Page 1 · Organizer
Two illustrative station layouts
Not to scale. These diagrams do not certify real venue capacity, dimensions or access. Confirm actual seats, clear routes, location permission and an indoor weather fallback.
| Left zone | Center zone | Right zone |
|---|---|---|
| Photo display / optional seated photo | Conversation: 3 sofa places + 9 chairs = 12 seats | Food table, with its own approach |
| Keepsake card box and 14 cards | Clear arrival route to seats | Separate drinks surface |
| Welcome card near entrance | Entrance / host greeting | Coats or bags in an agreed location |
3 sofa places + 9 chairs = 12. Indoor from the start; use the agreed indoor photo wall if outdoor photos cannot happen.
| Left zone | Center zone | Right zone |
|---|---|---|
| Welcome station near garden entrance | 3 conversation clusters × 10 chairs = 30 seats | Food table / replenishment owner |
| Photo backdrop away from serving approach | Clear circulation between clusters | Separate drinks surface |
| Keepsake table with 32 cards | House doorway / agreed clear route | Indoor fallback location information |
3 clusters × 10 chairs = 30. Fictional fallback: separately agreed indoor room with 30 confirmed seats and suitable access. If none exists, change the plan before inviting.
Page 2 · Organizer
Fictional $300 allocation
The $300 example is an invented allocation model, not surveyed prices, a retailer quote or a promise that $300 buys a party for 30. It assumes a home/available fallback room and existing furniture. It excludes paid venue rental, hired staff, chair rentals, delivery and other charges outside these rows. Actual menu, local prices, taxes and required services may change every amount; include all real charges inside your chosen total before committing.
| Category | Dollars | Owner |
|---|---|---|
| Food allocation | 120 | Menu owner |
| Drinks allocation | 40 | Drinks owner |
| Simple decorations | 30 | Display owner |
| Service supplies | 35 | Setup owner |
| Photo copies / signs | 25 | Photo owner |
| Cards / activity materials | 20 | Activity owner |
| Unassigned contingency | 30 | Lead host |
| TOTAL | 300 | Lead host |
120 + 40 + 30 + 35 + 25 + 20 + 30 = 300. Keep contingency uncommitted until needed. Replace every amount with your actual plan, including taxes and required services.
Changes for my event
Page 3 · Worksheet
Your editable budget and owners
Tap blank cells to type locally, or write on paper. No submission or storage. Browser edits are temporary; print/save your own copy if wanted.
| Category | Planned $ | Quote / actual $ | Owner / due |
|---|---|---|---|
| Food allocation | ________ | ________ | ________ |
| Drinks allocation | ________ | ________ | ________ |
| Simple decorations | ________ | ________ | ________ |
| Service supplies | ________ | ________ | ________ |
| Photo copies / signs | ________ | ________ | ________ |
| Cards / activity materials | ________ | ________ | ________ |
| Unassigned contingency | ________ | ________ | ________ |
| Other charges | ________ | ________ | ________ |
| TOTAL | ________ | ________ | ________ |
Guest count / format / window
Guest count: ______ · Fixed start / drop-in: ______ · Window: ______
Weather location / owner / update route
Location / permission: ______ · Owner: ______ · Update route: ______
Page 4 · Organizer
Open-house schedule and checklist
Fictional drop-in arrival window: 2:00–5:00 p.m. Guests do not stay for the whole three hours. Optional toast 3:30 p.m.; cleanup after 5:00.
| Time | Action / owner |
|---|---|
| 1:00–1:45 p.m. (before arrival window) | Set five stations; count seats; confirm weather decision and route. Setup lead; food owner checks the agreed service plan. |
| 1:45–2:00 p.m. | Brief co-hosts; separate approved photos and private cards. Lead host; welcome owner ready by 2:00. |
| 2:00–3:25 p.m. | Guests drop in; welcome, food, conversation and cards work independently. Welcome owner greets; food owner checks/replenishes as the menu requires; photo owner asks permission. |
| 3:30–3:35 p.m. | Optional short toast. Approved speaker; guests can attend or continue their visit. |
| 3:35–5:00 p.m. | Continue drop-ins and optional photos; no new formal game that assumes everyone was present earlier. Food and welcome owners remain available. |
| 5:00–5:30 p.m. (after arrival window) | Close stations, gather cards and return borrowed items as agreed. Cleanup lead; guests were told the event closes at 5:00. |
Graduation preparation
- Confirm the ceremony schedule, travel time and when the graduate is available.
- Agree the graduate's guest, theme, game, speech and photo preferences.
- Choose a fixed start or a drop-in arrival window and a clear close.
- Verify actual space, seats, route and the indoor weather fallback.
- Assign food, welcome, delivery/setup, photo and cleanup owners.
- Set a reply date before your real commitments; allow time to follow up.
- Agree permission for displaying and sharing each chosen image.
Menu quantities and handling follow your actual provider/host plan. Times and preparation effort are estimates.