How to Host a Graduation Open-House
Let me start by establishing credibility. I am a British citizen who moved to America in 1990. My first daughter graduated in 2005, a year ahead of schedule, so I was left to plan with very little time and zero experience. By the time my next daughter graduated in 2008, I had my act together (almost). I really perfected the whole graduation open-house hostess gig when my son graduated in 2011 and we combined forces with four other parents from his Cross Country Team. As a venue owner and educator, I have attended more graduation open-houses than I can recall.
So based on all of that, here are a few things to consider:
Why: Hosting a graduation open-house is a milestone event that brings the entire family together. Yes, the graduate earned the credits and will walk across the stage to receive their diploma…but it is an achievement made possible with a little help (or lot) from parents, siblings, friends, extended family, and school personnel.
Who: Invite everyone who played a role in helping your graduate along the way. We invited our children’s teachers, administrators, counselors, coaches, and bus drivers. As a nervous mom sending her firstborn to kindergarten, LuAnn’s smiling face in that big yellow bus was the reassurance I needed. Graduation is a time to reach out with a note of thanks to bus drivers, cafeteria staff, custodians, paras, librarians, and all who make our children’s experience at school so special.
The tricky thing is to coordinate with other grads. Like every other teen, your grad wants to hang out with their BFFs. That’s one of the reasons we combined efforts with other families for our son who did not want to miss any of his teammates open-house celebrations.
Oh…and don’t forget to capture this milestone with a cell phone…these are photos that just might be useful for future celebrations such as weddings, baby showers, and big birthdays!
When: Find your venue early and send out the date and time as soon as possible. If you book The Barn 1880: Historic Venue at the start of their senior year (Class of 2024), ask about taking senior photos in the Fall on the grounds of the estate.
Make a note to send out a reminder a few days prior. June and July can fill up quickly and many guests will hop from one open-house to the next; often as many as four or five on any given Saturday or Sunday. A popular option for a graduation open-house is a Sunday afternoon from 1 pm to 3 pm. If you have a generous catering budget and out-of-town family, those hours can be extended to include a light lunch or supper. Summer evening open-houses are also gaining popularity with corn-hole games, bonfires, and roasting smores.
What: What to serve and how to decorate are two things to discuss with the graduate. Will you go with the school colors from the school the graduate attended? Perhaps the colors of the school they have been accepted to? Some classes even have specific colors for a cohort, specific flower, and a specific quote chosen by the student council representatives. And of course, there’s always the option to decorate the open-house with a non-academic theme and simply highlight something (or many things) the grad loves. Don’t forget those photos and memorabilia from kindergarten through to their senior year. All the athletic gear, academic awards, art work, and sentimental keepsakes help to tell the unique story of who this graduate is and their journey to this milestone.
Gifts: Be sure to have a guest sign-in sheet (with a space for them to include their address) and a table for cards and gifts. Monitor and regularly collect cards that probably include cash or gift cards. Consider displaying a framed thank you letter from the graduate to all who attended. Personal thank you cards should be sent out within two weeks.
Food: It is almost impossible to estimate how many people will attend; the RSVP system was for a different generation. If your venue is close to a supermarket, you can always run out and pick up extra items if you notice supplies are running low and you still have several hours to go. I am a host who is deathly afraid of that scenario, so I totally have an abundance and a plan to donate any extra food to friends and family at the end of the event (So I stock up on Ziploc bags and Rubbermaid products for this probable outcome).
Because it is important to enjoy this milestone and have time to talk to your graduate and your guests, keep the food/beverage menu simple: Veggie Tray; Fruit Tray; Cookies/ Cupcakes; Punch; Water; Coffee. Replenish as needed and remember that, out of politeness, most guests will take a drink and small plate…but they are also heading to their next graduation open-house where there will also be another smorgasbord of sweet and salty delights.
At the end of the day, a successful graduation open-house is measured by the opportunities you & your family had to connect with people who have partnered with you on your journey, who have cheered, who have offered kindness, and who have generously given of themselves to invest in your lives.
This is our opportunity to demonstrate our gratitude and pause for just a moment, to be present, and to breathe it all in before the next big adventure begins.
“I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” ―Maya Angelou
My congratulations to all graduates and to the village that raised them! Three cheers for the Class of 2023.
