Planning Timeline

It's never too early to start planning your event. The hottest venues and best entertainment are often booked months in advance. The sooner you get organized, the more options you'll have. Designer Studio Dance has created a planning timeline for you to reference to ensure that key components are not missed and are completed on time. Have fun!

12 - 6 Months Prior

Form an Event Committee

There are plenty of tasks that need to be completed and details that must come together to pull together a fun event. The more people you have available to help, the better. Be sure to include all who may be interested in helping.

Set a Date and Time

By selecting a date and time early, you eliminate looking for locations and suppliers that are unavailable when you need them. Make sure all dates and times are approved by your school's administration.

Select a Location

The location you select for your dance event plays a crucial role in the success of the night. Look for locations that provide enough space to accommodate all scheduled activities. Be aware of other activities booked in that location at the same time to assure that there will not be any conflicts. For cost-effective ideas, you may want to start by checking the availability of the school's gymnasium or lunch room.

Select a Theme

Choosing a theme for your event provides a base to work from as well as marks a point in time in life that will be remembered forever. Themes often correspond to current, well-known or famous song titles, movies or plays. Use your theme throughout the event in the form of décor, music, party favors and food if applicable.

Fundraising

Your committee will most likely have to raise money to offset the costs of the event. A fundraising strategy should be developed to support the budget needs. Let Designer Studio help in this area. In most cases, Designer Studio is able to help generously towards your cause. There are several options for raising money. Be sure to run your ideas by the school administration for approval.

Selecting Suppliers

The best photography, music and food suppliers are often the busiest. Book them early to assure availability. Have a couple of backup suppliers in mind in case of last-minute changes.

6 Months - 1 Week Prior

Decorations

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 invitations, 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 your party favors, royalty sashes and crowns and any other supplies needed at least three months before your event. Keep in mind that personalizing items typically take more time.

Advertising Campaign

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. Designer Studio 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.

Chaperons and Security

To ensure the safety and proper behavior of your guests, it is recommended and required by some schools to have chaperons and security personnel. Many event locations will provide their own security. The number of chaperons 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.

Ticket Sales

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 while also allowing 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.

Tips for Planning Your Event

Remember to get administrator approval before signing any contracts and publishing any dates.

Committees - Create a schedule of times to meet that are convenient for all members - Develop an agenda to keep meetings on track - Assign tasks to members ensuring key projects get completed without duplicating efforts and wasting time - Document action items and make sure that each member receives a copy

Themes - Outline any criteria the theme must meet and hold a brain-storming session - Consider a theme that is easily visualized and publicized - Determine a color scheme for the theme

Location - Select a site that is relatively easy to find - Look for a place with adequate space to accommodate all activities taking place throughout the night - Ask for referrals - Book early

Food - Consider food that complements your event's theme - Consider buffet style vs. a sit-down dinner - Review the budget to determine the impact on ticket prices - Provide plenty of beverages - Consider donating leftover food to a homeless shelter; be sure to coordinate this in advance

Decorations - Keep decorations consistent with the theme of the event - Use a consistent color scheme - Have adequate supplies to cover the areas to be decorated - Consider using balloons, centerpieces, plants, confetti and signage - Recruit as many volunteers as possible to help decorate

Fundraising - Brainstorm fundraising activities that have been successful in the past - Start early – the more time you have the more money you can earn - Consider having sponsors or selling ad space and coupons in the program - Solicit donations for goods and services needed for the event

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