How to organise a school ball PERTH
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how to organise a school ball PERTH 2012
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how to organise a school ball PERTH 2012
EDITOR Mandy Weidmann 1300 653 305
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PUBLISHER Direct Digital Publications Pty Ltd ABN 98 118 909 069 Head Office: PO Box 1516 Coorparoo DC Qld 4151 p: 1300 653 305 f: 1300 769 823 www.highschoolformals.com.au admin@directdigital.com.au
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contents
2012 how to organise a school ball Editorial Your essential formal event checklist Getting your ball organised The first meeting Organising an organising committee! Choosing a date and a venue Budget Themes We must not forget… 1. Permission Forms 2. Security 3. Official guests 4. Photography 5. Student liaison 6. Thank you Have we thought about…? 1. Linen and chair covers 2. Balloons 3. Flowers 4. Menus and place cards 5. Props 6. Lighting 7. Sound 8. Favours Handling the guest list Sponsorship Fundraising Post-ball activities Search for formal suppliers how to organise a school ball PERTH 2012
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how to organise a school ball PERTH 2012
editorial A night to remember How to organise your school ball In America they are called ‘proms’. In the UK, they’re the ‘grad balls’. In Western Australia the ‘school ball’ is a word on the mind of most high school seniors. It’s a lavish celebration of the end of 12 years’ schooling. But magical nights like this – full of 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: after all, this is a once-in-a-lifetime night to remember! There’s a lot of organising involved. That’s where this guide comes in. A night to remember – how to organise your school ball provides the essential checklist that will ensure you have every aspect covered and can relax and get on with enjoying your fabulous event. Enjoy! Direct Digital
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Your essential formal event checklist Organising a ball is not a one-person job. This is a major event. It requires a dedicated, motivated group of people to pull it off because it’s not just about finding a place, going there and having a good time.
Getting your ball organised
Some schools have a protocol in place regarding who is involved in the organisation. It may be the responsibility of the prefects, or senior leadership team; you may elect a committee; or the school may Look at this list of things to appoint a committee. organise! Volunteer if you can! Chances • • • • • • • • • • • • • • • • •
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Venue Music Food Theme Invitations Menu/place cards Seating plan Entertainment Sponsorship Fundraising Security Permission forms Guest list Official guests After party activities Thank-you Student liaison
how to organise a school ball PERTH 2012
are you’ll learn heaps of useful organisational skills, have fun and make lifelong friends along the way.
Why Tawarri? If you are considering holding a function, we are confident that Tawarri Reception and Function Centre should be your venue of choice. Tawarri is ideally suited to a variety of functions and with the ability to seat 200 guests plus a 5m x 6m dancefloor, Tawarri is the ideal location for your school ball or formal. When you book your next function at Tawarri, you’ll have the confidence and peace of mind that only 45 years of experience can provide – so relax knowing – that we’ll take care of everything…
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 for more details about these roles.
YOUR BUSINESS
You need a venue and you need a date. Perhaps that’s already determined. Some schools have created a tradition of having their ball on a particular Friday or Saturday of a particular month, at the same venue, booked a year (at least) in advance. Your school representative will be able to advise you.
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You need a budget too. Work out roughly how many people are going to attend. How much are you willing to pay for a ticket? Multiply that and you have a rough budget within which to organise the whole event. And remember – that’s not just the venue. That’s food, drinks, entertainment, decorations… Read more about how to set your budget.
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Organising an organising committee! A committee usually has a mixture of student and staff representatives. Decide straight up who makes what decisions: what the committee can decide and what is up to the school.
Appoint a chairperson, secretary and Draft up a timeline, working treasurer. You’ll also need a school backwards from the date of your representative (a staff member). event, listing everything that needs to be organised, by when. Our • Your chairperson is the chief coordinator. This person needs checklist will help you. to be mature and responsible, willing to take on a lot of work. how to organise a school ball PERTH 2012
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The chairperson is ultimately responsible for the final decisions and has to keep everyone on track. •
Your secretary needs to be extremely organised.The secretary handles all correspondence, takes minutes of meetings, keeps all information filed and in a folder for handover to next year’s committee. Preferably a whiz with Excel.
Job#1 Compile a list of all committee members with: • home phone number • mobile phone number • email address.
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Your school representative is a member of the teaching or admin staff who will ensure the school’s principles and ethics are complied with.
Let’s look at what subcommittees need to do.
Venue sub-committee – locates a number of suitable venues, liaises with the functions 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 of their assessment.
