The Prom Organiser

January 27, 2010

Prom Night Entertainment

We've already devoted a whole section to prom night entertainment in the e-book (have you got your free copy?), but I've come across some ideas lately that I just had to share with you.

Entertainment during the prom? Isn't the prom enough?

Well, dancing to music and eating party food is fun, but believe me, after a couple of hours, you might feel like doing something different. There's likely to be a prom photographer there so having great pictures taken will be one extra fun thing, but then what?

And what about the poor souls who don't really like dancing?

Great prom night entertainment ideas

Treasure Hunt

Hide tiny objects around the prom venue and give prom guests a sheet of clues to find them. It should be designed so that people only have to discover what the object is in each location, so the object can be left for other people to find them. This can work particularly well if you incorporate your prom theme. It takes time to set up and design the clues, but with riddles and mysteries to solve, people aren't going to get bored. A prize for the person who correctly identifies all the objects and their locations can be awarded too, you can encourage people to work in teams and not share the answers with each other if you provide good prizes.

The graffiti wall

Put up a giant piece of paper, put a decorative "Prom of 2010″ title with your school name across the top and leave pens for people to leave messages about the prom, or just "I waz 'ere" stuff.

At the end of the night, roll it up and ask the school caretaker to store it somewhere safe. Why? Well in ten years time you could have a prom night reunion, and wouldn't it be great to unroll it and put it up with pictures of the event so everyone can see what they wrote?

Future gazing

Another idea is to give people slips of paper for them to fill out in secret, upon which they write what career they will be in and who they'll be married to in ten years time. Place them all in a box, seal it and then store it with the graffiti wall so everyone can find their piece of paper at the reunion too.

Guess the teacher

Find ten teachers who are willing to give you a copy of a baby picture (of themselves of course!) and ask prom guests to guess who the baby is. Put the pictures on a wall, provide slips of paper with 1-10 on them and a space for the prom guest name. A kind soul will have to volunteer to mark them, but if you give a cut-off time for entries they can do this before the end of the prom. The person who guesses the most correctly wins a prize – be prepared for joint winners when choosing your prizes.

Grand quiz

Ask all prom guests to supply one fact about themselves when they buy their prom ticket. Then translate each fact into a question. For example, one person could say "I have a secret pet gerbil called Trevor" and the natural question is "Who has a secret pet gerbil called Trevor?" You get the idea.

What you should aim to create is a huge quiz that can be handed out at the door as people enter the prom, which encourages the prom guests to mingle with each other. There's something fun about making dozens of people rush around the room saying "Do you have a pet gerbil called Trevor?" and it's a great ice breaker.

Make it clear that there is a time limit, then you have two choices for the answers: get people to swap and have a charismatic host read out the answers in an entertaining fashion, or get a kind soul to mark them against a master sheet. Prizes at the end people, you know the drill

Temporary tattoos

If you can, find someone who is willing to come and paint temporary tattoos on the prom guests during the evening. They could be henna (like Asian mehendi), body paint or shop-bought temporary tattoos. If they're quick to apply, prom guests will enjoy showing them off to each other for the rest of the evening.

Do you have any other plans for prom night entertainment? Be a darling and pop them in the comments, then the other prom planners can see them too!

Tags: prom guests, prom night entertainment, prom venue
Posted in Enjoying your prom | No Comments »

January 12, 2010

It's prom show time!

It's a brand new year, and my favourite time in the prom calendar. In the term before Christmas, planning a prom for the following year seems a bit unreal, but now everyone's back and all of a sudden, the prom doesn't seem very far off.

I also love this time of year because all the prom shows are starting up.

So what is a prom show anyway?

Basically, a prom show (sometimes called a prom fayre) is an exhibition designed to help you meet local prom service suppliers and see what they have to offer. But that's only part of it; prom shows also get us all really excited about the rapidly approaching prom season.

What to expect at a prom show

Local prom suppliers companies (like local prom dress shops, prom transport companies, local make-up artists etc) usually have a stand to exhibit their services and examples of their work. For example, a local ball gown shop might attend, with racks of gorgeous prom dresses that you can actually try on. Make-up artists might give you a free make-over so you can see what they could do for you on the day of the prom. Prom transport companies might even take one or two cars to exhibit so you can see what you'd arrive in. You get the idea.

Sometimes there are extra events laid on, like fashion shows, competitions and so on.

