How to Organise a School Formal in Sydney 2010

8/8/2019 How to Organise a School Formal in Sydney 2010

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How to

organise

a formalSYDNEY

2010

highschoolormals.com.auAustralia’s premier resource or those

organising and attending ormals.


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EDITOR

Mandy Stevens

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contents

2010 how to organise a formal

Editorial

Your essential ormal event checklist

Getting your ormal organised

The rst meeting

Organising an organising committee!

Choosing a date and a venue

Budget

ThemesWe must not orget…

1. Permission Forms

2. Security

3. Ocial guests

4. Photography

5. Student liaison

6. Thank youHave we thought about…?

1. Linen and chair covers

2. Balloons

3. Flowers

4. Menus and place cards

5. Props

6. Lighting7. Sound

8. Favours

Handling the guest list

Sponsorship

Fundraising

Post-ormal activities

Search or ormal suppliers

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editorial

A night to remember How to organise your ormalIn America they are called ‘proms’. In the UK, they’re the ‘gradballs’. Here in Australia, the ‘ormal’ is a word on the mind o mosthigh school seniors. It’s a lavish celebration o the end o 12 years’

schooling.

But magical nights like this – ull o great hopes and expectations–don’t just happen. It is an important night and we at

HighSchoolFormals.com.au want it to be just right: ater all, this isa once-in-a-lietime night to remember!

There’s a lot o organising involved. That’s where this guide comes

in. A night to remember – how to organise your ormal providesthe essential checklist that will ensure you have every aspectcovered of and can relax and get on with enjoying your abulousevent.

Enjoy!

Direct Digital



Your essential formalevent checklistOrganising a ormal is not a one-person job. This is a major event.

It requires a dedicated, motivatedgroup o people to pull it of becauseit’s not just about nding a place,

going there and having a good

time.

Look at this list o things to

organise!

• Venue

• Music

• Food

• Theme

• Invitations

• Menu/placecards

• Seatingplan

• Entertainment

• Sponsorship

• Fundraising

• Security

• Permissionforms

• Guestlist

• Ocialguests

• Afterpartyactivities

• Thank-you

• Studentliaison

Getting your formalorganisedSome schools have a protocol inplace regarding who is involved

in the organisation. It may be theresponsibility o the preects, orsenior leadership team; you may

elect a committee; or the school may

appoint a committee.

Volunteer if you can! Chances

are you’ll learn heaps o useul

organisational skills, have un andmake lielong riends along the way.

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The first meeting You need to know who’s doing

what. Now is the time to appoint

your key committee members and

sub-committees. Read on or moredetails about these roles.

You need a venue and you need

a date. Perhaps that’s alreadydetermined. Some schools have

created a tradition o having their

ormal on a particular Friday or

Saturday o a particular month,at the same venue, booked a year

(at least) in advance. Your schoolrepresentative will be able to advise

you.

You need a budget too. Work outroughly how many people are

going to attend. How much are youwilling to pay or a ticket? Multiplythat and you have a rough budget

within which to organise the whole

event. And remember – that’s notjust the venue. That’s ood, drinks,

entertainment, decorations… Read

more about how to set your budget.

Drat up a timeline, workingbackwards rom the date o your

event, listing everything that needs

to be organised, by when. Ourchecklist will help you.

Organising anorganising committee!A committee usually has a mixtureo student and staf representatives.

Decide straight up who makes what

decisions: what the committee can

decide and what is up to the school.

Appoint a chairperson, secretary andtreasurer. You’ll also need a school

representative (a staf member).

Your chairperson is the chie •

coordinator. This person needsto be mature and responsible,

willing to take on a lot o work.

The chairperson is ultimatelyresponsible or the nal decisions

and has to keep everyone on

track.Your secretary needs to be•

extremely organised. The secretary

handles all correspondence, takes

minutes o meetings, keeps all



inormation led and in a older

or handover to next year’scommittee. Preerably a whiz with

Excel.