Music sub-committee – sources a suitable DJ, band or jukebox for the night, and makes a music selection Distribute this list to all committee that’s appropriate for the evening. members. Entertainment sub-committee – • Your treasurer must be responsible sources entertainment in addition to for preparing and overseeing your music (like roving entertainers a budget for the event, and or a fun sideshow). recording money received and spent. It’s best that this role is Food sub-committee – works with shared with the school. The school the chosen venue to select a menu. will usually handle the money. As a They will need to pay particular protocol – and a security measure attention to any special dietary – always have two committee needs of guests. members authorise a payment. Theme sub-committee – chooses Your school representative will a theme and then sources the help you with money matters. decorations or a professional theming company to transform the venue. Theming is ultra-popular. 8
how to organise a school ball PERTH 2012
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Choosing a date and a venue The date and venue will run pretty much hand-in-hand because you can’t have one without the other. Review your school calendar for events. Avoid the beginning of exam Read about some of the hottest block! And the night of the footy themes around. finals!! Invitations sub-committee – designs Keep your minds open to alternatives. the invitations, gets printing quotes Does it have to be an end-of-year and chooses a printer. This committee extravaganza? also keeps track of the RSVPs. Date will also be dependent on Menu and place cards sub- what’s available as a venue. Again, committee – designs and produces keep your minds open. the menu and place cards. This group works closely with the Foodies and Most cities have large hotels and convention centres that handle the Invitation sub-committees. these events all the time, but you may Seating plan sub-committee – wish to go for something completely decides who sits where. It’s not easy different. Our High School Formals trying to ensure everybody sits with website suggests lots of great places. friends or at the table they want! Consider some of these venues: Student liaison committee – informs • city hotels your Year group about what’s • ballrooms planned (without giving away any • reception centres secrets) and whips up enthusiasm so • convention centres everyone’s really looking forward to the event. • theme parks • cruise boats • museums • art galleries • warehouses 10 how to organise a school ball PERTH 2012
• • • • • • •
zoo aquarium historic buildings RSL and other clubs marquees restaurants golf clubs
The five-star city hotel may be everybody’s first choice, but you may find the local RSL club can offer the same facilities at a fraction of the cost. And don’t rule out your own school hall! What you save on hiring a city ballroom, you can spend on professional theming. Get your committee members talking: 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 for? Would a river cruise be practical? Your venue sub-committee can draw up a short-list of possible venues and then approach them to find out: • available dates • cost You might be blown away by the look of a place but how much will it cost each person? Think about it. Is it affordable? Everyone – well, most
people! – will want to be a part of this night of nights. Don’t choose a place that makes it exclusive to a few, right from the start. The ticket price is not the only cost involved in a ball!
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.
Willow Pond creates the perfect setting for any occasion or function, be it a wedding reception, engagement, school formal, birthday party, conference, seminar, trade show, or training course. Three separate function rooms are available to ensure your privacy and are capable of catering for up to 200 guests for any event.
Willow Pond Reception Centre is situated on 2.2 hectares of beautiful picturesque landscaped Japanese gardens that surround a stunning ornamental lake and cascading waterfall. Enquiries can be made on 9455 1187 www.willowpond.com.au
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Remember your school is on show. Your choice of venue will be a reflection of your school. Run your shortlist past your school liaison committee member (the teacher or principal). When you have made the final decision, the venue’s functions manager will be the point of contact for your DJ/band, decorators etc. Add the function manager’s contact details to your master list. If you are lucky enough to find an unusual venue, such as an aquarium or theme park, this can set the theme for your event.
Budget Running a large event will encounter a lot more expenses than the cost of the venue hire and food/beverages. These are some of the other items you need to pay for: • band hire • DJ hire • any other entertainment • pre-dinner drinks with parents • room decorations • table centrepieces • linen • chocolates • flowers
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• special invited guests • gifts • printing Each sub-committee will need to submit an estimate of their costs. These rough estimates totaled together are then divided by the number of anticipated paying attendees. That’s your ticket price. It looks too expensive? Look at ways to offset the costs. Be creative! Can you fundraise? Can you seek sponsorships? This guide explains how. Done well, they’ll dramatically reduce your costs. how to organise a school ball PERTH 2012 13
Tip: The school administration We must not forget… usually handles the money. Its 1. Permission Forms business department will have Your school will probably seek signed suitable accounting software. parental permission to attend the ball. It provides the school with some Themes legal protection in case of accidents. The days of putting a bowl of 2. Security flowers in the centre of the table Check that your venue includes are long gone: themed events are security staff. You may need some increasingly popular. extras. Theming adds excitement and Also check on cloakroom facilities. colour to your evening. It can be as Your guests need someone safe to conservative or as over-the-top as leave handbags, cameras and coats you wish. during the function. A group of students can get together to decorate the venue – or you may choose a professional theming company. They’re experts in setting the scene.
What’s hot now? • • • • • • •
Winter Wonderland Casino Hollywood Nights Retro A themed colour – pink, purple, blue, etc. Jungle Boogie Butterflies
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6. Thank you When the ball is over, your committee needs to write thank-you letters to all played a part in making the event a success.
Have we thought about…? 3. Official guests Official guests – not paying attendees – are people like your school principal. Your committee’s school representative needs to provide the committee with a comprehensive list to ensure no-one is forgotten. 4. Photography Yes, there’ll be a lot of happy snaps taken but your committee really needs an official photographer to capture this big event. The cost of photos will be an extra; not something that’s included in your ticket price.
