Prom tips: essential tips on how to plan a prom

A prom is an important celebration that marks the end of high school and the beginning of a new chapter in life. However, before the party can begin, the prom first has to be planned and organised. This is quite a challenge for school leavers, as there is a lot to consider. The good news is that with thoughtful planning and clear tasks, your prom is sure to go smoothly. We have put together an overview of the most important steps in planning your prom and we will show you what you need to keep in mind when organising this milestone event.

Prom tips — step 1: put together a prom committee

The first and most important step is to set up a dedicated team to handle the organisation. It's best to do this right at the beginning of the school year so you have enough time to adequately plan the prom.

Ideally, the team should consist of several people with different strengths - from maths fans who can calculate the budget to creative minds for tackling design and decorations. Everyone’s responsibilities should be clear-cut to avoid stress and misunderstandings later on.

The following roles are essential and should be assigned to members of the prom committee:

• Chairperson: keeps an overview, is involved in all areas of the organisation, signs contracts

• Treasurer: opens a prom bank account, takes care of the finances and refinancing

• Members responsible for specific tasks: e.g. location, food & drinks, decoration, crowdfunding campaigns & finding sponsors, lights & music, entertainment, waiters & other services, designing & ordering printed materials, etc.

An area of responsibility can be shared by multiple members. You can collect ideas and discuss them as a team. However, the person responsible for any given assignment should maintain an overview, ensure that all tasks are completed one by one and get the job done on time.

Prom tips — step 2: calculate your costs & plan your budget

Before you start planning a prom, you should roughly calculate what costs you can expect, how much money you have available and how you can raise money for the event.

Good financial planning is the foundation of a successful prom. You should consider these aspects and costs:

• Roughly calculate all possible costs: location, catering, music, decorations, services, technical equipment and perhaps a surprise highlight or two. Think about hidden costs such as insurance or permits and plan a buffer for unexpected expenses.

• Calculate your income. This includes entrance fees, money from fundraisers and donations from sponsors.

• Set budgets. Determine how much budget is available for each area (e.g. food, entertainment, etc.)

The financial plan for your prom will be a rough estimate at the beginning. You can update it and record your income and expenses as you go.

Prom tips — step 3: determine a date for the prom

If possible, the prom should take place on a Friday or Saturday. However, quite often, a school will reserve a date far in advance. If this is the case, it is a good idea to make use of this date as a lot of teachers reserve this day months ahead of time.

As soon as the date has been confirmed, you should inform all families, teachers and guests of honour as early as possible so that they can save the date in their calendars.

Prom tips — step 4: decide on the number of guests

To make sure the prom runs smoothly and to calculate the costs you will incur, it is important to determine the number of prom guests early on. A prom is often divided into a graduation ceremony and an after-party:

• The graduation ceremony is usually attended by the graduates and their families, teachers and the headmaster. There may also be guests of honour such as former classmates and sponsors.

• For the after-party, you can plan to bring friends and students from other grades.

Important points when choosing a location for your prom are:

• Is the location big enough for the number of guests you are expecting?

• Is there enough space for a dance floor, buffet and possibly a stage?

• Is it accessible for guests (parking lot, public transport)?

• Do you need to hire technical equipment (lighting, sound) separately or does it come with the location?

• Does the location fit the budget?

• Compare different locations, get estimates and weigh up which option suits you best.

Prom tips — step 6: fundraising and sponsors

To cover the costs of the prom, there are some creative ways to raise money. One tried and tested method is to sell home-made cake, waffles or sandwiches in the school yard during the breaks. This is a great way to generate regular income to help finance the prom. Flea markets or fun runs are also popular fundraisers. Supporters can donate money per kilometre they or their family members have run.

Another great way to raise money, is to find sponsors. Universities, banks or local companies are often willing to sponsor such events. In return, they can place an advertisement in the school magazine, on tickets or in programme booklets.

Prom tips — step 7: permits, taxes & insurance

It is very important to get all the necessary permits and legal requirements you need for the prom. For example, you will need to apply for a liquor licence from your local council office if you want to serve alcohol. In addition, you will need to contact your local fire department to determine where to put escape routes in case of a fire. These must be clearly marked and accessible to ensure the safety of all your guests. A liability insurance is also essential to cover any possible claims.