Job#1 Compile a list of all

committee members with:

• homephonenumber

• mobilephonenumber

• emailaddress.

Distribute this list to all committeemembers.

Your treasurer must be responsible•

or preparing and overseeing abudget or the event, and recording

money received and spent. It’s

best that this role is shared withthe school. The school will usually

handle the money. As a protocol

– and a security measure – alwayshave two committee members

authorise a payment. Your school

representative will help you withmoney matters.

Your school representative is a•

member o the teaching or admin

staf who will ensure the school’sprinciples and ethics are complied

with.

Let’s look at what sub-

committees need to do.

Venue sub-committee – locates a

number o suitable venues, liaises

with the unctions managers, and

presents a shortlist to the committee.Your committee may want to inspect

the short listed venues or you may

want your subcommittee to do this

as part o their assessment.Music sub-committee – sources a

suitable DJ, band or jukebox or thenight, and makes a music selection

that’s appropriate or the evening.

Entertainment sub-committee –sources entertainment in addition to

your music (like a roving entertainersor a un sideshow).

Food sub-committee – works withthe chosen venue to select a menu.

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They will need to pay particular

attention to any special dietaryneeds o guests.

Theme sub-committee – chooses

a theme and then sources the

decorations or a proessionaltheming company to transorm the

venue. Theming is ultra-popular.Read about some o the hottest

themes around.

Invitations sub-committee – designs

the invitations, gets printing quotes

and chooses a printer. This committeealsokeepstrackoftheRSVPs.

Menu and Place Cards sub-committee – designs and produces

the menu and place cards. This group

works closely with the Foodies andthe Invitation sub-committees.

Seating Plan sub-committee –

decides who sits where. It’s not easy

trying to ensure everybody sits withriends or at the table they want!

Student liaison committee – inorms

your Year group about what’s

planned (without giving away anysecrets) and whips up enthusiasm so

everyone’s really looking orward tothe event.

Choosing a date anda venue

The date and venue will run prettymuch hand-in-hand because you

can’t have one without the other.

Review your school calendar or

events. Avoid the beginning o examblock! And the night o the ooty

nals!!

Keep your minds open to alternatives.

Does it have to be an end-o-yearextravaganza?

Date will also be dependent on

what’s available as a venue. Again,

keep your minds open.

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Most cities have large hotels and

convention centres that handle theseevents all the time, but you may wish

to go or something completely

diferent. Our High School Formals

website suggests lots o greatplaces.

Consider some o these venues:

• cityhotels

• ballrooms

• receptioncentres

• conventioncentres• themeparks

• cruiseboats

• museums

• artgalleries

• warehouses

• zoo

• aquarium• historicbuildings

• RSLandotherclubs

• marquees

• restaurants

• golfclubs

The ve-star city hotel may beeverybody’s rst choice, but you

may nd the local RSL club can ofer

the same acilities at a raction o thecost.

And don’t rule out your own school

hall! What you save on hiring a

city ballroom, you can spend on

proessional theming.

Get your committee memberstalking: throw around ideas. A

marquee might be nice, but do you

have a suitable place to erect it?How many people are you likely to

be catering or? Would a river cruise

be practical?

Your venue sub-committee can drawup a short-list o possible venues and

then approach them to nd out:

• availabledates

• cost

You might be blown away by the

look o a place but how much will it

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Save timedoing your

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- each supplier

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of information on our website

FUNDRAISING FOR YOUR

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cost each person? Think about it. Is

it afordable? Everyone – well, mostpeople! – will want to be a part o this

night o nights. Don’t choose a place

that makes it exclusive to a ew, right

rom the start. The ticket price is notthe only cost involved in a ormal!

Tip: Make an initial online enquiry,

requesting information about

availability, pricing and menu.

THEN actually visit the places on

your shortlist. Talk to the functions manager. As a sub-committee,

narrow your list down to three

venues.

Remember your school is on show.

Your choice o venue will be a

refection o your school. Run your

shortlist past your school liaison

committee member (the teacher or

principal).

