How to Plan a Prom

Ahh, prom night. This adolescent rite of passage is ripe with memories:
Mom fighting back tears of joy, Dad dispensing sage advice, a
stretch limo packed with your friends. Follow these steps and your
prom will be a night to remember.

Difficulty: Moderate

Instructions

1. Select a student chairperson and form an organizing committee with the teacher or administrator in charge of class or school activities. Discuss budget, decorations, menu, safety and entertainment. Brainstorm fund-raising and theme ideas. See 381 Plan a Fund-Raising Event and 373 Plan an Organizational Meeting.

2. Create a budget and choose a theme. If you have room in your budget, you can purchase a prom kit from various catalogs, but they can be pricey and require assembly. Build your own or check out options at a party rental company.

3. Find a venue and book it, sometimes as far as a year in advance. Bring a checklist with you to determine the following: How is the venue's sound capability? Can it handle a large band? Is there adequate parking? Are food, decorations and security included? Be sure to get a specific price quote. Some sites will include security, but in most cases you must provide your own.

4. Have committee members listen to at least three bands or DJs before hiring one. The band should play several styles of music. If you decide to go with a DJ, ask what the fee includes. Make sure the DJ has an up-to-date music library. Ask for and call references. Get everything in writing, including time, date, location and the names of the DJ or band musicians. Confirm that the band or DJ has liability insurance. See 335 Hire a Band.

5. Hire a caterer and photographer as soon as you set the prom date. Read 330 Hire a Photographer and 331 Hire a Caterer.

6. Brainstorm decorating and invitation ideas. Surf the Web for ideas and consult with art teachers. Make mood-creating scenery and lighting a priority.

7. Order invitations, tickets and any extras such as programs about three months before the prom. To cut costs, make your own invitations (for online sources, type "invitation kits" into a search engine) and tickets. Mail invitations and start selling tickets six weeks in advance.

8. Publicize the prom by hanging posters around the school about three months in advance. See 372 Publicize an Event.

Tips & Warnings

• Lay the groundwork for your prom as early as sophomore year if the class size is particularly large.
• Plan to have postprom parties that begin immediately following the prom. Volunteer parents, the PTA or the junior class can organize these parties.
• See 226 Set Up a Budget.
• Once you select the DJ or band, check their space needs for equipment and find out if they have any special power requirements. Provide a list of songs your class wants played at the event, including the prom theme song.

on 8/27/2006 While planning for your prom, keep a list of parent volunteers and vendors that you will send "Thank You" letters to after the prom. In doing so, you may be able to ensure their help with other events. Also, about two weeks before the event you will want to organize a committee of student volunteers who will help take down decorations after prom. An early morning clean up with complimentary bagels and coffee worked well to encourage volunteers.