i’m matt james

professional event producer

  • 27 years event-planning experience
  • Winner of 30 industry awards
  • Clients include:
  • Elton John,
  • Stella McCartney,
  • Sarah Jessica Parker,
  • Kevin Spacey……and more

welcome

Matt James professional event planner
CONTENTS

ON THIS PAGE

01 MAKE IT SPECIAL

Thoughtful ideas that celebrate the person, focus on the feel-good, and make a graduation special

The Journey So Far personalized photo book for a graduation party
Reasons We Love You photo poster for a graduation party
Custom 'Reasons We Love You' photo book with friends and family holding signs
'21 Memories for 21 Years' Share a Memory postcards for a 21st birthday

02 MAKE IT personal

How to add creative twists and personal touches to create talking points and memorable moments

custom face photo garland banner showing a young man 'through the years' for a graduation party
Congrats Grad custom photo collage graduation party backdrop
twin brothers in graduation caps and gowns standing next to a custom pinata of them both at a graduation party
custom photo m&m's for a graduation party with the graduate's face, name and year of graduation on them

03 graduation party decorations

How to maximize your budget by concentrating your graduation party decorations in a few key areas

'Congratulations to our Graduate' graduation party custom photo banner showing photos of the graduate 'then and now'
graduation party photo collage in the shape of the letters spelling BEN on a party dessert table
graduate standing next to 'congratulations jacob 2020' spelled out in a graduation party yard card in front of house
number 21 and graduation cap balloon mosaic graduation party decorations

04 graduation party activities

How to break the ice, provide conversation-starters, encourage mingling, and create atmosphere

DIY vodka bar with mixers and fruit set up at a graduation party
graduation party guestbook alternative signing poster with photos of the graduate 'then and now'
printable graduation party games bundle
blue retro telephone audio guest book set up next to an instructions sign inviting party guests to record a message

05 graduation party food

Why food stations geared towards small bites, tasting plates, and DIY options are better than buffets

Hors d'oeuvres and appetizers arranged in rows on a modern graduation party buffet table / food station
graduation party food presentation ideas: fish salad served in margarita glasses with forks
graduation party hors d'oeuvres: cheese bites served on forks standing vertically
graduation party food ideas: individual portion charcuterie cups

06 dessert tables

How a dessert table can lend visual spectacle, save time, and maximize budget for a graduation party

young man next to a personalized custom caricature cookie of himself for his graduation party
giant letter balloon party decorations spelling CAKE above a dessert table
a selection of desserts on a party dessert table
the man, the myth, the legend custom name party backdrop behind a dessert table

07 graduation party drinks

Get that professionally-catered look and give traditional drinks a creative twist

custom photo personalized beer bottle labels for graduation party drinks
graduation party drinks ideas: boxwood hedge party drinks bar wall with shelves of self-service drinks for guests to help themselves to
custom photo 'Fun Facts about the graduate' graduation party napkins
custom photo edible wafer drinks topper with a photo of the birthday girl floating on a cocktail

08 graduation party invitations

Why invitations needs to excite, inspire, and give guests something to look forward to

Graduation party photo collage invitation showing the graduate 'through the years'
animated custom video party invitation displayed on mobile phone screens for any age birthday or occasion
Cootie catcher invitations

09 graduation gifts

Avoid uninspiring and clichéd gifts in favor of something that’s unique, meaningful, or a treat

woman standing next to a custom muppet-style puppet of herself
custom personalized comic book for a graduation gift
custom bobblehead of a young woman in graduation cap and gown alongside her photo for a graduation gift
personalized viewmaster reel viewer for a graduation gift
ADVICE FROM A PRO

