How To Organise a Formal Brisbane

8/7/2019 How To Organise a Formal Brisbane

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How to

organise aformal

BrisBane

2011


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EDITOR

Mandy Stevens

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contents2011 how to organise a formal

Editorial

Your essential formal event checklistGetting your formal organised

The rst meeting

Organising an organising committee!

Choosing a date and a venue

Budget

Themes

We must not forget…1. Permission Forms

2. Security

3. Ocial 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-formal activities

Search for formal suppliers

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editorial

a ght to mmbHow to organise your formalIn America they are called ‘proms’. In the UK, they’re the ‘gradballs’. Here in Australia, the ‘formal’ 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 atHighSchoolFormals.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 comesin. A night to remember – how to organise your formal provides

the essential checklist that will ensure you have every aspectcovered o and can relax and get on with enjoying your fabulousevent.

Enjoy!

Direct Digital



You tl fomlvt chckltOrganising a formal is not a one-

person job. This is a major event.

It requires a dedicated, motivatedgroup of people to pull it o because

it’s not just about nding a place,going there and having a good

time.

Look at this list of things toorganise!

• Venue

• Music

• Food

• Theme

• Invitations

• Menu/place cards

• Seating plan

• Entertainment

• Sponsorship

• Fundraising

• Security

• Permission forms

• Guest list

• Ocial guests

• After party activities

• Thank-you

• Student liaison

Gttg you fomlogdSome schools have a protocol in

place regarding who is involved

in the organisation. It may be theresponsibility of the prefects, or

senior leadership team; you mayelect a committee; or the school may

appoint a committee.

Volunteer if you can! Chancesare you’ll learn heaps of useful

organisational skills, have fun andmake lifelong friends along the way.

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Level 12 Rooftop is a spectacular, spacious, private venue that

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Simply put…….something special.

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We would love to discuss with you in personif possible, or we can answer any questions or

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Rydges South Bank Brisbane offers 6 function rooms, specifically

designed for corporate conferences, banquets and of course SchoolFormals. The 6 rooms are spread across 2 levels of the hotel offering

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Th t mtg You need to know who’s doing

what. Now is the time to appoint

your key committee members and

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

You need a venue and you need

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

created a tradition of having their

formal on a particular Friday or

Saturday of 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 you

willing to pay for 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 food, drinks,

entertainment, decorations… Read

more about how to set your budget.

Draft up a timeline, workingbackwards from the date of your

event, listing everything that needs

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

Ogg ogg commtt!A committee usually has a mixture

of student and sta representatives.

Decide straight up who makes whatdecisions: what the committee can

decide and what is up to the school.

Appoint a chairperson, secretary and

treasurer. You’ll also need a schoolrepresentative (a sta member).

• Your chairperson is the chief coordinator. This person needs

to be mature and responsible,willing to take on a lot of work.

The chairperson is ultimately

responsible for the nal decisionsand has to keep everyone on

track.

• Your secretary needs to be

extremely organised.The secretaryhandles all correspondence, takes

minutes of meetings, keeps all

information led and in a folderfor handover to next year’s

committee. Preferably a whiz withExcel.







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Job#1 Compl lt of ll

commtt mmb wth:

• home phone number

• mobile phone number• email address.

Distribute this list to all committeemembers.

• Your treasurer must be responsible

for preparing and overseeing

a budget for the event, and

recording money received andspent. It’s best that this role is

shared with the school. The schoolwill usually handle the money. As a

protocol – and a security measure– always have two committee

members authorise a payment.

Your school representative willhelp you with money matters.

• Your school representative is a

member of the teaching or admin

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

with.

Lt’ look t wht ub-

commtt d to do.

Vu ub-commtt – locates a

number of suitable venues, liaiseswith the functions managers, and

presents a shortlist to the committee.

Your committee may want to inspectthe short listed venues or you may

want your subcommittee to do this

as part of their assessment.

Muc ub-commtt – sources a

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

that’s appropriate for the evening.

ettmt ub-commtt –

sources entertainment in addition to

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your music (like a roving entertainers

or a fun sideshow).

Food ub-commtt – works withthe chosen venue to select a menu.

They will need to pay particular

attention to any special dietaryneeds of guests.

Thm ub-commtt – chooses

a theme and then sources thedecorations or a professional

theming company to transform the

venue. Theming is ultra-popular.