Prom tips — step 9: book music & and entertainment

The music plays a key role in creating the ambience at a prom. You can either opt for a DJ or a live band - or combine the two. It is important that the playlist has something for everyone: from classics to current chart hits. Suitable songs should be selected in advance for special moments such as the opening dance or the honours. Also discuss in advance whether the necessary sound and lighting equipment is available for the band or DJ.

In addition to the music, you should also think about other entertainment options, such as

• A photo box where guests can take fun souvenir photos.
  Tip: You can also build this yourself with a good camera and a timer. This will help you save money.

• Games, activities or small shows during the transition phases.

• A special highlight such as fireworks or a light show to make the evening unforgettable.

Prom tips — step 10: find a photographer

A prom is a very special event, and you should keep hold of it! A professional photographer will make sure that you can look back on your memories of the evening for many years to come. When planning the prom, you should allocate photo times for each school leaver and their family in advance so that everyone gets to have their photo taken. You should also think about whether you would like to take group photos.

Prom tips — step 11: pick a motto and organise decorations

How you decorate your location will have a significant influence on the atmosphere of your prom. It is quite popular to choose a common motto for not only the last few days of school, but for the entire event, from the invitations to the decorations.

Get the entire class involved when choosing a motto. This is a great way to find a theme that the majority of students can identify with.

A motto will help you pick the right decorations, music and perhaps even the dress code. Depending on your taste and budget, you can opt for either elegant and glamorous decorations or keep it simple and modern.

Prom tips — step 12: find staff to man the event

To ensure your prom runs smoothly, it is important to organise enough staff. This includes bartenders and waiters for serving drinks, as well as staff for the cloakroom, box office, ticket sales, setting up, packing up and cleaning. It is also a good idea to have security to ensure the safety of your guests during the event. Whether you hire professional staff or find volunteers, depends on your budget. Either way, good planning and coordination guarantee a relaxed evening.

Prom tips — step 13: design & order materials that need printing

All the printed materials that you will need for your prom should be planned and designed well in advance. Tickets, programme booklets, name badges, drinks and menu cards are all important materials that need to be printed. One possible way of covering some of your costs is to have your sponsors’ logos printed on the tickets. Posters and flyers are also a great way to advertise the event and boost ticket sales. Signposts showing guests the way to the cloakroom or toilet are another important detail that you shouldn’t forget. You can show your teachers some appreciation by giving them each a personalised gift that suits the motto of the prom. For example, a bottle of champagne with individual name labels.

Prom tips — step 14: organise seating arrangements & prom entertainment

Welcoming the guests, speeches, honours and an opening dance are all typical elements of a prom and should be included in the programme. Talk to the headmaster to find out who will be giving a speech and whether there are any other traditions that you should include in the schedule.

The seating arrangement is also an important point. Make sure to group families and friends together if possible. Parents and teachers should have a good view of the stage.

Prom tips — step 15: prepare the location

In the last few days leading up to the prom, there will be a lot of things to get done. Decorations have to be put up, the catering prepared and the technical equipment checked. It's best to draw up a schedule that shows exactly who needs to do which tasks and when. This will ensure that everything runs smoothly, and you can enjoy the evening without any stress.

However, your prom schedule is not set in stone, and you can include new ideas as you go. The only important thing is to plan early and book the location and service staff as early as possible.

In addition to organising the prom itself, it is also important to plan your outfit so that you look good on your special evening. After all, your prom is a wonderful opportunity to wear a glamorous outfit. We have put some tips and inspiration together to help you make your evening special with an elegant outfit:

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References and further information:

https://london-post.co.uk/the-prom-checklist-everything-you-need-to-prepare-to-look-awesome/
(Last accessed on 04.11.2024)

https://www.pta.co.uk/events/step-by-step/step-by-step-leavers-prom/
(Last accessed on 04.11.2024)

https://www.totalguidetobath.com/the-dos-and-donts-of-prom/
(Last accessed on 04.11.2024)

The image sources in this text are in chronological order:

Cover photo: iStock.com/kali9
1st image in text: Prostock-studio – stock.adobe.com
2nd image in text: loki_ast – stock.adobe.com
3rd image in text: iStock.com/PeopleImages
4th image in text: iStock.com/ASphotowed
5th image in text: WavebreakMediaMicro – stock.adobe.com
6th image in text: C&A