Whether you're in the prom committee and responsible for booking a service, or simply trying to find something for your prom night, having the chance to speak to prom suppliers face to face at a relaxed event is a great opportunity. In the wedding world, the equivalent bridal fayres have been going for years, and there's a good reason: they're really useful and really fun too.

Northamptonshire prom people listen up!

If you live in Northamptonshire, we've heard about a prom show that's being held in Corby. It's the third year in a row for this event, and the organisers (Northamptonshire Newspapers Ltd) are lovely people, so we're sure you'll have a great time. The date of the Prom Show is Thursday 28th January 2010 at the Best Western Rockingham Hotel in Corby between 6-9pm.

It sounds like a great event; there will be numerous stands offering prom dresses and formal wear for the lads, prom photographers, plus hair and make-up experts, nibbles and non-alcoholic cocktails. The first 50 students (or school representatives) to register receiving a free goody bag – and I'm allowed to tell you that there will be a little something from us in there too!

But that's not all! There will be a fashion show, and everyone who registers on the night will also get the chance to win these great prizes in a free raffle prize draw: a prom dress up to the value of £300, courtesy of Bonnie Brides and Grooms, a £100 gift voucher courtesy of Ballgown Heaven, Uppingham, a gents prom suit up to the value of £225, courtesy of Panters Menswear and Formal Hire, Northampton, and a another £100 gift voucher courtesy of A Bride's World, Northampton.

N.B. The prize draw will be announced at 8.15pm and you must be present. If your name is called out and you are not present, you'll lose the prize and a new name will be drawn.

For the fame-seekers amongst you, a photographer and reporter will be there and coverage of the event and competition winners will be published shortly afterwards within the Evening Telegraph.

So if you live in or near Corby, put the date in your diary, you lucky things.

If you live somewhere else and have heard of any upcoming prom shows, or if you are an organiser of a UK prom show, please do get in touch to let everyone know. Simply put the details in the comments below, or get in touch through the contact form, we'd love to hear from you!

Tags: prom calendar, prom fayre, prom show
Posted in Enjoying your prom | No Comments »

December 18, 2009

Prom dresses and body shapes

It’s party season and there are gorgeous dresses everywhere, so I thought it was high time that we talked about prom dresses, just in case you spy something in the sales that takes your fancy.

Prom dresses and endless choices

The wonderful thing about school prom dresses is that you have so much choice; you aren’t restricted to only wearing full length gowns, or only cocktail dresses. When it comes to prom gowns, as long as it’s glamorous, anything goes. I’ll be writing all kinds of posts about prom dresses over the next few months, so I want to start at the absolute beginning of your selection process: knowing what style of prom dress suits your shape.

No matter what shape you are, you can find a prom dress that looks fabulous.

If there is anything the wonderful Gok Wan has taught us, it’s that you don’t have to be an underweight supermodel to look fantastic in a frock. Whatever shape you are, there is an ideal style to suit you, you just need to identify three things about your figure:

1. Your overall body shape
2. One feature you like to show off
3. The feature you most want to hide

I’ll take you through each one step-by-step, the rest is up to you and your shopping stamina!

The Prom Organiser’s guide to prom dresses for every body shape

Curvy hourglass

Lucky you! With your bust and hips perfectly balanced and a slim waist to boot, you can carry off most styles of dress. Some A-line styles won’t make the best of your figure, though most formal gowns will suit your shape, especially those that have a defined waist.

Boyish figure

If you’re slender but there isn’t much definition between your waist and hips, an Empire line gown is a good choice. The style is designed to take attention from the waist and skim down over the hips. Decoration at the bust can also keep the eye away from the waist too.

Pear shaped

Wide necklines that balance out your top with your lower half helps, along with dresses that are fitted at the waist and then flare out into a full lower half. This style shows off a slim waist, leaving anything below to the imagination.

Apple shaped

If you are fairly tall, an Empire-line gown can detract from the stomach and waist areas and lengthen your body too. Some carefully designed A-line dresses that have a bit of boning under the bust can also be very flattering. A lower neckline with really striking, eye-catching jewellery is also a good idea.

Tall and thin

Softer lines, rather than tight bodices are more flattering for your shape, and wide and scooped necklines help to widen you out at the top. Sleeves that are cropped and sit wide on the shoulder can also do the same.

