How to Organise
a Prom

Proms are exciting events that mark a
significant milestone in the lives of high school students. It’s a
time for celebration, fun, and creating lasting memories with
friends. Organising a prom requires careful planning and attention to
detail to ensure everything runs smoothly. In this guide, we’ll walk
you through the essential steps to organise a memorable prom night.

Introduction

Prom, short for promenade, is a formal
dance typically held at the end of the academic year for high school
students. It’s a special occasion where students dress up in elegant
attire and gather to socialise, dance, and enjoy entertainment.
Organising a prom is a big responsibility, but with proper planning,
it can be a rewarding experience for both organisers and attendees.

Setting the Date and Venue

The first step in organising a prom is
to choose a date and venue. Consider factors such as school
schedules, holidays, and availability of venues. Ideally, the prom
should be held towards the end of the school year when students are
free from academic commitments. When selecting a venue, look for a
space that can accommodate your expected number of attendees and fits
your budget.

Creating a Budget

Creating a budget is crucial for
ensuring that expenses are kept in check throughout the planning
process. Allocate funds for venue rental, decorations, entertainment,
catering, and other expenses. Be sure to set aside some contingency
funds for unexpected costs that may arise. It’s essential to
prioritise spending and find ways to cut costs without sacrificing
the quality of the event. Your school may set a budget, but it can
also be augmented with a donations page (gofundme) tickets for entry,
and other fundraising activities throughout the year.

Theme and Decorations

Choosing a theme sets the tone for the
prom and helps tie all the elements together. Consider popular themes
such as Hollywood glamour, masquerade ball, or under the stars. Once
you’ve chosen a theme, brainstorm ideas for decorations that fit the
theme and enhance the atmosphere of the venue. From centerpieces to
photo backdrops, the possibilities are endless.

Invitations and Tickets

Designing eye-catching invitations
builds anticipation for the prom and ensures that attendees are aware
of the event details. Include essential information such as the date,
time, venue, dress code, and ticket price. Set up an online ticketing
system to streamline the ticketing process and track sales
effectively. Canva is one online resource great for designing these.

Entertainment
and Activities

Entertainment is a key aspect of any
prom. Consider hiring a DJ or live band to provide music that appeals
to all attendees. Additionally, plan fun activities such as photo
booths, dance competitions, or a prom king and queen contest to keep
guests engaged throughout the night. Dont plan too much as it can
unbalance the event and no give people time to socialise and have
fun.

Food and Drinks

Selecting the right catering options is
essential for keeping attendees satisfied throughout the event.
Depending on your budget and preferences, you can choose from a
sit-down dinner, buffet-style meal, or hors d’oeuvres reception.
Don’t forget to offer a variety of beverage options, including
non-alcoholic choices for underage guests. Dont forget food
tolerances and vegetarians/vegans. Do a poll to find out what’s
required.

Dress Code and Dress Shopping

Decide on a dress code that aligns with
your chosen theme and communicates expectations to attendees. Whether
it’s formal black-tie attire or a more relaxed semi-formal dress
code, make sure it’s clearly stated on the invitations. Encourage
students to start shopping for dresses and suits well in advance to
avoid last-minute stress.

Photography and Videography

Hiring professional photographers and
videographers ensures that the special moments of the prom are
captured beautifully. Consider offering photo packages for attendees
to purchase as souvenirs of the event. If budget is a concern,
designate volunteers to take photos and videos throughout the night.
We as a photography company, charge epr person ahead of the event for
our services. For example for £20 a head, we will have a photobooth
there, a roaming photographer and a full studio for formal and fun
portraits. Parents will always contribute to this.

Transportation

Arranging transportation for prom
attendees is essential for ensuring everyone arrives safely and on
time. Consider renting buses or limousines to provide transportation
from the school to the venue and back. Make sure to communicate
transportation details clearly to attendees in advance. Most people
make their own way, but for rural areas you could hire a minibus and
have everyone picked up.

Safety and Security

Safety should be a top priority when
organising a prom. Implement measures such as hiring security
personnel, providing first aid stations, and enforcing rules to
prevent underage drinking or other risky behavior. Have a plan in
place to handle emergencies and ensure that all attendees feel safe
and comfortable throughout the event. Venues will often do this or
have recommended security options for you.

Prom Committee and Volunteers

Forming a prom committee comprising
students, teachers, and parent volunteers can help distribute
responsibilities and ensure that no detail is overlooked. Delegate
tasks such as decorations, entertainment, ticket sales, and cleanup
to committee members and volunteers. Regular meetings and clear
communication are key to a successful collaboration.

Prom King and Queen

The selection of a prom king and queen
adds an element of excitement to the event. Consider organising a
nomination and voting process to involve the entire student body in
choosing the winners. Host a crowning ceremony during the prom to
announce the winners and celebrate their achievements.

Post-Prom Cleanup

After the excitement of the prom has
passed, it’s important to ensure that the venue is left in good
condition. Assign cleanup tasks to volunteers and committee members
to dismantle decorations, clean up any messes, and return rented
items. Thank everyone involved for their hard work and dedication in
making the prom a success.

Conclusion

Organising a prom is a challenging but
rewarding experience that requires careful planning, creativity, and
teamwork. By following these steps and staying organised, you can
create a memorable and enjoyable prom night for all attendees.
Remember to plan ahead, communicate effectively, and focus on
creating an unforgettable experience for everyone involved.

Download our Prom organisers guide book
here, for FREE https://alifetimeshared.co.uk/prom-resources/

FAQs

1. How far in advance should we
start planning the prom?

Start planning at least six months
to a year in advance to ensure ample time for booking venues,
vendors, and organising logistics.

2. What should we do if we exceed
our budget?

Look for areas where you can cut
costs, consider seeking sponsorships or fundraising opportunities,
and prioritise spending on essential aspects of the event.

3. How can we ensure inclusivity at
the prom?

Consider diverse entertainment
options, accommodate dietary restrictions when planning the menu, and
create a welcoming atmosphere where all students feel valued and
included.

4. What should attendees do in case
of an emergency during the prom?

Designate specific staff or
volunteers to handle emergencies, provide clear instructions on
emergency exits and procedures, and have a first aid kit and
emergency contact information readily available.

5. How can we encourage student
involvement in the planning process?

Solicit feedback from students on
themes, activities, and other aspects of the prom, involve them in
decision-making through surveys or focus groups, and offer
opportunities for volunteering on the prom committee. Create a free
newsletter and get everyones email address so they can be updated.
Sender.net is one we’ve seen people use.