Prom Countdown

To assist you in planning your perfect prom night we have included a handy guide to ensure that you cover all bases and nothing is left to chance. Don’t forget that proms evenings are held by many schools around the same time of year, so demand will be high! Make sure that you plan and book as early as possible to avoid disappointment.

As soon as possible…

Select your proms committee & member of staff
Set a date for the event
If you are going to have a theme, now’s the time to set it
Book venue
Book caterers
Book photographer
Book a DJ
Set a budget and discuss funding

Six months before…

Start promoting the prom date and theme
Commence fund rising, which will continue throughout

Five months before

Design tickets
Confirm entertainment /performers, if any
Make sure all suppliers have confirmed in writing and that you are keeping within budget

Three months before…

Design posters and place in prominent locations around school
Promote event on school website
Keep an eye on your budget and make sure you don’t over spend

Two months before…

Remember to remind parents of times and particulars of the event
Get quotes from printers to print required number of invitations. (Try and negotiate on cost if possible)
Start selling tickets

One month before…

Speak to the DJ about the music selection
Publicise event on social media if possible

One week before…

Arrange collection of all your hired /required venue styling items
Confirm numbers for catering purposes
Keep promoting to increase ticket sales
Take a final look at your budget

On the eve of your prom…

Buy food and drink if you are not using external caterers
If you have access to venue, start decorating / theming

On the day…

Liaise with caterers; ensuring timings are all in place
Finish your venue decoration
Enjoy the night

Post prom

Ensure venue is cleared and cleaned
Return any hired items
Contact all suppliers to arrange payment
Produce a final set of proms accounts