Petite

A dress with Princess seams or an A-line shape is the best bet – never wear a dress that has a waist feature, as that will make you look shorter.

Prom dress details to emphasise your best feature

Most of us have one feature that we are proud of, perhaps it’s shapely legs, a trim waist or smooth skin across the back. Decide which one is your best feature, and then choose a design that draws attention to it.

Long legs

For example, a long sheath dress with a slit cut at the side can tastefully reveal wonderful legs, or if you want to be less subtle, you could go for an asymmetrical hemline.

Shapely back

A backless dress can show off that skin, but be sure to find a cleverly designed bra to keep everything in place around the front.

A bust to die for?If you have a good bust, you can have a bit of cleavage, but go for gowns with wider shoulder straps – thin straps don’t work for those with a larger bust, and you’re likely to need a good bra with thicker straps to hide anyway.

Tiny waist?

Get a big belt or dress with a spectacular sash waist to show it off!

Distracting away from a feature with a savvy prom dress choice

Even the most beautiful women in the world have something they don’t like about their figure, and for you to feel fabulous on prom night, you need to be confident that attention will be where you want it. Here are a few common worries, and what prom dress designs can do to help.

Chunky upper arms

You could wear a bolero style jacket, or add a spectacular wrap to the outfit which will also frame your bust and neck, drawing attention away from your arms.

Chunky legs

Avoid styles that are long and straight that have a slit cut into them for walking. Depending on your overall shape, consider a full gown that will emphasis and sweep out from the waist, disguising your leg shape.

Large bust

Not everyone wants to show them off! Choose a princess line gown with a fuller skirt to make the lines flow over and balance the bust, and choose a dress that has beading or other decoration around the hem to distract the eye from the top. Avoid thin straps and halter necks.

Small bust

If your bust is too small for you to carry off some designs, consider an Empire style gown with pleated or ruched fabric across the bust to make it look like there is more there.

Figure it out, then the choice of prom dress style is easy

Once you have identified these three characteristics of your figure, start with the base shape that suits, then choose style details that maximise what your proud of, and hide what zaps your confidence. It may take time, but it will be worth it!

Do you have any questions or worries about your prom dress? Drop us a line or ask in the comments below, we’re here to help!

Tags: body shape, prom dress, prom dresses, prom gown
Posted in Prom outfits | 3 Comments »

December 10, 2009

Managing Prom Finances

We’ve talked about the need for budgeting and the dreaded cash flow, but what about when things are underway, when payments need to be made and fundraising cash starts to come in? How do you manage it all?

We had an excellent question sent in from a rather lovely chap called Jordan:

I would like you ask you the best way of managing finance for the prom, and the best place in the UK to get a Prom Bank Account that I can use, being 16 years of age. I would prefer to keep all funds separate to any of the school accounts, so I feel setting up a brand new account will be good. I understand it will need to be a business account?

This is an excellent question, and the next natural step for our prom finance advice.

A bank account is critical when managing prom finances

Jordan is absolutely right about the need for a bank account. Fundraising activities are likely to result in cash donations – and usually in multiple small amounts. Depending on the activity, you may end up with hundreds of pounds in coins at the end of a day, or trickles of small amounts as sponsorship promises are honoured.
Cash is cash, we all like it, but it simply isn’t practical when it comes to the other side of prom finances: paying out. You can’t go to a local prom photographer or prom venue and put down a deposit in pennies and pound coins. Well, you could, but they won’t be very pleased!

So, yes, get a bank account sorted out. You can pay the cash in, then pay the bills by cheques or electronically and everybody is happy. It also makes it easier to know how much is in the pot at any one time.

What kind of bank accounts suit prom finances?

So, the next question, as Jordan asks, is what kind of bank account do you need, and what do you do about the fact that you are likely to be anywhere between 15 – 18 years of age?

Keeping funds separate from other accounts is an absolute must. It’s so easy for things to get tangled up if you are using the main school account, and it also makes it nigh on impossible for you to be able to access as many details (such as the current balance) as and when you need to.

Your first point of call should be your school treasurer / head administrator / school head to ask about what facilities the school has. Some school bank accounts have the facility to create separate accounts for exactly this kind of activity. It may be that the account could be set up specifically for your current prom, without the need to start from scratch elsewhere. The person responsible for finance in your school will probably also have good advice, and would be a good person to be involved as signatory (we’ll get to that later).
But if your school bank account doesn’t have that facility, what do you do?

