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| Prom Coordinators & Committees | ||||||||||||||||||||||||||||||||||||||||
| Prom is always a big undertaking, but it doesn’t have to
be overwhelming. Getting help with the planning and all
the little details that will make your prom perfect are
the keys to success. We’ve gathered together tips from
successful prom coordinators, professional prom
planners, and prom committee members.
Good luck and we hope your prom is perfect! |
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Prom Committee Checklist: Prom committees should be formed at the beginning of the school year. You must choose the date and location first. Choosing A Location Depending on the location, you may have to book it a few months before or up to 16-18 months in advance. Evaluate the facility for sound capability and whether it can handle a large band. Check it for adequate parking. Some places will offer to decorate, provide food, and security. Find out exactly what their price includes. Choosing Entertainment  If you decide on choosing a band, consider at least three. Try and listen to them in person. You can talk to last year’s committee and see if they have any suggestions. Choose a versatile band that can play several styles of music. If you decide on using a DJ, confirm what type of sound and lighting equipment is included in the price quote. Some DJ’s will include a light show, fog machine, etc. Make sure that the DJ has a current music library. Ask for a list of school references. Once you select the DJ check their space requirement for their equipment and also special power requirements. Once you hire a band/DJ make sure they are aware of particular songs that you may want played at the prom (theme song, or class favorites). Make sure you get everything in writing, including time, date, and location. Include the name of the DJ and/or musicians in the contract in order to avoid bait and switch tactics. Be sure that the band/DJ has liability insurance. Choosing A Photographer Once you know the event date, book the photographer. Make sure you get bids and check references. Ask if they offer rebates to schools to help defray the cost of the event. Check with the photographer to get the necessary ordering and payment information. Ask what package selections are available. Be sure to get the delivery time of the photos in writing. You may want to consider posting a sign-up sheet for photo time-slots in order to organize the photo shoot. You can make a photographic background to coordinate with the event’s theme or the photographer may have one that goes with your theme. Many photographers have sets with different themes to choose from. If you make your own, consult with the photographer in order to get the correct size and material needed. Select a background that enhances the formal look. Choosing A Theme |
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Decorations A prom kit can be purchased from various catalogs, but they are expensive and you still have to assemble them. You can get ideas from their catalogs and build your own. Local rental companies may have some of what you need at a better price. Check both options and choose the one that best fits your school's budget. Security Some sites chosen for prom will include security, but in most cases you must provide your own. You could hire a security company or off-duty police officers. Check with the local school board and police officials for guidance in this area. Prom Fundraisers
Post Prom Planning a post prom party? Check out our Post Prom page. |
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