❇️ Introduction
If one of your loved ones just graduated from high school or got a degree, it’s time to throw them a fantabulous graduation party, and that too, in style! The ideas for hosting such a party are endless. You could make it as big and formal or as small and lowkey as you prefer. However, the one thing that stays constant in either of those scenarios is the effort you are going to have to make. From ensuring your guests have enough space to move around to creating the perfect backdrop for photos, you have got your work cut out for you.
At Meadowvale Party Rentals, we take pride in being the Greater Toronto Area’s most reliable party rentals with over 30+ years of experience. You can count on us to take care of the essentials of your graduation party, while you focus your energy on other things that matter. In this blog, we will talk about how you can easily bring your event to life with the right party rentals. Let’s dive in!
❇️ Party Rentals: The Secret Ingredient of a Successful Graduation Party
We know how overwhelming it can be to take care of the guest list, venue, food, catering, and the guests yourself. That’s why hiring professional party rentals that can cover the catering, including the tents, flooring, tables, chairs, and more, is a great idea. Let’s talk about the ease that an event rental company can bring to your graduation party.
Weather-Proof Your Party With A Tent
While outdoor events look beautiful in pictures, there’s always the uncertainty of the weather. A sudden rain shower or intense heat from the sun could easily disrupt the fun. Therefore, renting a tent is essential to ensure weather protection on the big day.
Moreover, it provides your guests with a defined event space that truly adds to the festive feeling. You can choose the tent colors and lighting and match them with the theme you are going for. It makes your event as functional as it is stylish.
Comfortable Seating For Your Guests
For any party, having a comfortable seating arrangement is essential. It’s not just for dining, only. Events need spaces for guests to eat, relax, and socialize. Make sure your event has different setups, such as dining tables for meals, a bar corner for drinks, and a few lounge-style seating areas. You can also keep a table for gifts, a cake table, or even a small setup near the photobooth area. If possible, customize your tables and chairs with linens or colors that match the graduation theme. Doing so makes your celebration look more well-planned and polished!
Stress-free Table Setup
A professional event rental company can provide you with tableware, so you don’t have to worry about buying your own just for the day of the event. It comes with essentials like plates, glasses, cutlery, and napkins. You will also be free of the hassle of cleaning the tableware once the party is over, since the rental company will take care of it all—no last-minute shortages or running out of cups or forks. With everything taken care of, you only need to focus on enjoying the celebration.
Elegant Linen Rentals To Enhance The Theme
One of the simplest ways to turn your graduation party into a stunning one is to rent linens. From chair covers to tablecloths and runners, these items instantly give basic-looking chairs a clean look. Based on the colors of these clothes, your event may also look more elegant. Moreover, napkins can be folded in creative ways to give your setup the cherry on top it deserves. Runners and table skirts give your tables a layered and textured look that can enhance your themed graduation party’s decor. Adding linens not only improves the style but can also give your mismatched furniture a uniform look. This way, your event appears professional, even if you do not hire a whole decor team.
Backdrops For A Picture-Perfect Party Spot
Pictures and videos are essentially the only things that remain long after the event is over. So, it makes sense to ensure there’s a photobooth at your graduation party, too. You also don’t need anything too elaborate. A simple backdrop with alphabet balloons that say, “Congrats, Grad!” would be good enough. To make it more festive, including a balloon arch is also a good idea. You can also provide fun props to take pictures with, including oversized glasses, funny signs, or a graduation cap. Whether you go for a DIY backdrop or want to rent a professional photobooth, this little addition makes your event more fun and memorable.
Special Equipment Rentals
Other than the usual table and chair rentals, you can also get special equipment from a professional party rentals company to make your event more functional. For instance, a coat rack can help guests be comfortable and organized, especially when hosting in colder months. A bar setup ensures drinks are served to all guests, while centerpieces give your tables a nice, decorative touch. Moreover, you cannot undermine the practical needs of an extension cord to ensure the lighting and sound systems work perfectly. Renting an easel to display the welcome sign or the seating chart also helps make the party more organized.
If you are hosting the party outdoors, a flooring setup would be ideal to create a stable walkway. It can also reach the podium at which speeches may be given to congratulate the graduate, or a speech from the graduate, looking back on the journey. These extra additions may seem small at first, but they go a long way in ensuring your event looks more upscale.
❇️ How to Host a Graduation Party with Party Rentals
Hosting a graduation party can seem daunting at first. However, with the help of the right rentals, you can make it more manageable. Still, it’s important to know what role you will play, and where a party rentals company can jump in to help. So, here are the top seven things you need to do.