graduation party tips

  • Graduations are a big deal, so you need to make an effort!
  • Avoid the obvious: generic store-bought decorations emblazoned with graduation caps.
  • Instead, make everything as personal as possible.
  • Celebrate the person and what they’ve achieved.
  • Concentrate on making them feel loved and appreciated.
  • Celebrate their life; their background, accomplishments, and all the things that have made them who they are today
  • Celebrate who they are; admirable qualities, characteristics everyone loves, and even their weird habits and obsessions that drive people crazy!
  • Celebrate your relationship with them; take a walk down memory lane, share memories, funny stories, embarrassing photos, amusing anecdotes, fun facts guests may not know, and indulge in a little sentimentality.
  • Focus on things that are meaningful, because that’s what they’ll remember.
  • If you’re planning your own graduation bash, you should still take the same approach. Make everything as personal as possible so that it’s a reflection of you; your tastes, your interests, and your sense of humor—with plenty of embarrassing old photos and fun facts.
  • I’ll teach you how to design your graduation party like a pro; creating ‘beats’ or ‘moments’ that run throughout the event so guests continue to discover new things as the party unfolds
  • Think of the guest’s journey in terms of different touch points; arrivals, bar, room décor, food, entertainment etc.
  • Then, add a creative twist, person touch, or talking point to each
  • Don’t forget to include activities; things for guests to do that will break the ice, encourage mingling, provide conversation-starters, and create a fun atmosphere that includes everyone.
SHOW More Show Less

MATT’S TIP

Matt James professional event planner
in this section

01 Make it special

celebrate the person and what they’ve achieved

  • Limit the gag gifts and decorations and focus on thoughtful, feel-good ideas.
  • Make them feel loved, appreciated, and good about themselves.

AVOID CLICHÉS

  • Don’t make the common mistake of theming everything around graduation caps and scrolls.
  • These sort of obvious decorations are just a bit tired and lazy,
  • and they make for an impersonal and unoriginal graduation celebration.
  • Read my full post with ideas for how to make a graduation special or preview some below.
OR PREVIEW BELOW
ideas in this section

share a memory postcards

reasons we love you

photo slideshow

a gift every hour

memory letters

‘open when’ letters

Through the Years photo book

photo collage memory box

reasons we love you photo book

AND MORE
preview

ideas to make it special

Check out this preview of some graduation party ideas to make it special, then hit the ‘Open Full Post’ button below to view all ideas in this section (opens in a new tab).

the idea

share a memory postcards

Invite friends and family to mail a postcard sharing a favorite memory of the graduate in the days leading up to their graduation

Share a Memory postcards printed with '21 Memories for 21 Years' on one side and handwritten message on reverse
the idea

a gift every hour

Spread the love over an entire day with 12 smaller gifts; one to be opened every hour!

a collection of gift wrapped boxes
the idea

reasons we love you photo book

Invite friends and family to take photos expressing all the things they love about the graduate to collect together in a keepsake photo book to celebrate their graduation

reasons we love you graduation photo book
the idea

graduation slideshow

Invite friends and family to contribute photos and videos of the graduate to surprise them with an animated slideshow

group of friends watching a backyard slideshow
VIEW MORE

ideas to make it special

Reasons We Love You photo poster for a graduation party
The Journey So Far personalized photo book for a graduation party
stack of illustrated brown 'Open When...' letter envelopes for different occasions
a stack of numbered '4 years of memory' letters in air mail envelopes for a graduation party
in this section

02 Make it personal

add creative twists & personal touches

  • A graduation is a special occasion, so you need to make an effort.
  • Generic decorations from Party City or Amazon won’t cut it.
  • Cheap, shiny, and mass-produced in China doesn’t exactly say special does it?
  • It’s the creative twists, clever details, personal touches, talking points, and memorable moments that make a graduation party feel special.
  • So, focus on customizable party supplies that use cute, funny, or embarrassing old photos of the graduate to make them unique.
  • Read my full post about the party supplies I recommend and learn how to use them to surprise and entertain guests, create photo ops, and make your party memorable.
OR PREVIEW BELOW
ideas in this section

custom photo m&m’s

photo party hats

fan face custom cutouts

custom face banners

fun facts napkins

‘then & now photo banners

through the years’ photo banners

CUSTOM PHOTO WINE/BEER LABELS

life-size talking cutouts

CUSTOM PHOTO BALLOONS

CUSTOM PARTY CUPS

CUSTOM COOKIES

CUSTOM PINATAS

AND MORE
preview

ideas to make it personal

Check out this preview of some graduation party ideas to make it personal, then hit the ‘Open Full Post’ button below to view all ideas in this section (opens in a new tab).