Looking for the right bank account for your prom

You need to start looking at the different banks and what they offer. Don’t be intimidated; they want your business.

Here is what you need to look for:

Most banks would classify the kind of account you need as a “clubs, societies and charities" account, which is usually a type of business account. These are generally better suited towards prom finances than a standard small business account, and the staff involved in managing your account will have much more experience with the potential issues you’ll face than those involved in small businesses.

To give you an idea of what these accounts are like, take a look at the one run by the HSBC and the one run by LloydsTSB. We’re not in a position to recommend either of these per se, but they do have useful and informative websites, and are friendly on the phone. Do take the time to hunt about with others, and if you have found out which bank your school already as an account with, that might be a good place to start.

So, once you have identified whether a bank has this sort of account, there are lots of details you need to consider. But first:

DON’T PANIC!

These kinds of questions and details can seem at best dull, at worst scary, but you just need to gather information first and then take it back to the prom committee, or the teacher appointed to help you decide which is best for you if you need support.

What you need to know to choose the best account for your prom finances

Minimum requirements

Okay, the most important thing to look at first is whether there is a minimum monthly amount required. For example, some banks will only offer free banking, or even the option to have this kind of account of you have a minimum of £4,000 pounds a month in the account. Eeep! I doubt many school prom finances run to these sorts of amounts every month.

Transaction fees

If there is no minimum amount requirement, next you need to look at fees applied to transactions. If they say you have “free banking” make sure you list what they include under that. Can you pay in easily, and then pay out with cheque or electronically without being charged?

Some banks charge very small amounts for certain transactions, these can really add up, especially for prom budget management as there will be smaller and more frequent amounts being paid out at certain points. If you can find an account that offers basic transactions for free, then put it on the shortlist.

Internet banking – good or bad?

Internet banking can be very useful, find out if you’ll be able to access the account online to check the balance, and whether you’ll be able to pay electronically. For a prom, having the facility to access the account online and pay bills from it is very convenient, but may in fact not be a good idea due to security and trust issues. We’ll get onto that in a moment when we talk about signatories. The bank may insist that only a teacher has access to online payment facilities.

Is there a local branch?

When you have hundreds of coins to deposit, you want a branch as close to you as possible. Look at the nearest branches to you and prioritise those banks above any others when you are making your choice. It can also be helpful if a problem comes up and you can just go and speak to a real person who’ll know how to help.

Don’t forget to check the opening hours too; not all banks, especially in small towns, open on a Saturday morning, so check they open late enough on weekdays to visit after school.

Then what?

When you have a shortlist, the best thing might be to phone them or go into the branch and talk it through with them. Ask if they have helped other prom treasurers in the past and what they recommend.

Security, trust and convincing the adults you can do this!

Jordan points out that at 16 years old, age may be an issue when dealing with banks. Whilst all of you and I know that you’re organised, responsible and probably more switched on than a lot of people over 18, it may be a barrier.

There is also a security issue, and this is faced by all clubs, societies and charities – but the solution to this may be the thing that can make your age irrelevant. The problem is this: if you have a treasurer with access to the big pot of money, how do you make sure they can’t pay for the odd personal thing here or there with the club account, or even worse, run off with all the money?

Clubs etc deal with this by having two (or sometimes more) signatories on an account. This means that if you want to pay for something by cheque, or withdraw a significant amount of money, you need two people to physically sign for it, instead of just the treasurer.

Yes, it makes things slower and a tad less convenient, but if you do this and one of the signatories is a teacher, or the head of school finances or someone else they’ll rate, then you’re more likely to be able to get the account and help you need, even at age 16.

Whoa. Can you summarise all that please?

Sure, there’s a lot here.
1. You do need a bank account dedicated to prom finances
2. Ask your school finance people about the school bank account and for advice
3. Focus on researching the “Clubs, societies and charities” business accounts offered by banks
4. Check out the minimum requirements, fees, account accessibility and whether there is a local branch
5. Interview the banks on your shortlist!
6. Decide who will be signatories on the account and follow your chosen bank’s instructions.

So there you have it. Advice on bank accounts for prom treasurers. I hope that helps Jordan, and if I have left anything out, or if anyone else has a question, drop us a line here. Who knows, you might get a whole post as an answer too!