1. Linen and chair covers You only have to look at a photograph of a table set without chair covers or overlays to see the huge difference this 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 of volunteers to fit them. (This may be a job to ask of parents since you may be tied up at the hairdressers!) Allow at least 20 minutes per table of ten. For an event with 40 tables, that’s 14 hours’ work – or seven volunteers working flat out for two hours.
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Disposable chair covers are new to the market. They cost around $3 each and are not as timeconsuming to fit.
5. Student liaison Keep your Year group informed and interested. Make sure there’s an early date claimer. Whip up excitement and support for your ball and make 2. Balloons Balloons are a great way to fill a sure those RSVPs roll in on time! large space economically and you have heaps of creative options: from a simple bunch of balloons on each 16 how to organise a school ball PERTH 2012
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m the Swan Valley to wan Valley to the City es Catering has your s ing has your school for s covered. Choose from Choose from one of ificent waterfront loca aterfront locations, per From the Swan Valley to the City, Spices Catering has your school formal venues covered. Choose from one of three magnificent waterfront locations, perfect for any size school formal. Contact Rhiannon Rickard on 08 9325 7553
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table to a scatter of loose balloons 6. Lighting over the dance floor or a net drop to Your theme may be to die-for but finish the night. if no one can see it, the effect will For more dramatic effects, use giant be lost. The right lighting creates 90cm balloons, exploding balloons ambience. A professional theming company will be onto this. If you’re and exploding balloon walls. doing your own decorating, ask a Foil balloons provide an exciting way professional lighting company for of theming your event. Foil stars are a advice and help. great complement to any Hollywood 7. Sound theme. Your evening’s entertainment 3. Flowers determines your sound needs. Flowers are a classic table decoration. Professional DJs will provide their A floral centrepiece is simple, clean own sound systems, as will bands. and timeless. For something a little But there are inevitably official more upbeat, use exotic flowers and moments – like speeches – and you cane. will need a good PA system for that. 4. Menus and place cards The Menu and Place cards subcommittee can unleash their creative skills to make these, continuing with the night’s theme. Hand-made cards and scrapbooking takes time but the results will be memorable keepsakes. Your menu card should also include: • thank-you’s to business sponsors • space for signatures and well wishes • some background information on the theme. 5. Props Props can be hired to complement any theme. 18 how to organise a school ball PERTH 2012
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Are you showing a Powerpoint – like a retrospective of your years at Sponsorship the school? Have you organised the Local business sponsorships can offset the cost of holding your ball. equipment for that? They can provide: 8. Favours • financial assistance A favour is a little gift given to each guest. It may be as simple as • in-kind help. a heart or star shaped chocolate or But remember: if there are other as beautiful as a hand-crafted glass schools in your area, you won’t be ornament with the school name and the only one seeking their support. year painted on it. That means you need to know how
Handling the guest list
to ask and what to offer in return.
Start by looking within your
Your school will have rules about partners (e.g. whether they must school community. come from your own school if it’s co- Whose parents run or manage businesses that may be helpful? ed or have to be school-age). Think office supplies, caterers, party RSVP – responding to the invitation hire, even venues. to attend – is a must. Could they supply goods or products Accurate records need to be kept of at competitive rates or better still who is coming – and who’s not. The donate in return for free advertising? Invitation sub-committee will need a complete list of who has been invited Looking further afield, think of and will need to work closely with businesses that your student group the Treasurer to make sure everyone – and families -- uses a lot locally: hairdressers, nail salons, gyms, ice pays. creameries, pizza parlours, fashion The invitation may also include boutiques, bike shops, fast food pre-ball drinks that include family outlets, petrol stations; the list goes members. Keep track of these on. numbers too. You want to ask them in the nicest way to help subsidise your event with a small cash donation. In return, 20 how to organise a school ball PERTH 2012
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Post-ball activities This is a contentious issue. Students want to party on – but many schools have laid down the law and said ‘no’. The committee’s school representative will be able to tell you what the school policy is. The their business can be mentioned. committee is obliged to work closely You may want to have a tiered level with the school to ensure all guests of sponsorship: printed mention know what that stand is. in the night’s program; mention in speeches; and signage. Have a great time! Remember: sponsorships also reflect on your school. Work closely with the school representative to make sure sponsors fit with the school’s image and beliefs.
The most important thing to remember is to have a wonderful time! Feel fabulous and enjoy your event!
Fundraising Fundraising is another way to offset your costs. Consider a product drive. Visit www.fundraisingdirectory.com. au for a huge range of ideas. Some hot tips for teens • chocolates • cookie dough • glow products
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Search for Perth School Ball Suppliers: Clicking on a category will perform a search for Perth Suppliers • Beauty Salons / Tanning / Make-up • Catering and Venues • Dance Studios • DJ’s & Entertainment • Event Decorators and Organisers • Fabrics & Dressmakers • Florists • Formal Dresses • Formal Suits and Hire • Fundraising • Hairstyling & Accessories • Jewellery & Accessories • Limousines / Transport • Lingerie • Photography • Security • Shoes • Staging & AV how to organise a school ball PERTH 2012 23