Planning Tips

Before you begin planning, make sure you have administrative approval for all major aspects of your event prior to signing any contracts or publicizing dates.

Committees

• Set a scheduled time for regular meetings that are convenient for all committee members and establish an attendance policy up front
• Develop an agenda to make the best use of everyone’s time and to ensure key topics are covered 
• Establish subcommittees and delegate projects to even out the workload 
• Record detailed minutes, document action items and make sure each member gets a copy so that expectations are understood

Location

• Book early
• Select a centralized location and verify the site’s requirements for services, equipment and catering
• Determine if there is adequate space for your maximum expected attendance — this includes sitting, dancing, photography and parking
• Ask for referrals from other schools that have used the facility for their proms 
• Make sure you can decorate the space with relative ease 
• Check the acoustics

Food

• Consider selecting foods that complement your theme
• Determine how your food budget will impact the ticket prices before finalizing your menu
• If your budget allows, use a professional caterer and know what will be provided — plates, silverware, tablecloths — to plan around those needs
• Keep your caterer informed of any planning changes as they are made
• Buffets allow people to eat when they arrive and all throughout the evening
• Make sure there are plenty of beverages since dancing can make you thirsty
• Consider donating the leftover food to a homeless shelter and coordinate this in advance 

Decorations

• Select a theme and colour scheme to be used throughout your event
• Recruit as many volunteers as possible and make sure you have adequate supplies to fill your space
• If the walls of your venue clash with your colour scheme, try to cover them up with fabric, drapes or paper — or ask the artists in your class to paint a canvas mural that complements your theme
• Balloon arches make a great entrance
• Centerpieces are a great way to extend your theme — confetti and live plants are inexpensive options and edible versions can be fun as well as functional
• Adding a bowtie to each chair dresses up a “plain” style and further incorporates your colour scheme
• Use a computer projector to show pictures from the school year
• Don’t forget onsite signage to direct your guests to the event

Fundraising

• Establish a fundraising subcommittee and try to select activities that have been successful in the past
• Start early — the more fundraising you do, the lower your ticket price
• Open a bank account as soon as you begin fundraising and space your events evenly so volunteers and those making donations won’t be overwhelmed
• Consider having sponsorships or selling ad space and coupons in your program as part of your fundraising efforts
• Solicit donations for goods and services needed for your dance, including decorations, printing services, food and beverages.

Themes

• Outline the criteria that your theme must meet and have a brainstorming session
• Select something that can be easily visualized and publicized — simple themes are often the best
• Remember that the theme is not just for dance night, but it is also for pre-dance publicity and fundraising activities
• Determine a colour scheme for your theme and use it throughout all elements of the event