Read about some of the hottestthemes around.

ivtto ub-commtt – designsthe invitations, gets printing quotes

and chooses a printer. This committee

also keeps track of the RSVPs.

Mu d plc cd ub-commtt – designs and produces

the menu and place cards. This group

works closely with the Foodies andthe Invitation sub-committees.

stg pl ub-commtt –

decides who sits where. It’s not easy

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

studt lo commtt – informs

your Year group about what’splanned (without giving away any

secrets) and whips up enthusiasm so

everyone’s really looking forward to

the event.

Choog dt d vuThe 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

block! And the night of the footynals!!

Keep your minds open to alternatives.

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

Date will also be dependent onwhat’s available as a venue. Again,

keep your minds open.

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You can view our website at:www.limoso.com.au

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Most cities have large hotels and

convention centres that handlethese events all the time, but you may

wish to go for something completely

dierent. Our High School Formals

website suggests lots of great places.Consider some of these venues:

• city hotels

• ballrooms

• reception centres

• convention centres

• theme parks• cruise boats

• museums

• art galleries

• warehouses

• zoo

• aquarium

• historic buildings• RSL and other clubs

• marquees

• restaurants

• golf clubs

The ve-star city hotel may be

everybody’s rst choice, but youmay nd the local RSL club can oer

the same facilities at a fraction of the

cost.And don’t rule out your own school

hall! What you save on hiring acity ballroom, you can spend on

professional theming.

Get your committee members

talking: throw around ideas. A

marquee might be nice, but do youhave a suitable place to erect it?

How many people are you likely to

be catering for? Would a river cruisebe practical?

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

then approach them to nd out:

• available dates

• cost

You might be blown away by thelook of a place but how much will it

cost each person? Think about it. Is

it aordable? Everyone – well, most

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people! – will want to be a part of this

night of nights. Don’t choose a placethat makes it exclusive to a few, right

from the start. The ticket price is not

the only cost involved in a formal!

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 of venue will be a

reection of your school. Run your

shortlist past your school liaison

committee member (the teacher orprincipal).

When you have made the nal

decision, the venue’s functions

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

Add the function manager’s contact

details to your master list.If you are lucky enough to nd an

unusual venue, such as an aquarium

or theme park, this can set the theme

for your event.

BudgtRunning 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 itemsyou need to pay for:

• band hire

• DJ hire

• any other entertainment

• pre-dinner drinks with parents

• room decorations

• table centrepieces

• linen

• chocolates

• owers

• special invited guests

• gifts

• printingEach sub-committee will need tosubmit an estimate of their costs.

These rough estimates totaledtogether are then divided by the

number of anticipated paying

attendees. That’s your ticket price.

It looks too expensive? Look at

ways to oset the costs. Be creative!Can you fundraise? Can you seek

sponsorships? This guide explains

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



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Tip: The school administration

usually handles the money. Its

business department will have

suitable accounting software.

ThmThe days of putting a bowl of

owers in the centre of the table

are long gone: themed events areincreasingly popular.

Theming adds excitement and

colour to your evening. It can be asconservative or as over-the-top as

you wish.

A group of students can get togetherto decorate the venue – or you may

choose a professional theming

company. They’re experts in setting

the scene.

Wht’ hot ow?

• Winter Wonderland

• Casino

• Hollywood Nights

• Retro

• A themed colour – pink,purple, blue, etc.

• Jungle Boogie

• Butteries

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W mut ot fogt…1. Pmo Fom

Your school will probably seek signed

parental permission to attend the

formal. It provides the school withsome legal protection in case of

accidents.

2. scuty

Check that your venue includes

security sta. You may need someextras.

Also check on cloakroom facilities.Your guests need someone safe to

leave handbags, cameras and coats

during the function.

3. Ofcl gut

Ocial guests – not paying attendees

– are people like your schoolprincipal. Your committee’s school

representative needs to provide the

committee with a comprehensivelist to ensure no-one is forgotten.

4. Photogphy

Yes, there’ll be a lot of happy snapstaken but your committee really

needs an ocial photographer to

capture this big event. The cost

of photos will be an extra; notsomething that’s included in your

ticket price.

5. studt lo

Keep your Year group informed and

interested. Make sure there’s an early

date claimer. Whip up excitement

and support for formal and makesure those RSVPs roll in on time!