When you have made the nal

decision, the venue’s unctions

manager will be the point o contactfor your DJ/band, decorators etc.

Add the unction manager’s contact

details to your master list.

I you are lucky enough to nd anunusual venue, such as an aquarium

or theme park, this can set the theme

or your event.

Budget

Running a large event will encountera lot more expenses than the cost o thevenuehireandfood/beverages.

These are some o the other itemsyou need to pay or:

• bandhire

• DJhire

• anyotherentertainment• pre-dinnerdrinkswithparents

• roomdecorations

• tablecentrepieces

• linen

• chocolates

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end of year school formal.

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French windows, creates the perfect ambience for

school formal celebrations.

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• owers

• specialinvitedguests

• gifts

• printing

Each sub-committee will need tosubmit an estimate o their costs.

These rough estimates totaled

together are then divided by thenumber o anticipated paying

attendees. That’s your ticket price.

It looks too expensive? Look at

ways to ofset the costs. Be creative!Can you undraise? Can you seek

sponsorships? This guide explains

how. Done well, they’ll dramaticallyreduce your costs.

Tip: The school administration

usually handles the money. Its

business department will have

suitable accounting software.

Themes Thedaysofputtingabowlofowers

in the centre o the table are long

gone: themed events are increasinglypopular.

Theming adds excitement andcolour to your evening. It can be as

conservative or as over-the-top as

you wish.

A group o students can get together

to decorate the venue – or you may

ww

w .h i gh

s c h o ol f or m al s . c om . a u

Schoolormal

comingup?

High

SchoolFormalsA to Z

Accessories

Catering

DJs

Dressmakers

Entertainment

Fabrics

Formal dressesHairdressers

Jewellery

Make-up artists

Photography

Suit hire

Venues

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choose a proessional theming

company. They’re experts in settingthe scene.

What’s hot now?

Winter Wonderland•

Casino•

Hollywood Nights•

Retro•

A themed colour – pink, purple,•

blue, etc.

Jungle Boogie•

Butteries•

We must not forget…1. Permission Forms

Your school will probably seek signedparental permission to attend the

ormal. It provides the school withsome legal protection in case o accidents.

2. Security

Check that your venue includessecurity staf. You may need some

extras. Don’t want the cost? Think

about asking your school’s Parentsand Citizens (P&C) group to volunteer

some adults.

Also check on cloakroom acilities.

Your guests need someone sae to

leave handbags, cameras and coatsduring the unction.

3. Ocial guests

Ocial guests – not paying attendees– are people like your school

principal. Your committee’s school

representative needs to provide thecommittee with a comprehensive

list to ensure no-one is orgotten.

4. PhotographyYes, there’ll be a lot o happy snaps

taken but your committee really

needs an ocial photographer tocapture this big event. The cost

o photos will be an extra; not

something that’s included in your

ticket price.

“Innovative design, exceptional delivery”

(02) 9211 [email protected]

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5. Student liaison

Keep your Year group inormed and

interested. Make sure there’s an earlydate claimer. Whip up excitement

and support or ormal and makesurethoseRSVPsrollinontime!

6. Thank you

When the ormal is over, yourcommittee needs to write thank-you

letters to all played a part in makingthe event a success.

Have we thoughtabout…?1. Linen and chair coversYou only have to look at a photograph

o a table set without chair covers or

overlays to see the huge diferencethis makes to your event. Yes it will

add to your ticket price but there are

some ways to bring the cost down:

Hire the chair covers and sashes•

and get a group o volunteers to t

them. (This may be a job to ask o

parents since you may be tied upat the hairdressers!) Allow at least

20 minutes per table o ten. For

an event with 40 tables, that’s 14

hours’ work – or seven volunteersworkingatoutfortwohours.

Disposable chair covers are new•

to the market. They cost around

$3 each and are not as time-

consuming to t.

