How
to Coordinate a Successful, Safe, Sober Graduation
Party
Your Grads Will Remember Forever!
The
NEW Grad Parties - Having Fun and Keeping Students Safe!
The job of planning a graduation party is a task
that requires effort, organization and attention to detail. The goal of this
special report is to provide a time saving map to your success, a step by step
outline you can follow that will maximize your efforts and lead to your graduation party success!
Within this special report we have packed highly
dense information that you can begin applying immediately. So, the graduation
is fast approaching, let’s begin...
Graduation
Party Overview - Making memories that last a lifetime
Not long ago “organized” grad parties were unheard
of. Usually kids would get together on their own and celebrate in ways and
environments that are not as safe as those that are being provided these days.
The graduation party was born out of the desire to reduce dangerous activities
and increase the fun the grads have.
The successful grad party is one that will be well
attended, safe, fun and substance free and that will create memories that last
a lifetime. It is a great reward for students that are passing into adulthood
and provides peace of mind to the parents and loved ones knowing the kids are
celebrating in a rewarding, safe manner.
For many students this will be a very emotional
experience. Many will be going separate ways and this one last night is to
celebrate, enjoy and embrace the friendships they have forged.
Budgeting
and Determining Your Grad Party Possibilities
Getting
the Most Bang for Your School’s Dollar!
Preparing a budget for your event is critical for a successful
outcome. You will need to determine if you are going to charge the kids to
attend or fund raise and make attendance complimentary. In either case you must
begin with an approximate budget figure. That will dictate your options and
later you can refine your specific budget as you determine your specific funds
and expenses.
Answer the following questions: What is your
approximate budget for your grad party? How much total is potentially available
to finance your grad party? How many individuals are attending your party? Now divide your budget by the number of
individuals attending to determine your per person cost.
The price per person can vary greatly from between
$15.00 to $250.00 per person. Your budget will dictate whether your event will
be held at your school, at a hotel, health club, offers door prizes, types of
entertainment, types of food, awards, etc. For right now determine the
approximate total budget for your event and break it down to its per person amount.
As your planning continues you will have firm budget numbers to rely on.
Selecting
Your Graduation Party Event Site
If your event is on your school site, then you need
only consider the decor of your room. If it is to be off site, begin to compile
a list of possible venues. After compiling a list of venues, send the sales
department of each property a Request For Proposal (RFP) outlining the
requirements of your event. The RFP can include such information as the preferred
dates for your event (it is best to give a couple different possibilities), the
amount of space you require, the range of acceptable rates, requirements, a
tentative agenda, and the amount and type of space needed.
This information will help the site decide whether
it is able to host your function according to your specifications. Be as
specific as you can with regards to your budget. These individuals know what
they can provide and how to cut costs to maximize your budget for your grads.
Based on the responses to your RFP, narrow down the
field and arrange to inspect the sites you're considering. Things to consider
during a site inspection: overall appearance, amenities, swimming pool, work
out area, basketball, court games, space available, accessibility for people
with disabilities, kitchen, type of events you want to host on site, etc.
If you cannot inspect the site in person, a detailed
questionnaire will suffice. Also, many sites have web sites that include layouts
of their available space. The earlier you book your site the more options you
will have. After determining whom best will serve you, negotiate a written
contract that outlines everything! Deposit procedures, method of payment,
space, and cancellation policy.
Some terrific sites to consider include: health
clubs, YMCA’s, naval bases, casinos, hotels, university halls, and of course,
right on your own school’s campus.
Creating
an Entertainment Schedule that Rocks!
Awesome,
Safe, Suitable Graduate Entertainment...
Your
KEY to Grad Party Success!
Now it is time to determine your grads desires. What
would your graduates enjoy? Brainstorm, perhaps even survey your graduates.
Would they enjoy games? Inflatable games? Live Band? DJ? Swimming? Pizza?
Pasta? Would they like to win prizes or enjoy live entertainment that will have
them laughing and applauding with audience participation?
Your event has limitless possibilities. It could be
a theme night, a step back into the 1920s, the 1950s, even the 1970s. You could
stage a Broadway musical, host a murder mystery, or a safari. Think futuristic,
historical, or Wild West.
Perhaps your guests would enjoy personal
entertainment. Consider having someone analyze your guest’s handwriting and
describe their personalities or draw caricatures that the students can take home
with them. Would your grads enjoy a sit down meal or a buffet? A Palm Reader?
Ice skating? Casino games? A Velcro wall?
Most parents find the most important entertainment aspect
of a grad party that we are involved with is the music and my audience
participation show. Music is so important to the kids and captures this period of
their life. My audience participation show always becomes the most talked about
event of the grad party, and the least expensive when compared to other events that
service the entire student body!
So, let your imagination run wild, confined only by what
is appropriate for your students. Think of all your options...and your
students...Remember, you want to provide an event your grads will want to be
present at so you draw maximum attendance and fun while achieving your objectives
of a safe sober graduation.
Consider your full evening’s entertainment and
appeal to everyone across the board.....Events should be planned for groups and
events should be planned for individuals. Appeal to everyone’s interests. Have
a lot going on at all times. If some students want to talk and relax, have an
area where they can. If others want to sing karaoke then have a separate area
that is available.