the idea

custom photo m&m’s

It’s the clever little details that create talking points, so swap regular candy for personalized M&M’s with photos of the graduate

blue and yellow custom photo m&m's with a woman's face
the idea

photo party hats

Create custom party hats printed with old photos of the graduate from different stages of their life

color photo party hats showing the graduate now and as a baby
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Matt James professional event planner
the idea

fan face custom cutouts

Create photo ops by providing guests with faces of the guest of honor at different stages of their life

group of people holding custom fan faces of the graduate in front of their own faces at a graduation
the idea

custom face banners

Personalize your party decorations with custom face banners of the graduate at different ages

graduation party custom face photo banners showing the graduate at different ages hung above party dessert table
VIEW MORE

ideas to make it personal

This Kid Just Graduated and Not Just a Pretty Face custom photo graduation party balloon decorations
custom photo personalized wine bottle labels for party drinks
Tri-fold custom photo collage display board personalized with the name Victoria
large styrofoam letters spelling Grad used as a table base for a graduations party
ADVICE FROM A PRO

planning your own party?

  • You should still use customized party supplies if you’re planning your own party.
  • Make it personal so the event is a reflection of you; your tastes, your interests, your sense of humor.
  • Use plenty of embarrassing old photos, amusing anecdotes, and fun facts guests might not know.
  • People often feel self-conscious celebrating themselves or worry that it might appear egotistical,
  • but if you include funny and embarrassing old photos, it has the opposite effect;
  • It communicates self-deprecation, honesty, and a sense of openness.
  • It tells people you don’t take yourself too seriously;
  • that you can laugh at all your bad old haircuts and crimes of fashion!
  • Guests will love it too; many of whom might never have seen you as a cute baby or cheeky little kid.
  • So, not only will they find this entertaining,
  • but revealing yourself in a ‘warts and all’ kind of way lets people in, makes you relatable, and fosters a connection.
  • All of which helps breaks the ice, provide conversation-starters, and create a relaxed, fun party atmosphere
SHOW More Show Less

MATT’S TIP

Matt James professional event planner
in this section

03 graduation party DeCORations

COMMON MISTAKES TO AVOID

  • Don’t try to dress the entire room/venue, this will spread decorations too thinly.
  • Instead, keep everything tight and compact, focusing on a few larger displays or ‘clusters’ of decorations in 4 key areas:
  • Entrance Decor
  • Welcome Area
  • Dessert / Buffet Table or Bar Décor
  • Room Decorations
  • Open full post to see all decor tips on my graduation party decorations page or preview some of the ideas below
OR PREVIEW BELOW
ideas in this section

custom yard heads

‘through the years’ banners

paper luminaries

life-size talking cutout

‘through the years’ welcome sign

self-service welcome drinks

‘through the years’ party backdrop

photo collage cutouts

paper circle garland backdrops

FUN FACTS BALLOONS

THROUGH THE YEARS’ PHOTO GARLANDS

THEN & NOW PHOTO BANNERS

AND MORE
preview

entrance decorations

  • Entrance decorations need to be welcoming and functional.
  • Use them to identify the location of the party, direct guests to the entrance, create a warm welcome, and put guests at ease.
  • The initial moments of a party set the tone and reassure guests, so first impressions matter.
the idea

custom yard heads

Bring a smile to guests’ faces as they arrive with custom yard heads showing the graduate at different stages of their life

custom photo yard heads of a woman's wearing a graduation cap arranged on a front lawn outside a house
the idea

‘through the years’ banners

Ensure your entrance stands out while making guests smile with vertical banners showing the graduate ‘through the years’

