Prom is one of the most memorable events of your high school life. It’s a night to celebrate with your friends, dance to your favorite tunes, and make lasting memories. But planning a prom is not an easy task. It requires a lot of organization, dedication, and creativity.
That’s why we’ve created this complete checklist to help you plan a perfect prom from start to finish. Whether you’re a member of the prom committee or just curious about what goes into planning a prom, this guide will give you all the tips and tricks you need to pull off an amazing event.
September and October
Form the Prom Committee and Set the Date
The first step to planning a prom is to form the prom committee. This is a group of students who are interested in organizing and executing the prom. The prom committee should have a leader, a treasurer, and several subcommittees that focus on different aspects of the prom, such as fund-raising, decorations, entertainment, etc. To recruit members for the prom committee, you can put up posters around the school, tell your friends, or even post on social media.
The next step is to set the date for the prom. This should be done as early as possible, as it will affect many other decisions, such as booking the venue, hiring the DJ, etc. Make sure you consider other big events that might be going on in your school, such as graduation and field trips. You don’t want to clash with them or lose potential attendees. The most common time for prom is in May, but you can adjust it according to your school’s schedule.
Plan the Budget and Start Fund-raising
Another important step in planning a prom is to plan the budget. You need to know how much money you’ll need to cover all the expenses of the prom, and how much you’ll charge for the tickets. The budget should include the cost of the venue, the DJ, the caterer, the photographer, the decorations, the invitations, the favors, and any other extras you want to add. You can use online tools or spreadsheets to help you plan and track your budget.
Of course, you won’t have all the money you need right away. That’s why you need to start fund-raising as soon as possible. Fund-raising is a way to raise money for the prom by organizing events or selling products or services. Some examples of fund-raising ideas are bake sales, car washes, raffles, auctions, etc. You can also ask for donations or sponsorships from local businesses or organizations. The more fund-raising events you organize, the more money you’ll have for the prom.
To manage your fund-raising and ticket sales, you should set up a bank account and a credit card specifically for the prom. This will make it easier to collect and spend the money, and to keep track of your transactions. You should also appoint a treasurer who will be responsible for handling the money and keeping the records.
November and December
Book the Venue, DJ, and Caterer
Now that you have a date and some money, you can start booking the essential services for the prom. These are the venue, the DJ, and the caterer. These are the most important and expensive aspects of the prom, so you should do your research and compare your options before making a final decision. You should also book them as early as possible, as they tend to get booked fast during the spring season.
The venue is the place where the prom will be held. It should be big enough to accommodate all the guests, have a dance floor, a stage, a sound system, and a good atmosphere. You can choose from various types of venues, such as hotels, banquet halls, restaurants, clubs, etc. You should also consider the location, the parking, the security, and the availability of the venue.
The DJ is the person who will provide the music and entertainment for the prom. They should have a good selection of songs, a professional equipment, and a charismatic personality. You should also communicate with them about the theme, the schedule, and the special requests for the prom. You can find DJs online, through referrals, or by attending other events.
The caterer is the company that will provide the food and drinks for the prom. They should have a variety of dishes, a good quality, and a reasonable price. You should also consider the dietary restrictions, the allergies, and the preferences of the guests. You can choose from different types of catering, such as buffet, plated, hors d’oeuvres, etc. You should also check the reviews, the samples, and the contracts of the caterers.
Start Organizing the Post-Prom
The post-prom is an optional but popular part of the prom night. It’s a party that takes place after the prom, usually at a different location, where the guests can continue to have fun and relax. The post-prom is usually organized and funded by the parents, as a way to keep the students safe and supervised. However, the prom committee can also help with the planning and coordination of the post-prom.
The post-prom should have a theme, a venue, a budget, and a schedule. The theme should be different from the prom theme, and should be fun and appealing to the students. The venue should be close to the prom venue, and should have enough space and facilities for the guests. The budget should cover the cost of the venue, the food, the drinks, the entertainment, and any other extras. The schedule should specify the start and end time of the post-prom, and the transportation arrangements.
Some examples of post-prom themes are casino night, carnival, beach party, etc. Some examples of post-prom venues are bowling alleys, movie theaters, arcades, etc. Some examples of post-prom entertainment are games, prizes, karaoke, etc.
January and February
Decide on the Theme and Choose the Decorations and Invitations
One of the most fun and creative parts of planning a prom is deciding on the theme. The theme is the overall concept or idea that will guide the look and feel of the prom. The theme should reflect the personality and preferences of the students, and should be original and memorable. The theme should also be easy to execute and affordable to implement.
There are many ways to choose a theme for the prom. You can brainstorm with the prom committee, look for inspiration online or in magazines, or hold a vote among the students. Some examples of popular prom themes are Hollywood, masquerade, enchanted forest, etc.
Once you have decided on the theme, you can start choosing the decorations and invitations that will match the theme. The decorations are the items that will transform the venue into the theme. The invitations are the cards that will announce the prom and invite the guests. The decorations and invitations should have a consistent color scheme, style, and design.
You can order the decorations and invitations from online or local vendors, or you can make them yourself. If you decide to order them, you should shop around to get the best deal and quality. If you decide to make them yourself, you should budget for the materials and time. You should also consider the size, the quantity, and the durability of the decorations and invitations.
Book the Photographer
Another important service to book for the prom is the photographer. The photographer is the person who will capture the moments and memories of the prom night. They should have a professional camera, a good portfolio, and a reasonable rate. You should also communicate with them about the theme, the schedule, and the special requests for the prom. You can find photographers online, through referrals, or by attending other events.
The photographer should be available to take photos of the guests before, during, and after the prom. They should also offer different packages and options for the photos, such as prints, digital copies, albums, etc. You should also check the quality, the delivery, and the contract of the photos.