- Set a Clear Budget and Guest List: Having a clear budget allows you to make the most out of what youcan easily spend without going overboard. It may be tempting to go for every single idea you see on Pinterest, but if something falls outside your budget, weigh your options and choose what offers the most value. This goes for the guest list, too. Inviting everyone you have ever interacted with can quickly stretch your budget. Instead, focus on family, relatives, close friends, and neighbors to keep the celebration meaningful.
- Choose the Perfect Venue: You need a place to host the event, which is also comfortable for your guests, whether they are mingling or sitting down. This is where it comes down to two options: indoors or outdoors. For an indoor celebration, you can either host the party at your own place or contact a restaurant to provide you with a designated space. On the other hand, for an outdoor party, your backyard or a public park can help cut down expenses. Renting a larger lawn or event space somewhere nice may be a good idea if your budget allows.
- Pick a Theme: To make the party more fun and memorable, choose a theme! You can align the decor, lighting, balloons, and cake to match, which really makes the event pop. If you inform your guests in advance about the theme, they may even join in by dressing to fit the theme. Popular themed graduation party ideas include school colors, a “future career” theme, or classic styles such as black, white, and gold. Have a word with the party rentals company you shortlisted to ensure they are on board with the theme.
- Comfort and Convenience Rentals: Weather-proof your outdoor graduation party with a tent or canopy rental. You can also let your caterer know how many guests you are expecting, and get chairs, tables, linens, glassware, portable coat racks, extension cords, and fans to ensure the event goes smoothly.
- Entertainment and Activities: No party is complete without a few games. Contact the event rentals company you shortlisted and ask if they provide game and entertainment supplies. Having an inflatable bounce house or slides can give your graduation party an extra dose of fun that guests of all ages will enjoy!
- Food and Beverage Setup: One of the best ways to ensure your guests have fun is to provide a great menu with drinks on the day of the event. Decide whether you want to cook at home, hire a caterer, or order from a restaurant. Plan a mix of starters, main courses, side dishes, beverages, and snacks to suit the graduation party. Don’t forget to get cake as a dessert, which can also be customized to say “congratulations!” or “you did it!”
- Logistics and Timing Tips: Good planning allows you to host an organized graduation party. So, it’s important to create a timeline and checklist for setup, guest arrival, food service, decorations, and photography. This ensures everything is on schedule for the big day.
❇️ Final Checklist Before the Party
The last step is to ensure you create a checklist for the day of the event. There are several matters that need to be taken care of on the day, so it’s wise to keep a list beforehand. This helps you remember what needs your attention, and nothing goes unchecked. Here’s what you can include in the final checklist for your graduation party:
- Ensure the venue is clean and all set up
- Confirm the arrangement of tables, chairs, and seating
- Decoration needs to be all done at least an hour before guests arrive
- Test the lighting and the music system. Ensure your speakers are working.
- Have a backup plan for outdoor setup (tents for rain, fans for heat, heaters for cool weather)
- Confirm the catering order or finish preparing food
- Stock drinks and coolers with ice
- Set the plates, cups, napkins, cutlery, and serving utensils on the tables
- Arrange a dessert table with the cake
- Prepare a music playlist. If you have called a DJ, ensure the DJ’s setup is ready before the guests arrive.
- Set out games or activities (yard games, photo booth, trivia, slideshow)
- Test the microphone if you have planned speeches to celebrate the grad
- Confirm the RSVPs
- Provide parking or directions information if needed
- Display the graduate’s photos, awards, or slideshow
- Ensure the graduate’s outfit is ready!
- Place trash cans or recycling bins to ensure everyone
- Stock bathrooms with essentials in case the guests need extra supplies
- Have sunscreen or bug spray if you have chosen the venue to be outdoors
- Keep a first aid kit available
- Arrange safe rides if alcohol is served
- Charge your phone or camera for photos. If you have called a photographer, make sure they arrive before the event starts to take photos of the setup as well.
- Pick up the cake or food order on time
❇️ Conclusion
So, there you have it: a complete guide to hosting a memorable graduation party with the right rentals. While DIY solutions may seem “cheaper” in the short run, they actually cost you more time and energy in the long run. You might end up spending half your budget on items you probably would not require after the day of the event. Hence, it’s wiser to reach out to a professional party rental company that can take care of it all. They can take care of setting up the tables, chairs, tableware, games, bar corners, flooring, and more.
Moreover, a professional company will ensure they are on time, the setup looks great, and the cutlery is clean. You will not have to worry about cleaning the dishes, spoons, forks, and glasses once the event is over, as cleanup is also included. Trusting your graduation party in the hands of a renowned company makes your event well-managed, while you can mingle with the guests and enjoy the food. At Meadowvale Party Rentals, we make sure every detail of your graduation party runs smoothly so you can relax and have fun instead. With us by your side, you can rest assured your event will be set up beautifully and completely stress-free.
