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Key takeaways
- Up to a few dozen people, choose a party room; for more, or for speeches and a thank-you to teachers, an event space.
- Run a date poll first to see who is coming, then choose a room for that estimate.
- Before booking, agree whether people who confirm and then drop out still pay.
- Per-room venues get cheaper per head as more come; per-person venues may have a minimum headcount.
- For the slideshow, collect two or three photos from each person early and have one person edit.
For a graduation party or a thank-you dinner for teachers, choose a venue that fits the whole class and lets you take photos, eat and stay for several hours. For up to a few dozen people, a party room usually works; for more, or if there are speeches, consider an event space. Enter the group size and time on Gatherland to see each venue's total, then use the cost splitter to work out each person's share.
What should we think about first?
Estimate the headcount
Numbers are the hardest part of a class party. Run a date poll to pick the day and see who is coming, then search by size: 20 people, 30 people or 50 people.
Watch for two things:
- Some venues set a minimum headcount, and you pay for that number even if fewer come
- Every venue has a maximum, and you cannot bring more people than that
Pick the right type of venue
| Type | Good for |
|---|---|
| Party room | Karaoke, consoles, board games, a casual meal |
| Event space | Larger groups, speeches, a thank-you segment for teachers |
| BBQ venue | Grilling and talking at the same time |
A BBQ venue suits a class that wants an outdoor feel; an event space is bigger, and some have a projector and microphones.
Photos and memories
There will be a lot of photos. Look for a room with a photo booth, or one with a projector to show a slideshow from your years together.
Graduation party venues
How is it priced and how do we split it?
Venues charge per person per hour or per room per hour. With a large group, a per-room price can be simpler to divide; per-person venues sometimes offer group discounts. Friday to Sunday, public holidays and the day before a public holiday are charged at the weekend rate. For typical price levels, see the price index.
Per-room pricing
- The total is fixed whatever the headcount
- The more people, the lower each share
- If someone drops out, everyone else pays more
- Suits a class whose numbers are fairly settled
Per-person pricing
- The total moves with the headcount
- There may be a minimum headcount you pay for regardless
- Some venues offer group discounts
- Suits a class whose numbers are still moving
There is no booking fee, and the full amount is paid online at booking, so one classmate usually pays and collects shares afterwards. Suggestions:
- Collect money, or at least confirm everyone will chip in, before booking
- Use the cost splitter for the room, food and decorations
- Agree up front whether people who drop out late still pay
How should the evening run?
A sample flow to adjust for your group and room:
| Part | What happens |
|---|---|
| Arrival | Classmates arrive, eat, take photos |
| Look back | A slideshow of photos and clips on the projector |
| Games | Team games, karaoke or board games |
| Speeches | A class representative says a few words, gifts for teachers |
| Free time | Group photo, photo booth, catching up |
| Clean-up | Time to pack up and bag rubbish |
For the slideshow, ask everyone to send two or three photos in advance and have one person put them together. With a big group, give a few classmates clear jobs, such as food, equipment and clean-up, and the night runs much more smoothly.
A plan for the organiser
- 1
Step 1: run a date poll
List three to five dates in the date poll with a two- or three-day deadline, and get a rough headcount at the same time.
- 2
Step 2: set the rules
Tell the group roughly what each share will be, how drop-outs are handled and the deadline to confirm.
- 3
Step 3: choose and book
Choose a room for the confirmed number, check the minimum headcount, cancellation policy and deposit, and pay in full online.
- 4
Step 4: collect money and share jobs
Work out shares with the cost splitter and collect them; assign food, equipment, decorations and clean-up in the party checklist.
- 5
Step 5: build the slideshow
Set a deadline for photos, have one person put them together, and test-play it on their own laptop the day before.
- 6
Step 6: on the day
Forward the entry details to a second classmate as backup, and arrive early to decorate and test the projector.
What about a thank-you dinner for teachers?
If teachers are coming, set aside time for speeches and gifts. A room with a microphone and projector helps. You might also keep the formal part early in the evening so teachers can leave, and let the class carry on afterwards.
Can we stay overnight?
Some venues allow it; see party rooms open overnight. Read the house rules on noise and leaving times, and see the overnight party room guide for more.
What if numbers change?
- More people: ask the host about the maximum and how extra guests are charged, and never exceed the limit
- Fewer people: at per-person venues the minimum headcount still applies
- Cancelling: each venue uses a Flexible, Standard or Strict policy; see the cancellation policy
For more on organising a big group, see group booking tips. For activities, see party games for groups.
Frequently asked questions
Party room or event space for a class graduation party?
For up to a few dozen people who want games and karaoke, a party room. For a bigger group, or if there are speeches or an awards segment, an event space. Enter your group size and rooms that are too small or too large drop out.
We do not know the final numbers yet. How should we book?
Run a date poll to see who can come, then choose a room for your estimate. Check whether the venue has a minimum headcount, and at per-person venues confirm how the final count is charged.
What is the easiest way to collect money from classmates?
Work out each share with the cost splitter, and have the person booking pay first. On Gatherland the full amount is paid online at booking.
Can a graduation party run overnight?
Some venues allow overnight bookings. Filter for party rooms that allow overnight stays and read the house rules.
Which cancellation policy suits a class whose numbers are not settled?
A Flexible venue is safest: cancel 24 hours or more before the start for a full refund. Under Strict, you need to cancel 7 days or more ahead for a full refund.
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