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Graduation party planning checklist

A week-by-week graduation party timeline, with the InviteBird features that help at each step — from invitations to the 10-year capsule.

Last reviewed 3 min read

On this page8 sections
  1. 3 to 4 weeks before
  2. 2 weeks before
  3. 1 week before
  4. A few days before
  5. On the day
  6. After the party
  7. Common questions
  8. Related articles

A graduation is a milestone worth celebrating properly, and a little planning ahead makes the day feel effortless. Here's a timeline from about a month out to after the party, with the InviteBird features that help at each step — including Graduation Essentials, the games and keepsakes made for the occasion. Treat the dates as general guidance and adjust them to fit your grad.

3 to 4 weeks before

Lock in the essentials: the date, a rough head count, and the place. Get invitations out early so classmates and family can plan around the ceremony.

  • Before you send, open Graduation Essentials and check the level — preschool & K, grade school, high school, or college & beyond. The questions follow it. Guests play as they reply, so keep the games you want switched on before the first RSVP. See Graduation party games.
  • In InviteBird, design your invitation for free and send when it's ready — you're charged only at send, sized to the guests you expect. See Plans and pricing.
  • Set an RSVP-by date about a week before the party so you have time to finalize numbers.

2 weeks before

  • Send the private link for Who knows the graduate best — to the grad, or to a parent for a younger graduate — so the answers are in by the party.
  • Turn on Gift hints to share what the grad needs next — a dorm list, a first apartment, sizes — shown as a card on the invitation page.
  • If you're serving a meal, collect dinner picks with Menus and plan Seating for a sit-down celebration. See Meals and dietary choices.

1 week before

  • Send a friendly reminder to anyone who hasn't replied — host-to-guest messaging is included. See Sending a reminder.
  • Check that The 10-year capsule is scheduled — it shows the date it will open.
  • Want a door prize? Switch on the Prize drawing, add your prizes, and try a practice spin — it doesn't count.

A few days before

  • Set up the Event Day kiosk on a tablet or a laptop by the TV, so the reveals have a big screen.
  • Pick up decorations, favors, and anything else the day needs.

On the day

  • Use the check-in kiosk to greet guests as they arrive, and the photo wall to gather everyone's pictures in one place (guests upload for free).
  • Reveal Who knows the graduate best whenever it suits the party, and draw the prize from the Games list on Event Day.
  • Then relax and enjoy the moment.

After the party

  • Send your matching thank-you card the morning after.
  • Download the Advice for the next chapter keepsake, and share the event photo album — it holds up to 100 photos and stays hosted for a full year.
  • The capsule arrives in your inbox on the day it opens, to pass on to the grad.

Common questions

When should I send graduation invitations? About three to four weeks before the party, once the ceremony date is set. Sending early gives classmates and out-of-town family time to plan around commencement week.

Do guests need an app to play? No. The games live inside their RSVP — they answer right from the invitation link, with no account or download.

How does the prize drawing work? Every guest who says yes is entered — one entry for their group — or you can let guests earn extra entries by leaving a memory. On the day, you draw on the big screen in front of everyone. See Earned entries.

Can I use the games without serving a meal? Yes. Every extra is independent — keep only the ones you want, whether or not you set up Menus or Seating.

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