Tags: managing prom finances, prom bank account, prom finance advice
Posted in Prom fundraising and finance | No Comments »

December 2, 2009

Prom themes part two

We’ve already discussed the reasons why a prom theme can be a good idea, now it’s decision time. To help you out, we’ve collected twenty prom themes, with ideas to get the creative juices flowing for our favourite five.

1. James Bond
Glamorous gowns and sharp dinner jackets go hand in hand with James Bond. Lots of style and class to carry into your designs, along with the casino theme – why not hire a mobile casino company to really make the theme come to life. These companies are used to putting on casinos at big events like weddings, and each guest can get their starter chips either as they arrive, or a voucher when they buy their ticket. No real money is involved, and you can pretend to be Bond or the glamorous spies all night if the fancy takes you!

2. Comic book superheroes
From Superman to Spiderman, so many people have a soft spot for the caped superheroes of the comic books, as all the recent superhero films have shown. Why not paint New York style city blocks at night to put around the venue walls, with occasional heroes hidden amongst them. There are bold, dramatic fonts associated with the comic books that look fantastic on poster and tickets too.

3. Ancient Egypt
Pyramids, hieroglyphics and ancient gods; what a feast for the art students! This theme has a great colour palette, and so much potential for great decorations. You could really go to town and create grand murals like the interiors of the ancient temples, or even make statues to frame the entrance. There is a tonne of inspiration just waiting to be tapped.

4. Pirates
Pirates! Need we say any more? Treasure chests, skull and cross bone flags, Johnny Depp, what’s not to love?!

But seriously, this can be a lot of fun to play with as a prom theme; you can create mini desert islands around the room with fake palm trees. Create a treasure hunt with clues given out during the evening and invest in a king’s ransom of chocolate coins to hide in mini treasure chests around the room.

5. Winter Wonderland
With the event taking pace at the height of summer, the impact of the winter wonderland prom theme can be so dramatic. Use cool blue lighting, make glittering snowflakes and use simple white sugar paper to create the impression of snow covered landscape on the walls. Making fake snowmen in June and July can be surreal and lots of fun, and having lots of ice cream and frosted drinks can bring it all together too.

6. Arabian Nights

7. Under the sea

8. Castles and knights

9. Tropical paradise

10. Space and celestial wonders

11. Wild West

12. Vampires (for all you Twilight and Dracula fans out there)

13. Vintage 1950’s

14. Mardi Gras /Carnival

15. Circus (hire jugglers and entertainers to bring this to life)

16. Hollywood Oscar night (go on, hire that red carpet, you know you want to!)

17. New York New York!

18. Chinese dragons

19. Romantic cities, e.g Paris or Rome – this prom theme can be taken into the catering really easily.

20. Fairy tales

Over to you; have you picked the theme for your school prom yet? Or have to heard of other themes that we can add to the list?

Tags: Prom themes, school prom
Posted in Prom themes | No Comments »

November 11, 2009

Choosing a prom photographer – part two

Last week, David Ashbourne from Event-Pics gave us some guidance on what to look for when choosing a school prom photographer. This is the second part of his advice on choosing a prom photographer, so without further ado, it's over to David!

On prom night

Obviously everyone wants a fun and enjoyable time and a good photographer will contribute to this. A good rapport and a degree of flexibility are, in our experience appreciated by the guests. If your photographer has specified a time limited attendance only for arrivals then it is important that your guests are aware of this so they aren’t left disappointed when he or she has packed up and left. On the flipside if the photographer is there until the end there is no need for everyone to ‘pile’ into the studio area at the same time especially if the food is being served.

From a photographers point of view we would love to have orderly queues and a reasonably calm area but…we know this isn’t going to happen! Personally I think the noise and excitement add to the fun of being there.

If there is a single thing that concerns me more than any other at any prom or for that matter any event it would be damage to the equipment. Accidents do happen but all we would ask is simply to be careful in and around the studio area. Not just because we are worried about our equipment but we also want everyone to be safe. We have seen occasions where a guest comes diving onto the studio to be part of a group already in place. Fortunately nothing was damaged and we got some good photos but all I would add is please be careful and everything will be fine.

When the photos are being taken expect around 2-4 shots of any individual or group on the studio at the time. These should then be available to view and you can choose to have them printed. Usually if you don’t like the photos you will be able to have them re-taken. At Event-Pics we don’t put a limit on the number of photos you can have taken, so as long as you don’t mind queuing we will take your photograph.

