How to Organise a Successful Prom

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How to Organise a Successful Prom

Leavers’ proms are quickly replacing traditional school discos and for good reason. This special event often marks the last time classmates come together. With thoughtful planning, you can create an evening they’ll cherish forever.

While teachers typically coordinate prom planning, involving your PTA can elevate the experience. Their expertise and support can make a real difference.

Below are key areas to focus on for a smooth and memorable prom night:

Build a Strong Volunteer Team

Start recruiting volunteers early; think about parents, staff, and enthusiastic students. Share posters and flyers around the school to attract help. Aim to begin planning at least six months in advance, though it’s still possible if you start later; just be ready to dedicate more time and energy.

Choose the Right Venue

Many schools use their own halls for convenience and cost-effectiveness. However, external venues like hotel ballrooms or event spaces can offer packages that include catering, entertainment, and decor which is perfect if time and resources are limited. If you host on school grounds, double-check any necessary licences or insurance requirements with your local council.

Select Entertainment

A live band often adds a sophisticated feel to the evening. Look for local bands or talented students eager for performance opportunities. A DJ is another option, excellent if you want curated music without overspending.

Pick a Theme and Decorations

Select a cohesive theme. Whether it’s based on films, eras, or a colour scheme, tailor your decor accordingly. The theme sets the tone, so finalise it before you start shopping.

Plan Food & Drinks

Decide whether to include buffet fare in ticket prices or set up a refreshment stall. For younger students, non-alcoholic options and light snacks are ideal. If alcohol is allowed (for sixth form events), ensure you have the correct licensing and remember that many schools prefer to avoid it to keep the night smooth.

Book a Photographer

Capturing memories can be priceless. Consider hiring a photographer who offers affordable prints or digital downloads, as students often love commemorative photos, but cost matters.

Price Your Tickets Wisely

Calculate costs carefully, covering decor, venue rental, food, and entertainment, and then add a margin if you’re fundraising. Set an early-bird ticket deadline to boost early sales.

Promote Early and Creatively

Print colourful posters and distribute flyers with details including date, theme, price, and ticket deadlines. Mention any fundraising goal to inspire support, which could be to raise money for new school equipment like new books or a school canopy. Give students enough heads-up to plan outfits, transport, and accommodations.

Set and Communicate House Rules

Outline event policies like no alcohol, dress code, arrival time, and guest rules clearly on promotional materials and tickets. Ensure everyone, including volunteers, understands and enforces them.

By focusing on these essentials—volunteers, venue, entertainment, theme, food, photography, tickets, promotions, and rules—you’ll be well on your way to organising a dance or prom night that students will remember fondly for years to come.

For more ideas on planning a successful school event (including prom), download our FREE guides and resources—perfect for PTAs, teachers, and volunteers!

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