Your entertainment schedule is very important to
your graduates. Music, dancing, fun, inflatables, games, and shows will make or
break your grad party! A bad entertainment schedule will wreck your event! If your entertainment
schedule does not keep your grads attention they will get bored, start creating
their own games, or worse, leave.
The good news is, an outstanding entertainment
schedule can provide a, team building occurrence and will provide a group community
experience that will later be talked about and remembered for years.
I know; I perform at a number of high school
reunions for groups that I performed at for their graduation parties years
earlier. They talk about their grad parties and remember fondly for years the
fun they had, who was hypnotized, what they did when they were, etc.! Keep your
students interested, stimulated, and appeal to their interests! You will receive
the credit, compliments, and satisfaction from students and parents alike.
Ask yourself, what type of events would your
students enjoy?
Would they like to:
Ø Laugh?
Ø Participate?
Ø Are
the events suitable for the students?
Ø Is
the content appropriate?
Ø Is
it appealing to students?
Here is a list of specific events/ areas that can/
do appeal to Grad Party students. This list is provided to give you ideas and
should be considered with regard to your student’s interests:
For your consideration:
Ø Swimming
Ø Racquetball
Ø Inflatable
games (Velcro wall, bungee run, etc.)
Ø Casino
games
Ø Door
Prizes
Ø Parent
directed games
Ø Basketball
Highly recommended activities for a successful Grad
Party:
Ø Audience
Participation Show
Ø Music
(live band, DJ, or both)
Ø Food
(the more the better)
Why are these three activities necessary for an outstanding
Grad Party?
Food
Food....well that is a given. You can provide potato
chips, salads, pizza, sub sandwiches
or all but at different times throughout
the evening.
Music
Music captures this period in your grads life. They
will listen to this music and
forever connect it to their high school
years. You may have a DJ or live band. Some groups prefer both. You can
also have karaoke.
Audience
Participation Show
Your students love to laugh, participate and watch
their friends up on stage. This type of show allows them to do that!
Maximizing
Your Attendance
Attracting
the Kids to Your Event for a Safe, Fun Graduation Party!
It is now time to begin promoting your event to your
students. If nobody attends, all of your work and your safe and fun graduation
objectives go unsatisfied! Earlier you determined what your grads would enjoy,
now it is time get the word out and let everyone know they will have a terrific
time!
If you are providing a theme event, let them know!
If you are having prize drawings, get the word out! If you are having a climbing
wall, publicize it. If you are having a Hypnosis Show, promote it, and your
grads will line up for your event!
Let your guests know what to wear and what
activities will be going on. Consider keeping some of the activities
secret....so you are continually surprising the students throughout the evening.
Utilize every aspect of your event schedule to
maximize your attendance! Get your students excited! Otherwise, your grads will
not attend!
Putting together a Grad Party using this report and
utilizing these techniques and you will have a large attendance that is excited
for your terrific celebration!
Your
Grad Party Success...The Big Day!
The Grad Party day has arrived and all your effort
will soon be realized! Rely on your support staff and committees. Murphy’s Law
will always try to catch you unprepared, however, you will be ready to head off
any problems and present a terrific event!
Have a lot of great (to the kids) music playing,
activities constantly going and schedule popular events that the kids will
enjoy and you will have a can’t-fail, huge hit, of a Grad Party!
As you are seeing your event come to fruition, you
can take pleasure in the fact that the graduates are safe, having fun and will
have memories that last a lifetime!
Congratulations on a job well done!
Other Considerations.....
Professional event planners know the ropes. Their
experience and creativity can help make your Grad Party a success and can be
especially useful in overcoming unforeseen obstacles.
There are even some event planners that specialize
just in Graduation Parties. We work with a number of terrific companies and
would be happy to recommend some for your area. Call (443) 494-9766 for more
information.
What
to Ask Your Prospective Event Planner
It's important to understand that quality always
varies. You don't want to secure the services of a firm that does more harm than
good, just because they are cheaper. Yet, you don't want to secure the services
of a firm just because they are the most expensive.
When interviewing event planners for your project,
you might ask some of the following questions:
1. How
long has your company been in business?
2. How
many years of experience do you have in planning special events?
3. Do
you have photos documenting your work?
4. Are
you fully staffed? How many employees do you have?
5. Can
you be reached on weekends and after hours?
6. Who
will be the contact people for my event?
7. Who
will be on-site during my event?
8. What
is your schedule of payments?
What
to Ask Your Prospective Stage Hypnotist
or
Your Event Planner Providing a Stage Hypnotist
When interviewing your prospective hypnotist, or when
speaking to your event planner regarding the stage hypnotists they are offering
you, be sure to ask them the following questions:
1. Does
the performer have a certificate of safety?
2. Is
the performer insured?
3. Is
the performer a professional stage hypnotist?
4. How
long has the performer been in the business?
5. How
long is their show?
6. Is
the performer a BOARD CERTIFIED hypnotist?
7. Is
the performer a Certified Instructor, a teacher to other hypnotists?
8. Does
your performer understand the safety and liability concerns of school
administration?
Make sure you are always retaining the services of a
professional hypnotist that has experience with grad parties. If you get a
hypnotist that is used to working comedy clubs or bars they are going to be
doing material not appropriate for your audience or parent supporters.
Conclusion
You are well on your way to providing a wonderful
graduation event! It will be an event that will achieve your safety and celebration
objectives and satisfy your grad's desires.
