How much does it cost to host a graduation party?

Anyone who’s hosted any kind of party knows that the cost can add up quick! That’s why it’s so important to have a budget in mind when you’re planning your party. The budget gives you guardrails: they keep you from driving off the road! So how much does it cost to host a graduation party? Let’s add up what I spent for my twin daughters’ high school graduation party and see.

I’ll also suggest some tips for saving money on your graduation party, but I can tell you upfront: the biggest ways to save are to take on as much DIY as you can and limit your guest list.

As it turns out, I was sick for a solid month before the party, so I’m glad I decided to hire so much help. It might not have happened otherwise.

(Just to keep this simple, I’m excluding change, shipping and tax from my tally. The total also does not include things I already owned.)

Graduation Party Location

Our rental location (our subdivision clubhouse ) cost $150. If you choose a restaurant, you may pay for a private room and food. An event venue would be the most expensive option and hosting at home would be the least costly.

Graduation Party Food & Drinks

• Charcuterie: 4 trays of food + 2 dessert trays, delivered and displayed = $1,240
• M&Ms: 7 pounds for $108
• Lemonade and ice tea: 4 gallons for $15
• Bags of ice: 3 for $6
• 8 oz. water bottles: 48 for $10

I could have done with half the food and drinks, but I also couldn’t have known that in advance. The charcuterie was our biggest expense, so it stung to have so much food left over. However, we ordered enough for 75% of our invited guests. I wouldn’t have wanted to skimp anymore and potentially run short of food.

Since our party was an open house, and since we invited families, we really didn’t know how many to expect. About 50% of our invited guests attended. Had I known that, I could have cut my charcuterie budget in half and saved $620.

Graduation Party Balloon Garland

12 feet of balloon garland (split into two garlands) + backdrop with white cover: $400

I would have skipped the balloon garland, but one of my girls really wanted it. So there you go. They didn’t ask for an 18^th birthday party, so we did the graduation party up big instead.

If I’d had time to make the garland myself, I could have ordered a 10-foot garland kit from Bashify and spent $65.

Graduation Party Rentals

• Cocktail tables: 5 x $12 = $60
• Cocktail table tablecloths: 7 x $14 = $98
• 6-foot table tablecloths: 2 x $10 = $20

These rentals were necessary to give people a place to eat and drink. They also helped us avoid tables with place settings, which would have been more expensive.

I could have bought tablecloths for about the same amount as renting, but I didn’t want to iron them and I didn’t need that many permanently, so renting made more sense. Such is the cost of convenience.

Other Graduation Party Décor

• Ribbon bunting: Two 6-foot buntings for $144 (I made these, so I didn’t charge myself.)
• Welcome sign template: $5
• Welcome sign printing and foam core mount: $60
• Honeycomb poms: 40 pieces for $21
• UGA felt banners: 6 for $132
• Guest book: $27
• Envelopes and note cards for guest book: $10
• Flower arrangements: 8 for $200
• Mini felt pennant banners: 8 for $53
• Set of 4 black frames: $15
• Red and black gauze runners: 4 for $37
• Black basket for cards: $24

I would have done every bit of this décor again. Since we’re a UGA family, we’ll reuse many of the décor items tailgating or hosting game day. The pennant banners (large and small) were the jumping off point for the entire party, and I’m thrilled with how we used them.

Graduation Party Serving Pieces

• Drinks tub: $30
• Glass drink dispensers: 2 x $32 = $64
• Plates and forks: 144 each for $74
• Paper napkins: 200 for $23
• Wood risers: $9 x 5 = $45
• Gold trimmed bowls for M&Ms: 12 for $34
• Place card holders for drink signs: $23

I wanted printed napkins, but went with plain napkins to save money. As it turns out, I didn’t need as many plates, forks, napkins and cups as I had invited guests, so I probably could have cut those costs in half.

For all the non-disposable items, I’ll use them again, so I’m fine with these costs.

Graduation Party Favors

• Candy: $97
• White paper sacks: 100 for $10

We had a lot of candy left over, so I could have bought less candy, but again, with an open house, you don’t know your attendance in advance.

Professional Photographer

For me, a professional photographer ($225) is essential to an event because I obviously share my parties with you through the business of The Party Teacher. But, as a mom, I loooove having a photographer capture so many moments of the party really well. The investment in professional photography is always worth it to me on a personal level. (And, if someone else is taking pictures, it’s one more thing I don’t have to worry about doing during a party.)

And the total is…

That brings my total to: $3,316 (not including the ribbon buntings I made). You can find ribbon buntings in my shop.

Believe it or not given what I spent, there were options I looked into and rejected because of budget, like hiring a day of coordinator. I thought about hiring a guitarist for music and having custom sugar cookies made, but said no to both of those options.

Clearly, I could have spent less on food. I didn’t want to deal with keeping food hot or cold, so charcuterie was a good option. It’s also not a messy option, and could easily be eaten standing up. Finally, my daughter who has had so many health issues loves it, so it became a must-have for me despite the price tag. Once we knew that cost, it dictated spending less in other areas.

STicking to your party budget

Set your party budget before you begin shopping. It will keep you from going wild (whatever that means for you).

The main thing is that when you have a “not to exceed” number going into your party, AND you keep track of expenses along the way (with a tool like my Graduation Party Planner) then you can course correct as needed and stay within budget. (Don’t get to the end of the party, add up your spending, and be shocked by the total!)

Also this: I’ve never hosted a party this big or spent this much on an event. I really prefer smaller parties where you can spend more time with each special guest. With 120 invited, this almost felt like planning a simple wedding reception. So, if you see a birthday or other party on this site, please know it cost nowhere near that amount.

If you ARE planning a larger budget party, start as early as possible so you can spread the costs out over time and cash flow your expenditures.

I also want to be transparent with you and say clearly that when you see a party with all the stops pulled out, and lot of a professional vendors contributing, it’s not a cheap undertaking. This is why it’s so critical to assess what things realistically cost, then determine the budget that’s comfortable for you, and prioritize your spending accordingly.

Remember, if you also hire a party planner to plan, purchase, coordinate and stage your party, you’ll add around $1,500 or more to your party budget. And that’s one of the reasons I’m here.

Instead of paying a professional party planner, learn those skills for yourself.

Take The Party Course or join The Party Plan Club or just grab one of my ebooks. They’ll help you plan your next party within the budget that makes sense for you.

Questions? Ask away in comments.