Going Away and Farewell Party Planning: A Simple Guide

Plan a going away party or farewell with a short timeline, budget, guest list, food and toasts, plus tips for Chicago-area venues and spaces.

November 2, 2026 · 6 min read · By the Beyond Chiavari team

Guests serve themselves food from warm chafing dishes and pour drinks at a buffet and beverage station during a lavish tented wedding reception illuminated with fairy lights — Buffet and beverage station, styled at an event

A farewell party has a built-in deadline: the guest of honor leaves on a date that will not move. That makes the planning short and the stakes surprisingly high, since people want to say goodbye well. The best farewells are warm, personal and not overbuilt. Gather the right people, make space for stories, and send the guest of honor off with something to remember.

Typical planning window: 2 to 4 wks; Typical planning window
Plenty of time for most farewells: 2 hrs; Plenty of time for most farewells
Common guest range: 15 to 60; Common guest range
Short toasts or stories: 3 to 5; Short toasts or stories
Group card or memory book: 1 card; Group card or memory book
Before leaving is the usual best date: 1 week; Before leaving is the usual best date

Who is it for, and who hosts

A going away party might mark a coworker's last day, a friend moving away, a family member shipping out or a student heading to college. Know who the guest of honor is and what they would enjoy. Some people love being the center of attention, and some prefer a quiet dinner. Ask a close friend or the guest's partner before you plan. The host might be a group of friends, a manager, a family member or a team. Decide who covers costs. At work, a collection envelope or a shared page works well, and it should be optional.

Pick a date

Hold the party about a week before the departure, when everyone is still in town but the guest of honor has time to pack. A last-day party at the office works for coworkers. Avoid the night before, when people are busy. If the person is moving a long way, consider a weekend gathering. A casual party earlier in the month plus a quiet final dinner is also common.

Choose a format

Office gathering. Cake, snacks and cards in a conference room or break room. Fast and simple, about an hour.

Backyard or patio party. Relaxed, with a grill or a taco bar. Good for 20 to 50 guests.

Restaurant or bar. Easy and no cleanup. Reserve a section or private room.

Potluck. Everyone brings a dish. Low cost and personal.

Surprise party. Needs a trusted co-planner and a good cover story. See surprise party planning rentals.

Virtual party. Useful if guests are far away. Combine with a shipped gift.

Six tasks cover most farewells. Split them among two or three friends so no one person carries the whole party.

Plan by guest count

Guests	Format	Food amount	Seats	Notes
10 to 20	Restaurant or home	Light dinner or snacks	10 to 20	Easy to include everyone
20 to 40	Backyard or party room	Buffet or grill	12 to 25	Rent 2 to 3 tables
40 to 75	Hall or yard with tent	Stations	20 to 40	Add a sound system
75 or more	Event room	Catered	40 to 50	Plan a program

Food amounts depend on timing. For a snack-only party, plan 6 to 8 bites per guest. For a meal, see how much food per person.

Make it personal

The best part of a farewell is the stories. Ask guests to write a short memory or advice on a card. Collect photos for a slideshow or a collage. Build a playlist of songs from the guest's favorite eras. A "memory jar" lets people drop in notes. Keep the program to a few short toasts of about two minutes each. See guest book alternatives.

Gifts

A group gift is usually better than many small ones. Pick something useful for the new place, such as a gift card, a framed photo or a travel item. For work parties, collect small contributions with no pressure. Keep a card for everyone to sign.

Food and drinks

Keep it simple. A taco bar, sandwich platters, pizza or a potluck all work. Add cake or the guest's favorite dessert. Plan non-alcoholic drinks and water. See food station ideas and equipment.

Seating and layout

Keep seating flexible. Seats for about half of guests, plus a few tables for food and cards. Place the guest of honor where everyone can reach them. Arrange the memory board near the entrance so guests can add a note on the way in. See backyard party layout plan.

Timeline

Plan in this order: confirm the date, tell the guest list, collect money, order food, make the card, set up, host, and send photos afterward.

A short program that feels warm

You do not need a long program. Gather everyone about halfway through the party, thank the guest of honor and share two or three stories. Let someone read the card aloud and present the gift. Keep it short, so the guest has time to talk with everyone. If there is a slideshow, aim for five minutes and a handful of photos. End with a group photo, and send it to the guest of honor the next day with a note.

After the party

Offer to help the guest of honor with last-minute tasks like packing, moving boxes or a final lunch. Share contact info so people can stay in touch. If the party was at the office, send a thank-you note to the team and clear the room. If you collected money, report the total and what was spent.

Order of operations

1Step 1Confirm the guest of honor's preferencesAsk a close friend or partner.
2Step 2Pick the date, place and formatAbout a week before the departure.
3Step 3Invite guestsTwo to three weeks ahead, by email or group chat.
4Step 4Collect for a gift and cardKeep contributions optional.
5Step 5Order food and rentalsPlan seats for about half the guests.
6Step 6Host a short programToasts, cake and a group photo.

Chicago-area notes

Chicago-area farewells often happen in offices, restaurant private rooms, backyards or park district spaces. If you reserve a restaurant, ask about minimums, deposit and time limits. For an office party, check with your building about booking the conference room and bringing in food. Summer backyard parties are popular, so plan shade and bug control. See mosquitoes and bugs at outdoor events. Winter parties benefit from a coat rack and a clear entry. Consider ride-share and transit details for guests who cannot drive, and tell neighbors in advance of any party at home.

Free download: Ultimate Event Planning Kit

The Ultimate Event Planning Kit gives you a one-page timeline, budget and guest list that fit a short-notice farewell. Use it to divide tasks among friends and keep the contribution list in one place. Get the free Ultimate Event Planning Kit

Frequently asked questions

How do I plan a going away party?

Pick a date about a week before the departure, choose a format, invite guests, collect for a gift, order food and plan a few short toasts. Two to four weeks is enough time.

What should I do for a farewell party at work?

A simple gathering in a break room or conference room with cake, snacks, a card and a few kind words works well. Keep it to an hour.

How long should a going away party last?

Two hours is plenty for most farewells. An office party can be an hour.

What food should I serve at a going away party?

Choose something easy and familiar, such as pizza, tacos, sandwiches or a potluck, plus cake. Include non-alcoholic drinks.

What do you give someone at a going away party?

A group card, a framed photo, a gift card or a small useful item for the new place. Group gifts are usually better than many small ones.

Should a going away party be a surprise?

Only if the guest of honor likes surprises. Check with someone close to them first.

How many guests should I invite to a going away party?

Invite people who matter to the guest of honor. 15 to 60 is common, depending on the setting.

Get your rentals priced

When the plan is ready, request a quote with your guest count and ZIP code, or book a free planning call and we will help you work through the numbers.

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