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Brainstorm with me
I've been thinking about throwing myself a graduation party for a couple months now. These couple years have been the time of my life and I can't let the sun set on them without throwing a great party! And what makes the best parties? A dance band! But that big expense means costs have to be cut elsewhere. I can't cut my fabulous friends, and you can't cut alcohol, so that means food.
What are the cheapest foods to feed a big group?
It'll be outdoors, in the evening, in my aunt's [several acre] backyard. (You know those rustic chic weddings that are so hot right now? That sort of vibe.) In my mind, it's an apps and cocktails/beer/wine thing, not a meal. But there need to be a couple filling options to sop up alcohol.
Any other cost saving tips for big groups?
Re: Brainstorm with me
Pizza is the cheapest. Watermelon. Hot dogs. Ham.
You might see if a few family members or close friends would mind bringing a dish to share. Not exactly a pot luck, but you can probably count on a couple friends to bake some brownies or something. I mean, you will be busy with end of term exams and stuff, so I bet people will pitch in to save you some hassle.
Another idea is to make it a joint party for yourself and one or two of your friends in your program. Then they can invite a few of their friends, and they will be expected to chip in on the cost of the band an alcohol. Doesn't sound like space will be a problem, so a few extra people will just add to the fun.
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I'm considering sharing the party. The problem is that on my own, I'm probably at 75 people. More co-hosts will bring more people, maybe as many as 25-30 more, since our lists wouldn't overlap exactly. It truly boils down to money - I don't think my friends can contribute enough financially to make their additional friends worth it. I'll have to think on it more.
I know people will volunteer to bring stuff, and I'm sure the guys will all carry flasks and bring their own beer just because. I think today without me saying a word, I'd probably only have to provide 85% of food and drink. If I politely asked people to bring things, people would happily chip in.
And come on, girl, you know me - I don't throw pizza parties!
I should have specified appetizers/cute party food 
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Yeah!!! I'm so excited for you!!! I'm going to give you a quick answer now and think about this the rest of the day and get back to you with more thoughts later...
The best parties have the best people. I truly think that people make the party.
I love the outdoors in the evening thing - think it will be awesome. Beer, Wine and Cocktails sound great too. Are you hiring a band? Would you consider a DJ and or iPod? Are you hiring some helpers or tents, umbrellas lighting etc.? Not sure what your overall budget is - but I think alcohol is key
I would def' start putting together a working budget and then give yourself a 10% pad in case you go over - but aim for lower.
Re: Wine - since you don't drink wine I will give you some low cost options (they're on DH's phone right now later) def' buy at a place with a case discount.
In NY state you can't return alcohol - but can exchange. I would ask what the policy is where you live re: unused.
Re: Appetizers: Sandwiches are great. I see more Warmy Southern type food for you like - Pulled Pork, Cole Slaw, etc. things that will keep. Great desserts too - and some cute fun food. Like anything on a stick or fries in cute paper cone, maybe a popcorn machine etc.
Re: Cocktails - maybe just do one or two types of favorite drinks and have them displayed in those large glass containers. (The word for that escapes me now).
Beg, borrow and steal anything else you might need! Again - I'll try to come up with some more ideas for you... can hardly wait to see your photos.
And Congratulations!!!
~ W.
"Don't marry a man unless you would be PROUD to have a son exactly like him." ~ Unknown
Ooh, I think you girls are onto something with the pulled pork! Easy, not too expensive, and fits the vibe perfectly! It's certainly easier than fussing with individual apps.
I think I could tell all my super close friends to pitch in alcohol - they'd be happy to.
WJW2, I definitely want a band. It's such a part of the culture here. When I first arrived, I thought the live bands were odd, but the party bands here play oldies - "My Girl," "I Feel Good," "Proud Mary," "Higher and Higher" and the dance floor is packed from the second the band starts until the end of the night. I'm calling around, but the rates are comparatively reasonable - from $350 for 2 guys to $2k for 12 people. Something in the lower-middle range will do for this. I couldn't end this experience without sending it off the local way!
This is kinda easy logistically since my aunt's house is used for this kind of thing all the time - our wedding after-party, her daughter's rehearsal dinner, that big July 4th party I've told yall about before with 100 people.
My aunt's backyard has a nice carport for setting up the buffet. There are Christmas lights strung in her trees already. I have one giant, insulated drink dispenser that I could do 1 signature cocktail in. Have beer and wine in coolers and wheelbarrows. (We ended up using wheelbarrows with ice accidentally for our wedding after party bc we forgot coolers, but I ended up loving the look.)
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Just a quick google for the local BBQ place:
$20 for delivery
$60 for an employee to stay for 4 hours to set up, serve, and clean up (yes!)
$30 for 150 slider buns
$240 for 30 lbs of pork (1lb makes 5 sliders = 150 sliders)
$50 each for 2 gallons (60 servings) of baked beans and cole slaw
So that's $450 for food. (Rough quantities - maybe I'm light on sides and heavy on sliders.) I've spent that before by myself accidentally on fancy apps for 25 ppl! I'll get girlfriends to bring sweets (bc $1 per cookie seems outrageous to me). I'll pick up some plain potato chips, too - I feel like they'd go well.
They say they'll provide paper products for 75? pp - cups, utensils, plates, napkins. Is that a good deal? For 75 people, that'd be $56. And I wouldn't get to choose - it'd be that cheap and ugly commercial stuff. I mean, there are varying levels of cute for cheap paper products lol.
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Wow! This all sounds great. Your BBQ place is really reasonable too! Go for it!
Re: The paper plates etc. - you could ask them to show you a sample and then see if you want to swap some or all of it with something else. Please share your pictures and recipes - love them.
Good Luck!
This sounds like a fantastically wonderful plan.
My only thoughts- the wheelbarrows may look good, but if it's hot the ice will melt much faster. Don't do the 75 cent silverware. If it's the prepackaged stuff especially. You'll waste a lot of cutlery, have extra trash, will still need extra napkins, and it still probably won't look good.