The Complete Backyard Graduation Party Planning Checklist

Graduation season in Rhode Island runs primarily through May and June — and it is busy. Between high school and college graduations, nearly every weekend is packed with backyard celebrations across Providence, Cranston, Johnston, and beyond. If you want a well-organized party that doesn't feel thrown together, start planning earlier than you think you need to.

Here's a week-by-week checklist to keep you on track.

8–10 Weeks Before the Party

• Set a date — confirm graduation date and pick your party day (usually the same day or the following weekend)
• Book your tent rental — this is the single most time-sensitive item. Summer weekends, especially June, fill up fast. Check availability and book online as early as possible
• Estimate your guest count — you don't need a firm number yet, but have a rough idea so you book the right tent size
• Choose a caterer or decide on food approach — catering books up too, especially in June

6 Weeks Before

• Send invitations — digital invites are fine, but send them early since people have multiple graduation parties to attend
• Finalize your tent package — decide if you want to add string lights, sidewalls, or extra tables and chairs
• Order or plan decorations — graduation-themed banners, photo displays, balloons
• Confirm food plan — whether you're cooking, ordering trays from a restaurant, or using a caterer

4 Weeks Before

• Get your RSVP count — follow up with anyone who hasn't responded
• Confirm your tent order — log into your booking or call us to verify details
• Plan your yard layout — decide where the tent goes, where the food tables will be, and where guests will park
• Order a cake or desserts — bakeries in RI book up for graduation season too

2 Weeks Before

• Confirm all vendors — caterer, DJ or playlist, any rentals beyond the tent
• Check the weather forecast — still too early to rely on it, but start watching
• Prep your yard — mow, clear debris, mark where you don't want stakes
• Plan parking — let neighbors know if guests will be parking on the street

1 Week Before

• Confirm your delivery window with us — we'll reach out to confirm the day before your event as the setup date
• Buy non-perishable supplies — plates, cups, napkins, decorations, ice
• Check the forecast again — if rain is likely, confirm sidewalls with us
• Brief a helper — designate someone to greet vendors on setup day

The Day Before the Party

• Tent goes up — our crew arrives, sets up the tent, tables, and chairs, and clears out. You can start decorating as soon as they leave
• Set up your decorations — this is the best time, while you have daylight and no guests around
• Prep food you can make ahead — salads, dips, desserts
• Set out plates, cups, and serving utensils

Day of the Party

• Start 2 hours early — gives buffer time for anything unexpected
• Set up the food table once hot food arrives
• Enjoy the party — the tent is up, the tables are set, you've done the hard part

After the Party

We'll come back on the agreed pickup date to break down and collect the tent, tables, and chairs. You don't need to do anything except make sure the area is accessible. We handle all the disassembly and hauling.

Planning a graduation party in Rhode Island? Check tent availability for your date →