How to Throw a Retirement Party

How to Throw a Retirement Party

A good retirement is something everyone hopes for at the end of their lives. Having limitless time to travel, relax and enjoy their family is a wonderful reward for decades of hard work.

So when someone is making plans to move on from the workforce, they deserve an unforgettable retirement party to send them off. Understanding the basics of retirement party planning can help you and your team create a memory your retiree will cherish for the rest of their life.

Retirement Party Planning Essentials

First, remember why you’re throwing a retirement party in the first place — to celebrate the retiree’s achievements, show your gratitude for all they’ve done, and send them off on a positive note. That purpose should be at the center of all your party plans, from the date you choose to the decorations you put up.

Setting the Date and Time

Most companies throw retirement parties during or right after the retiree’s final week of work, so it’s a smart idea to start planning as soon as you know when they intend to leave.

Some important considerations for booking a party include:

  • The planned retirement date
  • The retiree’s personal and professional schedules
  • Other company plans that could cause conflicts
  • Guest availability
  • Venue and service availability

Retirement parties typically run for two to three hours, which is plenty of time to go through all your activities and keep guests fully engaged.

Choosing a Party Theme

A Themed Retirement Party

A themed retirement party adds a special flair to the celebration that will make it more memorable for the retiree.

Here are some popular retirement party themes to help you get started:

  • Hobbies: Try making the party especially personal by theming it around one of the retiree’s hobbies or interests. Golf, for example, is extremely popular among retirees and has enough versatility for a whole party.
  • Destinations: If the retiree wants to travel in their retirement, ask them where they most want to go. Whether it’s a U.S. city or a faraway country, you could theme the party around that place.
  • Eras: Does the retiree have a favorite historical decade or time period? You can ask everyone to dress up like someone from that era, have a vintage photo shoot and play that era’s music.
  • Costume party: Ask guests to dress up in a workplace-appropriate costume and have a costume contest.

Of course, a theme is completely optional. If your retiree has a lot of varied interests or you don’t know them very well, you could always stick to a general retirement theme.

Creating a Guest List

While it’s easier and more convenient to just invite the whole office, it’s important to decide whether a large or small party makes more sense. A large party is suitable for extroverted and prominent employees, who have many connections within the company and have made a large impact during their tenure.

More introverted employees are likely to prefer a smaller, more intimate gathering where they can connect with their closest teammates.

Consider who in your company the retiree is closest to:

  • Coworkers
  • Project collaborators
  • Managers and supervisors
  • The retiree’s subordinate employees
  • Mentors
  • Company alums

If your company policy allows for it, you might also want to include their family and friends on the guest list. Make sure you have everyone’s updated contact information to ensure everyone you invite gets the message.

Efficiently Managing RSVPs

Accurate RSVP numbers will help you understand how many guests you’ll need to accommodate, which is important for selecting a venue, booking catering services and establishing an appropriate budget. Some key aspects of managing incoming RSVPs include:

  • Set a deadline: Require guests to respond by a specific date several weeks before the party to give yourself enough time to finalize plans and confirm numbers with other party planners and vendors.
  • Have one point of contact: Appoint one person to serve as your point of contact for invitees to reduce the risk of missing responses.
  • Use a tracking system: Whether you set up an Excel spreadsheet, an online response form or a specialized event planning tool, having an organized system can help you ensure an accurate headcount.

How to Budget for a Retirement Party

How to Budget For a Retirement Party

Of course, it’s important to ensure your party stays within your company budget. The most important line items in your retirement party budget include:

  • Venue
  • Food and beverage
  • Entertainment
  • Decorations
  • A send-off gift

Based on the amount your company has available for employee perks — and the amount other team members are willing to contribute — you can build a budget that makes sense for your event.

Selecting the Right Venue

Choosing the right setting is key for ensuring your party goes smoothly. You need to make sure the venue can hold all your guests without feeling cramped or going over budget.

Some popular retirement party venues include:

  • Hotel ballrooms
  • Banquet halls
  • Sports clubs
  • Private rooms in bars and restaurants
  • Public parks

You can also hold the party at someone’s house if you’re planning a more intimate gathering, or a large space at the retiree’s workplace so the whole company can attend.

If you’re set on an outdoor venue, make sure to have a backup venue you can use in the event of inclement weather. That way, you won’t have to postpone the party.

Venue Accessibility

Whether you host a backyard luau or book a five-star hotel ballroom, you need to make sure the venue you choose is fully accessible for everyone who wants to attend.

Some essential accessibility considerations include but are not limited to:

  • Entrance: Do guests have at least one way to get into the venue without needing to use stairs?
  • Parking: Are there accessible parking spots that provide enough space for people with mobility devices to get out of their cars safely?
  • Interior: If the venue has more than one floor, are there elevators or ramps guests can use to move between levels? For example, you could host the party at the home of a co-worker who has a residential elevator.

Catering Options and Ideas

One of the biggest considerations for any party is what kind of food you’re going to serve your guests. Whether you provide your own food or hire a catering service, you need to properly weigh out your options to choose the right one for the occasion.

