Proms create memories that can last a lifetime.
But when you're on a prom committee responsible for pulling a prom together, the idea of creating a perfect event can be daunting to say the least.
With that in mind, we've put together guidelines to help you along the way. Follow it to plan an unforgettable prom that all of the attendees will rave about.
The Planning Process
Organizing a prom takes organization, creativity, and a fair amount of time. Give yourself at least three to four months to plan so you have time to get everything just right.
Here are some tips for the planning process:
Recruit a Prom Committee
Get a responsible group of students (and possibly faculty members) together to brainstorm and delegate tasks. Aim for five to 10 people.
Pick Your Prom's Theme
The prom theme ties all of your event's elements together. Brainstorm fun themes based on current pop culture or trends.
Make a Budget
Your prom planning committee will need to talk with your school administrators about your prom night budget.
Factor in venue, food, decor, entertainment, attire, and any other applicable expenses.
Find a Venue
Research venues that fit your budget and theme. Hotels, event venues, or even outdoor spaces can all work beautifully.
Handle Logistics
Figure out how students will get tickets and get to/from the venue.
From there, plan your prom's decorations, food, and entertainment. These are the fun details that make your prom a special night.
Your Prom Planning Checklist
Use this essential checklist while planning to stay on track:
-Set a date
-Determine budget
-Select a venue
-Choose a theme
-Hire entertainment (DJ, band, etc.)
-Organize ticketing
-Plan food and beverages
-Develop event schedule/timeline
-Arrange transportation
-Purchase decorations
-Assign committees (decor, entertainment, food, etc.)
-Promote the event
-Make photo area for pictures
Delegating Responsibilities
Prom requires too many moving parts for just one person to handle. Delegate these responsibilities to your prom planning committee members:
-Venue: This committee will research options, make a recommendation, and provide the school administration with details on costs and making a reservation.
-Entertainment: Responsible for researching options and providing details on booking a DJ or band.
-Food: Committee members make food recommendations and provide details on lining up a caterer or purchasing snacks.
-Decorations: This committee will develop ideas for decor based on the prom theme, then purchase or make the decorations.
-Ticketing: This committee manages ticket sales and collects money.
-Transportation: Responsible for researching and organizing transportation services.
-Promotion: Committee members will make posters and social media posts to get the word out about prom night.
-Photography: Committee members will make recommendations for hiring a photographer and set up picture areas,
-Safety: This committee will contact police about providing traffic control and arrange chaperones.
The more tasks you delegate, the less overwhelmed you'll feel.
Selecting a Prom Venue
One of the biggest decisions you'll be making is where to host your prom.
Consider these factors when selecting a venue:
Budget: Hotels and banquet halls often have minimum spends. Know how much you can spend.
Size: Make sure the venue accommodates your expected number of guests.
Amenities: Many offer food, decor, sound systems, and more in one package.
Atmosphere: Formal ballrooms, outdoor gardens, historic buildings all have great ambiance.
Availability: Reserve your venue six to 12 months in advance.
Accessibility: Ensure the venue is Americans With Disabilities Act compliant.
Location: Consider travel time and transportation logistics.
Parking: Ensure adequate parking or valet arrangements.
Your venue sets the tone for the entire event, so choose it carefully.
Fun Prom Themes
A creative theme brings the entire prom together in a cohesive way. Consider these popular prom themes or come up with your own:
-Masquerade ball
-Black and white affair
-Twenties throwback
-Under the stars
-Tropical paradise
-Arabian nights
-Hollywood glam
You also can tie themes to pop culture. Movie themes like Star Wars, Grease, or The Great Gatsby give you lots of inspiration for decor. Or, try music themes like Country Western, 1990s throwback, or rock bash.
Prom Trends
Stay on top of current prom trends to really wow your classmates.
-Photo booths with fun props are a must for selfies.
-Silhouette artists capture elegant black and white profiles.
-Donut walls full of stacked, decorated donuts are big right now.
-Flashy party buses or classic limos are popular for transportation.
-Committees are opting for dramatic floral arrangements on tables or backgrounds.
-Custom drink glasses that guests can take home are fun.
-Another big trend is incorporating eco-friendly elements like plant centerpieces.
Selecting Entertainment
The entertainment makes or breaks the event. Be sure to:
-Hire a DJ or band that plays current hits. We recommend giving them a do-not-play list, too.
-Check references: What kind of job have they done at other proms?
-See if they provide lighting like a disco ball.
-Request songs or genres ahead of time.
-Have a backup playlist just in case.
-Hire an emcee to pump up the crowd if you don’t have a host at your venue.
-Consider live entertainment like magicians or dancers for a wow-factor.
Safety Considerations
Don't let safety take a backseat to fun. Be sure to:
-Have police direct traffic around your venue as guests arrive and depart.
-Hire security guards to check for banned items at entry.
-Have plenty of chaperones from your school staff.
-Talk with your venue; it should have an emergency plan.
Planning prom does take effort, but the payoff of giving your classmates an incredible night will be incredibly rewarding.
The Bell Tower on 34th is a Houston event venue known for delivering excellent events that no one will ever forget.
Our Instagrammable venue, near The Woodlands, TX, is known for our beautiful balloons and sweeping staircase.
Contact us to learn about holding an event here.
The Bell Tower on 34th
901 W 34th St, Houston, TX 77018
(713) 868-2355