Table of Contents
- Acknowledgments
- Why Have A Grad Night Celebration?
- Everyone Benefits From Grad Night!
- Getting Started
- The Most Important Element: The Parents
- Grad Night Organization
- Records
- Sponsorship and Endorsement
- School Support
- Themes and Activities
- After the Celebration
- Insurance and Licensing
- Grad Night Liability Insurance is a Must!
- Grad Night Directors and Officers (D&O) Insurance
- Vendor Liability Insurance is Mandatory!
- Reduce Your Liability Exposure: Think Safety
- Licenses
- Grad Night Organization
- Executive Committee
- Checking Accounts and Tax Donations
- Taxes
- Grad Night Income Taxes
- Applying For Status As A Nonprofit Corporation
- Grad Night Facility
- PTA/Grad Night Committee Relationship
- PTA Questions and Answers:
- Summary
- Grad Night Policies & Procedures
- Decisions...Decisions...Decisions!
- Summary
- Volunteers
- Food
- Working With Vendors
- Prior To The Event
- The Big Night
- Grad Night Is Over But The Work Isn't
- Entertainment & Games
- Goals & Considerations
- Successful Grad Night Activities
- Interactive Games
- Contests
- Athletic Activities
- Beauty Related Activites
- Special Memories Activities
- Special Ideas For Entertainment
- Personalized Activities
- Home Built Games
- Security
- Getting Started
- Security for the Outside Areas
- Getting Help From Law Enforcement Officials
- Helpful Hints
- Training For Security Staff
- Check-In Procedures For the Graduates
- Check-In For the Volunteers
- Control Center
- Decorations
- Getting Started
- Site Specific Planning
- Fire Department Guidelines For Grad Nights
- Fundraising
- The Budget
- Sample Budget
- Setting the Ticket Price
- Fundraising
- Fund-Raisers
- Writing Donation Request and Thank You Letters
- Prizes
- Incentive Prizes, Prior to Grad Night
- Game and Contest Prizes
- Door Prizes and Grand Prizes
- Random Prizes
- Grad Night Favors
- Obtaining Prizes
- Establish Prize Rules
- Thoughts and Considerations
- Publicity
- Suggestions For Publicity
- Promoting Your Event Through The Media
- Tips For Dealing With the Press
- How To Answer A Favorite Question Repeatedly Asked By the Press:
- Press Releases
- Promoting to Parents
- Entrance Tickets
- Tickets Add Value to the Event
- Graduate Identification Verification
- Theme Related Ticket and Passport Ideas
- Construction
- Layout and Design
- Construction Basics
- Electrical
- Break Down, Clean Up, and Storage
- Considerations
- Working With An Event Planner
- Working With A Travel Planner
Grad Night Facility
See this document for Sample Layouts
Many Grad Nights are held at a school campus. The following information however, applies to both on and off-campus parties. Your facility should:
- Be in a safe location with the ability to be secured against uninvited guests.
- Have lighted parking areas for both students and volunteers.
- Have sufficient space for simultaneous activities such as dancing, casino, and a food court.
- Have an adequate number of clean restrooms.
- Have an adequate electrical supply for activities, vendor games, and temporary lighting.
- Have telephones to be used for emergencies (cellular phones are great).
- Have cooking, food-warming, refrigeration facilities.
- Allow decorations and temporary signs.
Alternative Facilities
The following is a list of possible facilities that could accommodate a Grad Night event. Be aware that some of these may not allow you to bring in your own food and beverages.
- Community or Recreation Center
- National Guard Armory
- Shopping Mall
- Empty building/store in a strip mall
- Church or Synagogue
- Theater or Theater complex
- YMCA/ YWCA
- College Student Union building
- Warehouse
- Masonic, Odd fellow Hall, Grange Hall
- Elk, Moose, American Legion, VFW Hall
- Sports Stadium, Arenas
- Convention Center
- Firehouse
- Barn
- Restaurant
- Hotel
- Country Club, Racquet Club, Health Club
- Airport
- Fair Grounds
- Amusement Park, Family Fun Center, Water Park
- School
- Bowling Alley
- Private Park