Navigating exams and finishing off secondary school or sixth form deserves a celebration. Prom night is the perfect event to mark the end of an era. However, like all big events, organising an unforgettable prom requires a lot of planning.
Starting to plan a prom can feel daunting, but you shouldn’t panic. To help you out, we’ve used our events expertise to create a list of 5 simple steps to take. Following our short guide will set you on the path towards organising a prom night the school will be talking about for years to come.
The 5 Steps To Take When Organising Prom Night
- Planning Committee
- Set Budget
- Choose Your Prom Venue
- Promote & Send Invites
Start Your Planning Committee
One person can’t organise an entire prom. There’s so much planning to do, from booking your prom venue to arranging entertainment and refreshments. When one person has all the responsibility, this can spread them thin. Delegating the tasks between a range of people not only makes the planning process easier but ensures every aspect of your prom night is focused on.
Prom night is also something an entire school year looks forward to. All student’s ideas and feelings should be represented to ensure the prom is an inclusive event that everyone will enjoy. If you’re responsible for organising the event, use the planning committee as an opportunity to canvas student opinion.
One idea is to create an advertisement to be on the planning committee. Students can then apply by sharing their ideas and suggestions for prom night. Once you’ve established your committee, divide the responsibilities and get started on your planning journey.
Once your committee is established, the first thing you will need to set is your budget. Before you make any of the more exciting decisions, such as choosing your prom venue, decorations, or entertainment, you need to know what money is available to spend. Understanding your budget helps you narrow down the options and ensure you make the right decision.
When you’re planning any event, you will typically have a budget to spend. It’s your job to distribute the money between aspects of the event. For example, your prom venue will cost more to hire than entertainment or decorations. Factor in your most expensive outgoing first and then check to see if you have enough in your budget to cover the rest of your event needs.
Of course, there may need to be some give and take. To be able to afford the perfect party venue, you may need to choose a different DJ, for example. However, there are some steps to take to increase your budget. Fundraisers are a great way to raise funds to spend on your prom night event. Bake sales and mufti days can not only increase your budget but will get students even more excited for their prom night.
Choose Your Prom Venue
Choosing your prom venue is one of the most exciting decisions to make when planning the event. One of the most important things to consider is the location. For a prom, it makes sense to keep the party venue local to your school, to keep it fair for all students. Accessibility is a big factor to consider to ensure everyone can enjoy the once-in-a-lifetime night.
Your prom venue should not only be in an accessible location, it should have accessible entrances. Attendees with disabilities may require a specialist entrance, such as a disabled access ramp for anyone who uses a wheelchair. Check that your chosen venue can be enjoyed by every student before making a booking.
Before making a final decision, make sure you see the venue with your own eyes. Photos can only tell so much of a story. When you see the prom venue in person you can see every part of the location for yourself. Making a visit lets you chat with the events team, see if the venue will match your theme, and find out about any in-house catering options.
To help you pick the best venue for your prom night, here are some questions to consider before committing to a booking:
- Is there space for a dancefloor, DJ, or band?
- Do you want a standing buffet or a sit-down meal?
- Are you allowed to set up your own decorations?
- Is there space for an area where attendees can take a break?
- What is the cancellation policy and how much is the deposit?
- Is there an outdoor space for guests to enjoy?
Prom night entertainment is one of the most exciting decisions you get to make. Of course, everyone wants music that they can dance the night away to. But do you go for a band or a DJ? Live music can create an unforgettable atmosphere in your event. However, a DJ can play all the latest and classic hits. Discuss the pros and cons with your planning committee and choose a music act that will make the prom night one to remember.
Photo booths are also a fantastic form of entertainment. Having one in the corner away from the dancefloor lets attendees gather with friends and take mementos of the night. Feather boas, cowboy hats, and novelty glasses are all great fancy dress items to throw on before jumping in the photo booth.
Promote & Send Invites
Once you’ve booked your prom venue, chosen your entertainment, and arranged catering, it’s time to send out the invites. Let everyone know the date you’ve set, just make sure it
doesn’t clash with any other school events! Matching invites to your theme is a sure-fire way to build up excitement throughout the school, not just among those attending!
You should also promote the prom through exciting posters, email announcements, and fundraisers. Getting the word out makes sure everyone knows what the date is as well as what they need to do to attend. After sending the final invite, put the finishing touches on the venue and get ready to enjoy an unforgettable prom night.
cinch Stadium at Franklin’s Gardens Prom Venue
You only get one chance at prom, don’t settle for anything but an unbelievable prom night venue. At cinch Stadium at Franklin’s Gardens, we have a variety of unique and unforgettable event spaces perfect for hosting your prom. Discover what’s on offer today, call our event’s team on 01604 751543 or visit our contact page to enquire further.