March
Order the Invitations, Tickets, Memory Books, and Favors
By March, you should have some money in your prom bank account, thanks to your fund-raising efforts and ticket sales. You should use this money to order the items that you’ll need for the prom, such as the invitations, the tickets, the memory books, and the favors. These are the items that will make the prom more personal and memorable for the guests.
The invitations are the cards that will announce the prom and invite the guests. They should have the date, the time, the location, the theme, and any other relevant information about the prom. They should also match the theme and the decorations of the prom.
The tickets are the passes that will allow the guests to enter the prom. They should have the price, the name, and the logo of the prom. They should also match the theme and the invitations of the prom.
The memory books are the souvenirs that will contain the photos and messages of the prom. They should have the cover, the pages, and the binding of the prom. They should also match the theme and the favors of the prom.
The favors are the gifts that will be given to every guest at the prom. They should have the name, the logo, and the theme of the prom. They should also be useful, durable, and affordable.
You can order these items from online or local vendors, or you can make them yourself. If you decide to order them, you should shop around to get the best deal and quality. If you decide to make them yourself, you should budget for the materials and time. You should also consider the size, the quantity, and the delivery of these items.
Create the Guest List and Seating Chart
Another important step in planning a prom is to create the guest list and seating chart.
The guest list is the list of people who will attend the prom. It should include the members of the student body, as well as any special guests, such as faculty members, alumni, or dates from other schools. You should also consider the capacity and the budget of the prom, and set a limit on the number of guests per student.
To create the guest list, you can use online tools or spreadsheets to collect and organize the names and contact information of the guests. You should also ask the students to register their guests and pay for their tickets in advance. You should also check the eligibility and the identity of the guests, and make sure they follow the rules and the dress code of the prom.
The seating chart is the plan that shows where each guest will sit during the prom. It should assign each guest to a table, and a table number. You should consider the preferences and the relationships of the guests, and try to avoid any conflicts or awkwardness. You should also make sure that the seating chart is compatible with the layout and the capacity of the venue.
To create the seating chart, you can use online tools or software to design and print the chart. You should also have the students submit the names of friends they want to sit with, and try to accommodate their requests. You should also label each table with a number, and place a card with the names of the guests on each table.
May
Confirm All Reservations and Finalize the Guest List and Seating Chart
The first task for May is to confirm all the reservations and finalize the guest list and seating chart. This is the time to make sure that everything is ready and in place for the prom, and to avoid any last-minute changes or cancellations. You should also make sure that everyone who is attending knows where and when to go, and what to expect.
To confirm all the reservations, you should call or email the venue, the DJ, the caterer, the photographer, and any other staff that you have hired for the prom. You should reconfirm the date, the time, the location, the theme, and the services that they will provide. You should also check the contracts and the payments, and make sure that everything is clear and agreed upon.
To finalize the guest list and seating chart, you should have the RSVPs from all the guests by now. You should let the venue and the caterer know the final number of attendees, and any special requests or accommodations that they might have. You should also create a seating chart that assigns each guest to a table, and a table number. You should consider the preferences and the relationships of the guests, and try to avoid any conflicts or awkwardness.
Decorate the Venue and Purchase Any Extra Food or Beverages
The second task for May is to decorate the venue and purchase any extra food or beverages that you might need for the prom. This is the time to transform the venue into the theme of the prom, and to make sure that there is enough food and drinks for the guests. You should also recruit some extra students to help you with this task, as it can be stressful and hectic.
To decorate the venue, you should transport all the decorations that you have ordered or made to the venue as soon as you are allowed. You should also bring some tools and supplies, such as scissors, tape, glue, etc. You should then follow the plan and the layout that you have prepared, and set up the decorations in the appropriate places. You should also inflate the balloons, hang the banners, and arrange the tables and chairs.
To purchase any extra food or beverages, you should check the menu and the quantity that the caterer will provide, and see if there is anything that you need to add or supplement. You should also consider the preferences and the allergies of the guests, and try to offer some variety and options. You should also buy some ice, cups, napkins, and utensils, if they are not provided by the caterer.
Put the Finishing Touches on the Decorations
The final task for May is to put the finishing touches on the decorations and enjoy the prom. This is the time to make sure that everything is perfect and ready for the prom, and to have fun and celebrate with your friends. You should also be proud of yourself and your prom committee, as you have worked hard and accomplished a lot.
To put the finishing touches on the decorations, you should check the venue one last time before the guests arrive, and see if there is anything that needs to be fixed or adjusted. You should also make sure that the sound system, the lighting, and the temperature are working properly. You should also place the favors, the memory books, and the table numbers on each table.
To enjoy the prom, you should dress up, show up, and have a blast. You should dance, mingle, eat, drink, and take photos. You should also thank the guests, the chaperones, the staff, and the prom committee for making the prom possible. You should also follow the rules and the schedule of the prom, and be respectful and responsible.
The Day After Prom:
The day after prom, you should take down and store the decorations and take a day off. This is the time to wrap up the prom and to relax and recover from the night. You should also appreciate and cherish the memories and the experiences that you have gained from the prom.
To take down and store the decorations, you should go to the venue with your clean-up crew, and collect all the decorations that you want to keep or reuse. You should also dispose of any trash or leftovers that might be left behind. You should then store the decorations in your school or in a safe place, until it’s time to plan the next prom.
To take a day off, you should treat yourself to a mental health day by sleeping in, binge-watching your favorite shows, or taking a long walk in the spring weather. You should also reflect on the prom and how it went, and what you learned and enjoyed from it. You should also congratulate yourself and your prom committee for planning a perfect prom. You did it!
