PROM TIMELINE

Picture By: The Event Group / Prom at The California Science Center

Prom Timeline - Step By Step Prom Planning Guide

1 Year before prom

·         Choose members of prom committee and sub-committees. Visit our Prom Committee article.

·         Set up budget and any necessary accounts with your student activities office, principal, or bank.

            Begin establishing a budget by gathering information  

            regarding each detail of the prom and how much each

            detail is going to cost. Committee chairs should  

            make a list of estimated expenses. Collect the most

            detailed information you can to start your budget.

            Determine how much money will be contributed from

            fundraisers and sponsors, and then calculate what

            you’ll need from ticket sales. Visit our

            Prom Fundraising article for more ideas.

     ·          Set the prom date. Make sure it is not in conflict with

            any other school events and/or any other local  

            school's prom.

·         Book the venue or verify that your school’s facility is available for the date you have chosen.

·         Coordinate student transportation. If your prom site is off-campus and your district requires students to take buses to prom sites, make sure to arrange district transportation or a local bus company as soon as possible so you can get the best prices and ensure availability. (Tip: The earlier you book school/coach busses, the more money you can save. Prices can go up thousands of dollars each month. By booking busses a year before your event, you can save up to $20,000)

·         If your school organizes an after-prom party, let parent volunteers or the people in charge know early so they have enough time to coordinate the event.

9 Months before prom (Start of the new school year)

 

·         Meet with your prom committee and sub-committees. It may be necessary to coordinate sign-ups for more students to participate.

·         Choose a prom theme. Visit our Prom Theme article for a list of theme ideas.

·         Discuss and schedule fundraising activities.

·         Book a band or DJ and photographer.

·         Begin discussing ideas for decorations, invitations, and programs or memory books.

·         Decide which favors will be given to prom attendees and order them.

·         Meet with parent volunteers to discuss the after-prom party.

·         Select gifts for prom advisor(s) and chaperones.

2-3 Months Before Prom

 

·         Order invitations, memory books, programs and tickets; invitations should be sent out 4-6 weeks in advance.

·         Begin advertising. Hang posters, hand out flyers, and/or place an ad in the school newspaper. Order all decorating materials including the theme kit.

·         Discuss and brainstorm ideas for how and when the prom king and queen will be presented.

·         Call last years king and queen and invite them to attend.

·         Order royalty items such at crowns, tiaras, medals, sashes etc.

4-6 Weeks Before Prom

·         Send out invitations and begin ticket sales.

·         Call to confirm any arrangements with band or DJ, as well as dance site, caterer, and photographer.

·         Set up a schedule for decorating with the facility you’ve chosen or with the appropriate staff at the school.

·         Track ticket sales for an attendee count for your caterer.

·         Make sure you have all decorating materials needed and read through any kit instruction sheets to try to estimate the time needed to build your theme or kits.

·         Hold nominations for prom court.

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