Prom night it a night that everyone who attends will remember for the rest of their lives, so actually organising it comes with its own special type of pressure. If you’ve never organised an event of this scale before (unless you've organised weddings and concert crowd favourites) it’s easy to be daunted by the prospect, but follow our simple steps, and you’re sure to stay on track.
Get Your Committee Together
The first thing that you need to do when
organising a prom is to get a good committee together. Organising a large event
with so many different aspects isn’t easy, and you shouldn’t try to tackle it
by yourself. Forming a committee means that you can all contribute different
ideas, and it is much easer to split tasks amongst the group. By working
together, you can create a prom that everyone will remember, and it takes the
stress and decision making away from just one person.
Budget for Popular Prom Venues
Next, you’ll need to figure out what your
budget is. This is one of the most crucial tasks, as it will help you to
estimate what the cost of tickets needs to be with more accuracy, as well as
what you can reasonably afford. Remember that not all of the money can be
relied upon to come from tickets alone. You will need to put down deposits and pay
for some items in advance, so if you don’t have some money to hand you will
quickly find yourself with cashflow problems. Look into getting sponsorship
from some local companies to help you get the budget that you require. Keeping
accurate records is essential so you know exactly what you have and how much you
need!
Choose the Perfect Prom Venue
Once you have your Committee and your Budget organised, it’s time to find the perfect venue for your prom. There are loads of prom venues for hire in London, so you should be able to find one that isn’t too far away from you and fits in with what you can afford.
Visit Available Venues in Person
Don’t be afraid to get a few people from your committee together and view a couple of different options. Seeing the venue in person is the best way to decide if it is the right fit for you and your group. Plus, you can ask the manager any questions you might have and discuss some of the other plans that you have in your mind.
Tell Everyone About the Perfect Venue, Listen to Their Responses
With the decision on the venue, comes the final decision on the date. This should be discussed amongst your committee so that it doesn’t clash with any other important events, and that it’s on a night where you’re sure the majority of people will be able to make it. Make sure to enquiry and check everyone is in agreement. Now is time to let everyone know about the event and promote it as much as possible.
A good way to do this is with an invite. This can be posted on social media or sent via email – it doesn’t have to be printed out. Do your best to make sure everyone has the date in their calendar and release more information about the prom as and when you confirm different items – this will keep everyone’s interest in it and ensure that it’s the only topic on people’s lips.
The Food
Food is always an important aspect of any big event. People expect in to be served on time, for there to be plenty of it, and most importantly, for it to taste nice. Now, not everyone is going to expect Gordon Ramsey levels of deliciousness but having a good menu that everyone is going to enjoy starts the night off well. When you have a group with full stomachs, the rest of the night is more likely run smoothly. It’s important that you take all dietary restrictions into consideration and that both you and the chef have a list of what’s needed. You need to be able to serve food that your guests are able to eat!
Transport
Deciding how everyone is getting to and from the venue is something that you and your committee will need to look at. Typically, a bus is provided at a central location for everyone to depart from. This makes it easy for everyone to get to the venue, particularly if it is quite far away. Pricing this and ensuring that it’s taken into account when setting the cost for the tickets is essential, as transport can be more expensive than you might think.
When looking at a venue, note that transport options will differ around the city. Even the most versatile event space or seemingly most suitable venues might be far from convenient transport, so be sure to check that out. Transport links will be different between Mayfair, Covent Garden, Liverpool Street, Knightsbridge, Westminster, Temple, other stunning spaces, for example the Bloomsbury Ballroom or the Connaught Rooms, so be sure to make sure the location you want has good links.
Some Added Extras:
It’s always a good idea to have a few extras on the night to make it really a prom to remember. Of course, this will be limited by your budget, but there are loads of different things that you can do to make prom night extra special:
- Having a photographer there to capture all of those special moments is something that all of your guests are going to expect. But what about all of those more informal snaps? Having a photo booth is great fun. Filled with props, it is an added layer of entertainment on your night for everyone to both enjoy and Instagram.
- If you want to make your prom really different, then why not have it themed? There are so many creative spaces for you to browse and look to make sure that you can theme it exactly how you want, and with much variety comes much responsibility.
- Having party favours for everyone to take home at the end of the night is a really great idea. If you have a theme, then stick to that, but otherwise it really is up to you. Better even than a photograph, it’s something for all of your guests to hold onto so that they’ll never forget their prom.
- Organising a prom isn’t easy, but if you plan well, get a good group of people around you, and stay calm, then everything will fall into place much easier than you think. Soon you’ll have everyone thanking you for hosting the prom night that dreams are made of.
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