6. Thk you

When the formal is over, your

committee needs to write thank-you

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

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Hv w thought

bout…?1. L d ch cov

You only have to look at a photograph

of a table set without chair covers oroverlays to see the huge dierence

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 tthem. (This may be a job to ask of

parents since you may be tied up

at the hairdressers!) Allow at least20 minutes per table of ten. For

an event with 40 tables, that’s 14

hours’ work – or seven volunteersworking at out for two hours.

• Disposable chair covers are new

to the market. They cost around

$3 each and are not as time-consuming to t.

2. Blloo

Balloons are a great way to ll a

large space economically and youhave heaps of creative options: from

a simple bunch of balloons on each

table to a scatter of loose balloonsover the dance oor or a net drop to

nish the night.

For more dramatic eects, use giant

90cm balloons, exploding balloonsand exploding balloon walls.

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

great complement to any Hollywoodtheme.

3. Flow

Flowers are a classic table decoration.A oral centrepiece is simple, clean

and timeless. For something a littlemore upbeat, use exotic owers andcane.

4. Mu d plc cd

The Menu and Place cards sub-

committee can unleash their creativeskills to make these, continuing with

the night’s theme. Hand-made cardsand scrapbooking takes time but theresults will be memorable keepsakes.

Your menu card should also include:

• thank-you’s to business sponsors

• space for signatures and well

wishes



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FormalStyle is elegant and practical at the same

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event.

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• some background information on

the theme.

5. Pop

Props can be hired to complement

any theme.

6. Lghtg

Your theme may be to die-for but

if no one can see it, the eect will

be lost. The right lighting createsambience. A professional theming

company will be onto this. If you’re

doing your own decorating, ask a

professional lighting company foradvice and help.

7. soud

Your evening’s entertainment

determines your sound needs.

Professional DJs will provide theirown sound systems, as will bands.

But there are inevitably ocial

moments – like speeches – and youwill need a good PA system for that.

Are you showing a Powerpoint –

like a retrospective of your years at

the school? Have you organised the

equipment for that?8. Fvou

A favour is a little gift given to

each guest. It may be as simple asa heart or star shaped chocolate or

as beautiful as a hand-crafted glass

ornament with the school name and

year painted on it.

Hdlg th gut ltYour school will have rules about

partners (e.g. whether they must

come from your own school if it’s co-

ed or have to be school-age).RSVP – responding to the invitation

to attend – is a must.

Accurate records need to be kept of

who is coming – and who’s not. TheInvitation sub-committee will need a

complete list of who has been invited

and will need to work closely withthe Treasurer to make sure everyone

pays.

The invitation may also include pre-

formal drinks that include familymembers. Keep track of these

numbers too.

Join Us On

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spoohpLocal business sponsorships can

oset the cost of holding your formal.

They can provide:

• nancial assistance• in-kind help.

But remember: if 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 oer in return.

stt by lookg wth you

chool commuty. Whose parents run or managebusinesses that may be helpful?

Think oce supplies, caterers, party

hire, even venues.

Could they supply goods orproducts at competitive rates or

better still donate in return for free

advertising?

Looking further aeld, think of businesses that your student group

– and families -- uses a lot locally:hairdressers, nail salons, gyms, icecreameries, pizza parlours, fashion

boutiques, bike shops, fast food

outlets, petrol stations; the list goeson.

You want to ask them in the nicest

way to help subsidise your eventwith a small cash donation. In return,

their business can be mentioned.You may want to have a tiered level

of sponsorship: printed mention

in the night’s program; mention inspeeches; and signage.

Remember: sponsorships alsoreect on your school. Work closelywith the school representative to

make sure sponsors t with the

school’s image and beliefs.

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FudgFundraising is another way to oset

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

Pot-foml ctvtThis is a contentious issue. Studentswant to party on – but many schools

have laid down the law and said ‘no’.

The committee’s school

representative will be able to tellyou what the school policy is. The

committee is obliged to work closelywith the school to ensure all guestsknow what that stand is.

Hv gt tm!The most important thing to

remember is to have a wonderful

time! Feel fabulous and enjoy yourevent!

CALLING ALLSTUDENT BLOGGERS

& BUDDING JOURNOS!

WANTED

We are looking for guest contributorsto our site to create short articles that would be of interest to those preparing

for and planning school formals.

If you are interested and want tond out more, send an email to:[email protected]

There will be a prize of a $50 iTunesvoucher for each article of approx.200 words that is published.

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