6 Months - 1 Week Prior
Decorations should tie to the theme of your event. Make sure all ideas are safe and adhere to fire code and policies of the location of the event. Gather promotional materials, design invitation, tickets and programs for your event. Develop a timeline in which to have designs finalized, materials printed and an advertising campaign in place. Secure a printer who will be able to meet your deadlines.
Favors and Other Supplies
Order you party favors, royalty sashes and crowns and any other supplies needed at least 3 months before your event. Keep in mind that personalizing items typically take more time.
Develop a promotional plan to maximize attendance at your event. Be sure to think about what you are going to promote, the key time to promote it and how many times you want to promote it. Prestige Prom and Dance can provide all the materials needed to promote a fun photography experience that will provide guests with exceptional quality portraits to remind them of their special night for years to come.
Chaperones and Security
To ensure the safety and proper behavior of your guests, it is recommended and required by some schools to have chaperones and security personnel. Many event locations will provide their own security. The number of chaperones usually depends on the number of attendees. Request volunteers early to eliminate last minute scrambling to find help.
Confirm, Confirm, Confirm
Make confirmation calls to all suppliers, caterers, volunteers and anyone who plays a significant role in the night’s activities. This assures that all parties have the information they need and will be able to do their part in making your night a success. Doing this now also allows for time to make other arrangements if there are any issues.
Start selling tickets 4-6 weeks prior to the event. This will allow time for an accurate count of attendees. Be sure to set a deadline to cut off sales as well as allow for a certain number of tickets to be purchased at the door the night of the event. With the event date looming, it’s time to finalize all of the last minute details. Reconfirm with your major suppliers, provide a head count to your caterer, organize your supplies and schedule time with volunteers to help decorate.