requires students to line up at an outer section of the venue and walk inside. They should know how to line up and be familiar with the seating arrangements. 
2. Entertainment/Speakers: Speakers should know when they are speaking and how long they have to speak. They should also understand the arrangement for walking up to the podium. If you plan additional entertainment, such as music, entertainers should know their places and timeslot. 
3. Receiving the Diploma: Students should know how to receive their diplomas in terms of how they should line up and where they should walk. The teachers or staff members handing out the diplomas should also know their places. Many schools will require students to spell out their names phonetically to avoid mispronunciations when they are announced. 

The rehearsal can take place a few days or a few hours before the ceremony. All speakers and entertainers should have their speeches and pieces planned well in advance. 

Use This Graduation Ceremony Planning Checklist Wisely

This is an exciting time of the year for students and families, but it can be stressful for planners. However, if you understand what you need to do and plan as far in advance as possible, you will lower the stress level and make the day run smoothly.

Our graduation ceremony planning checklist will help you through. It ensures nothing is overlooked. It lays everything out for you so you can face each task confidently.

Good luck planning your big event!  

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Don't waste time juggling spreadsheets and complicated ticketing systems. Vanco Events simplifies the entire process, making it easier for you to focus on what really matters — creating a memorable graduation experience for your students. 

So why wait? Click here to see how Vanco Events can make your life easier. Trust us, you won't regret it. 

Prepare for School Events with Free Checklists

There’s a lot to keep track of with any school event. That’s why we built three checklists, which will work for most school events, to simplify event management. The checklists and guides include the following… 

• Prom event planning checklist. 
• Homecoming event planning checklist and guide. 
• A general school event planning checklist. 

Need a smoother way to handle graduation fees and planning logistics? Give us a call at 866-940-1352.