Look Who Graduated custom photo vertical banners showing the graduate 'through the years' hung either side of house door
the idea

paper luminaries

For evening events, give guests a warm welcome by lining the route to your entrance with glowing paper luminaries

guests arriving at a graduation party at home with a pathway to the front door lined with paper luminaries
VIEW MORE

entrance decorations

pink and white balloon garland framing house door entrance
graduate standing next to 'congratulations jacob 2020' spelled out in a graduation party yard card in front of house
red fabric aisle runner leading up to venue entrance
pink balloon lined pathway through a park leading to a party entrance
preview

welcome area

  • You can’t always greet every guest personally, so create a welcome area to:
  • greet guests; with signage, decor, and self-service drinks,
  • entertain; with activities, photo ops, and party favors, and…
  • manage flow; with directional signage for cloakrooms, bathrooms, table plans, and a gift/card table
  • This ensures guests feel acknowledged upon arrival and know what to do and where to go.
the idea

life-size talking cutout

Have the graduate greet guests at the entrance with a life-size cutout paired with a motion-activated voice recorder

man standing next to a life-size cutout standee of himself in a graduation robe and cap
the idea

‘through the years’ welcome sign

Entertain guests by placing a photo collage showing the graduate at different stages of their life on welcome desks or bars

celebrating graduation photo collage sign set up on a party drinks table bar
the idea

self-service drinks table

Set up a self-service bar at the entrance with pre-mixed or ready-to-pour drinks that guests can all help themselves to on arrival

DIY self-service party drinks bar
VIEW MORE

welcome area dEcor

custom photo graduation party welcome sign on an easel
Polaroid instant photo guest book and cameras set up on a party table
black personalized birthday card box with the name Bailey on it
printable custom hashtag sign for an graduation party
preview

dessert table decor

  • Maximize your budget by concentrating decorations around a dessert / buffet table or bar to create a focal point.
  • You’ll get more bang for your buck if you invest your budget in one well-dressed feature wall or large display.
  • This is better than trying to dress an entire room and spreading decorations too thinly.
the idea

‘through the years’ backdrop

Create a custom backdrop for a dessert/buffet table featuring pictures of the graduate ‘through the years’

Congrats Grad! custom photo graduation party backdrop behind a party dessert table
the idea

photo collage cutouts

Create a tabletop dessert table display with a photo collage cutout showing the graduate at different ages

letter 'through the years' photo collage cutout decorations spelling BEN standing on a graduation party dessert table showing photos of the graduate
the idea

paper circle garland backdrops

For a soft and delicate graduation party backdrop, these ombré paper circle garlands lend a whimsical touch

blue ombré paper circle garland backdrop for a party buffet table
VIEW MORE

dessert table dEcor

giant letter balloon party decorations spelling CAKE above a dessert table
a selection of desserts on a party dessert table
orange fringe party backdrop behind a dessert table at a bridal shower
the man, the myth, the legend custom name party backdrop behind a dessert table
preview

room decorations

  • Consider how a room will look when it’s full of people.
  • Concentrate on decorating perimeter walls, space above head height, and table décor that adds height.
  • Add creative twists and personal touches to everyday decorations, such as balloons and banners, to make them more special.
  • This creates conversation-starters, photo-ops, and talking points to engage and entertain guests while encouraging mingling.
the idea

fun facts balloons

Hang photos with ‘fun facts you may not know about the graduate’ from helium balloons to entertain guests

Photos and 'Fun Facts' about the graduate hanging from helium balloon strings used as party room decorations
the idea

‘through the years’ photo garlands

Create interactive party decorations by asking guests to bring their favorite pictures of the graduate to add to photo garland decorations

woman hanging a photo on interactive photo garland graduation party decorations showing the graduate 'Through the Years'
the idea

‘then & now’ photo banners

Give party guests a glimpse of the graduate back in the day by decorating walls with ‘Then & Now’ style photo banners

Congratulations to our Graduate custom 'Then & Now' graduation party banner decorations hung above party food table