Selecting a Catering Service

If you’re throwing a large party with lots of guests, catering is likely the more economical choice. You have several options for the type of catering service you can use:

  • On-premise: Many venues provide in-house catering services as part of your reservation, which is a great option for keeping your budget simple. However, you need to make sure the menu options will work for your guests.
  • Off-premise: Caterers will often travel to your location, which provides more flexibility in your choice of venue. They also take care of setup and tear-down for you, so you and your guests can kick back and enjoy the party.
  • Food trucks: Mobile catering services like food trucks and pop-up stands will travel to your location and cook food onsite.
  • Restaurants: Many restaurants offer catering services, including both large chains and small local businesses. If you know your retiree has a favorite place to eat near you, that could be a great option.

Whatever kind of service you go with, it’s important to make sure they can accommodate people with dietary restrictions like allergies, vegetarianism and veganism. That way, everyone feels included and you reduce your chances of losing money on food waste.

DIY Catering Solutions

If a catering service isn’t in your budget, or you’re planning a much smaller party, you can always cater it yourself. Some tasty retirement party food ideas include:

  • Backyard barbecue: A barbecue is great for creating a more relaxed atmosphere. You have plenty of options, too — beef and plant-based burgers, hot dogs, chicken drumsticks and tons of snacks like potato chips, pasta salad and fresh fruit.
  • Taco bar: Create a personal taco bar with fresh veggies, ground beef and chicken, refried beans, salsa and an assortment of tortillas and tortilla chips. For sides, you could offer Mexican rice and beans or a street corn salad.
  • Afternoon tea: For a more elegant and intimate party, you could provide fresh-brewed tea and coffee, complete with tea cakes, cookies, finger sandwiches and crackers.
  • Potluck meal: Have all your guests bring their favorite dish or dessert to create a unique spread that will have something for everyone. Just make sure the retiree doesn’t feel like they have to bring anything — they’re the guest of honor, after all!
  • Charcuterie: Keep it light with a board of fine meats, cheeses, fruits, crackers and other finger foods that pair well with wine. Even if you don’t plan to serve alcohol, your guests will enjoy the experience of tasting each food.
  • Build-your-own sandwiches: Accommodate diverse tastes by making a sandwich bar complete with all the fixings — various meats, cheeses, bread, fresh veggies and sauces. Offer a variety of potato chips or fresh veggies as sides.

What About the Cake?

Having a Decorated Cake

Every party needs a cake! Having a decorated cake that fits with the party theme or the retiree’s personal aesthetic adds a sweet bonus to the party.

You can typically get custom cakes from local bakeries and grocery stores, depending on your budget. Or, if someone in the company decorates cakes as a hobby, you could ask them to create one for the party.

Entertainment Ideas for a Memorable Event

From live music to party games and interactive activities, entertainment is one of the most important elements of any party. Here are some retirement party ideas that will excite your guests and honor the retiree:

  • Trivia: Play a few rounds of trivia centered around the retiree’s favorite hobbies, movies, or any other category you can think of. You can offer prizes to the top players if you like, or you can give winners bragging rights for free.
  • Guess the memory: Ask guests to write down their favorite memory with the retiree during or outside of work, then make a game out of guessing who wrote each memory.
  • Photo booths: You can either rent out a photo booth or make one yourself using a sheet and paper props. Make sure to compile all the photos into a book or digital album as a keepsake for the retiree.
  • Speeches: Set aside some time during the party for anyone who wants to give a speech to do so. Coordinate with speakers who want to prepare in advance to ensure you give them the time they need, and allow others to share short, impromptu speeches if they want to honor the retiree.

Music Options

The right soundtrack is essential for energizing your guests and keeping everyone in a good mood. You have a lot of options for the types of music you can play at a retirement party, including:

  • Live band: There’s nothing like live music to create a fun atmosphere. You can often find local gems on social media, which is often one of the most affordable options for hiring live music.
  • DJ: A live DJ brings a high energy and engaging personality to a party, encouraging guests to dance and participate in games and activities.
  • Curated playlist: Putting together a personalized playlist on a music streaming app adds a special touch by showing how much you care. You could ask coworkers and supervisors to each suggest a song that reminds them of the retiree for a more heartfelt selection.

Decorating for a Retirement Party

You have several options when decorating for a retirement party based on your theme, venue and available funds.

First, consider your theme to determine what kinds of decorations you should use. For example, you could decorate a beach-themed backyard barbecue with flamingos, tropical flowers, surfboards and beach umbrellas.

If you’re torn between making your own decorations and hiring a professional, you’ll want to think about:

  • Convenience: Hiring a professional decorator takes a big task off your retirement party checklist, allowing you to focus on the more personal aspects of the party.
  • Venue: Some venues will take care of decorating for you as part of your event reservation. If you’re throwing the party at your office, a public meeting space or someone’s backyard, you have more flexibility.
  • Budget: If your venue reservation doesn’t already include decorating, consider how much you have left in the budget to spend. Crafting your own decorations is often more cost-effective for a tight budget, though you can often negotiate on rates with a vendor.
  • Ability: Does the group in charge of planning the party know how to make and arrange decorations, or do you need extra help in that regard?

Contact Inclinator Today

Encourage Your Retiree to Contact Inclinator Today

At Inclinator, ensuring a great retirement is a key component of our mission. That’s why we build reliable, aesthetically pleasing accessibility aids like home elevators and dumbwaiters — so retirees can enjoy their independence well into their golden years.

If you think your retiree would be interested in investing in a home elevator, we’re here to help. Encourage them to reach out to us online for more information, or direct them to your nearest dealer.

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