2. Balloons

Balloons are a great way to ll alarge space economically and you

have heaps o creative options: roma simple bunch o balloons on each

table to a scatter o loose balloonsoverthedanceoororanetdropto

nish the night.

For more dramatic efects, use giant

90cm balloons, exploding balloons

and exploding balloon walls.

Foil balloons provide an exciting wayo theming your event. Foil stars are a

great complement to any Hollywood

theme.3. Flowers

Flowers are a classic table decoration.

Aoralcentrepieceissimple,clean

and timeless. For something a little

moreupbeat,useexoticowersand

cane.



4. Menus and place cards

The Menu and Place cards sub-committee can unleash their creative

skills to make these, continuing

with the night’s theme. Hand-made

cards and scrapbooking takes timebut the results will be memorable

keepsakes.

Your menu card should also include:

thank-you’s to business sponsors•

space or signatures and well•

wishes

some background inormation on•

the theme.

5. Props

Props can be hired to complementany theme.

6. Lighting

Your theme may be to die-or buti no one can see it, the efect will

be lost. The right lighting creates

ambience. A proessional themingcompany will be onto this. I you’re

doing your own decorating, ask a

proessional lighting company or

advice and help.7. Sound

Your evening’s entertainment

determines your sound needs.Proessional DJs will provide their

own sound systems, as will bands.

But there are inevitably ocial

moments – like speeches – and you

will need a good PA system or that.

Are you showing a Powerpoint –

like a retrospective o your years atthe school? Have you organised the

equipment or that?

8. FavoursA avour is a little git given to

each guest. It may be as simple as

a heart or star shaped chocolate oras beautiul as a hand-crated glass

ornament with the school name and

year painted on it.

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Handling the guest listYour school will have rules about

partners (e.g. whether they mustcome rom your own school i it’s co-

ed or have to be school-age).RSVP–respondingtotheinvitation

to attend – is a must.

Accurate records need to be kept o who is coming – and who’s not. The

Invitation sub-committee will need a

complete list o who has been invitedand will need to work closely with

the Treasurer to make sure everyone

pays.

The invitation may also include pre-ormal drinks that include amily

members. Keep track o thesenumbers too.

Sponsorship

Local business sponsorships canofset the cost o holding your

ormal.

They can provide:

• nancialassistance• in-kindhelp.

But remember: i there are other

schools in your area, you won’t be

the only one seeking their support. That means you need to know how

to ask and what to ofer in return.

Start by looking within your

school community.Whose parents run or managebusinesses that may be helpul?

Think oce supplies, caterers, party

hire, even venues.

Could they supply goods orproducts at competitive rates or

better still donate in return or reeadvertising?

Looking urther aeld, think o businesses that your student group

– and amilies -- uses a lot locally:

hairdressers, nail salons, gyms, icecreameries, pizza parlours, ashion

Your school formal is certain to be a truly

memorable and magical experience at Stamford

Plaza Sydney Airport. Our luxurious ballroom

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boutiques, bike shops, ast ood

outlets, petrol stations; the list goeson.

You want to ask them in the nicest

way to help subsidise your event

with a small cash donation. In return,their business can be mentioned.

You may want to have a tiered level

o sponsorship: printed mentionin the night’s program; mention in

speeches; and signage.

Remember: sponsorships alsoreectonyourschool.Workclosely

with the school representative to

make sure sponsors t with theschool’s image and belies.

FundraisingFundraising is another way to ofsetyour costs. Consider a product drive.

Visitwww.fundraisingdirectory.com.

au or a huge range o ideas.

Some hot tips or teens

• chocolates

• cookiedough

• glowproducts

Post-formal activities This is a contentious issue. Students

want to party on – but many schoolshave laid down the law and said ‘no’.

The committee’s schrepresentative will be able to tellyou what the school policy is. The

committee is obliged to work closely

with the school to ensure all guestsknow what that stand is.

Have a great time! The most important thing toremember is to have a wonderul

time! Feel abulous and enjoy your

event!


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How to Organise a School Formal in Sydney 2010