Incorporating a prom theme into the photography

If your prom is to have a theme, for example a Masquerade Ball, then prom photographs can easily incorporate this. You will find that most photographers tend to use two particular styles of background, either a coloured patterned background or a white background for ‘high key’ images. White backgrounds are very popular because they can bring out the colour and vibrance in the dresses as well as bringing the focus onto the subject. With this type of event is it wiser to go with a simpler background and leave the theme for specific events like Christmas parties.

If you do want to have something in the photo that identifies it as the prom it is possible is to have some text added to the photograph as it gets printed. This would need to be arranged beforehand with the photographer but you could then have the name of the school and the perhaps the year included.

To summarise this post I’ve listed a few items to help in selecting a prom photographer

• Make sure the photographer has covered proms before

• Look at samples from previous events, reputable photographers will be happy to supply them

• Don’t be fooled into believing the lowest cost will be the best, it could lead to disappointment

• Make certain you know how long the photographer will stay for

• Look for on-site printing to save any delay in receiving photos after the event

Keep these in mind and you’ll have a fun night and some great photos to show for it.

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Many thanks to David, if any of you have any questions related to prom photography then simply ask in the comments below or if you’re shy, use the contact form. Next week will be part two of our series on prom themes – why not take a look at part one before you go?

Tags: prom photographer, Prom Photography, prom photos
Posted in Prom Photography | No Comments »

November 3, 2009

Choosing a prom photographer – part one

Here at the Prom Organiser, we regularly consult experts to make sure that all the advice we give is thorough and correct. David Ashbourne from Event-Pics has been kind enough to write a guest post on choosing a prom photographer.

How do you go about finding the right prom photographer?

Firstly decide what sort of photography you want. Do you want someone wandering around throughout the evening taking pictures of guests at the tables, with groups of friends or just capturing the atmosphere? Alternatively, and by far the more popular, do you want a studio set up at your prom providing you with an area in which you and your guests can have the photographs taken?

The majority of prom photographers operate a studio set up because this can be lit correctly and will avoid distracting backgrounds. This is what sets these photos apart from those taken in amongst the event itself.

Next, do you want printing on-site or available after the event? In my opinion, printing on site is by far the best choice as you won’t have to wait until a later date to receive your photos. In addition if the photographer is printing on site you should be able to view the images before they are printed. The one big advantage with this is that YOU can choose which photo to have printed and if there are none you like you can simply have it taken again. Be aware that not all photographers operate like this and might only take 2-3 shots that you will have to choose from.

Another point to consider is whether you will be expected to pay a booking fee. Some companies work like this, others don’t, but either way make sure you know in advance what sort of service will be provided. It is well worth checking the photographer's website to look at the types of events they have covered and the style of photographs you can expect. Some event photographers specialise in purely outdoor events and while this doesn’t mean they won’t cover a prom it does mean that you need to know they can confidently cover your event. Dealing with 150 year 11s is totally different to shooting an equestrian event!

Booking your prom photographer

So having chosen a photographer, how can you help them in the run up to the prom? Firstly, and probably most importantly, make sure that you as a committee have all agreed which photographer will be turning up! This might sound obvious but the last thing that is needed is two different photographers arriving because one has spoken to a year head and the other has dealt with the prom committee. At the very least, expect to have to complete a booking form from your chosen photographer.

What does a prom photographer need to know before the event?

Most of the information we need is usually supplied on the booking form or even at the initial contact stage. However here is a list of information that we find very useful:

Name and address of the venue
Event date and time and possibly the finish time
Approximate number of guests
Contact name at the venue

One of the most important points to know beforehand is where the studio area will be located at the event. The space available will depend on the venue. From some of our past proms we have been in the room with the guests, by the side of the dance floor, in a separate room away from the function and even in a reception area. None of these had an effect on the popularity of the service but we were slightly concerned about where the queues of people could go.

Another factor that affects the space needed is the range of photos that are to be taken. With more space available larger group shots are possible and experience tells us that group shots prove very popular. Roughly speaking an area of around 4 metres wide by 6-8 metres long would be ideal. The area will need to have power sockets nearby, preferably spread over 2-3 points and for safety reasons not encroach onto a public walkway or cover a fire exit.

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Many thanks to David, if any of you have any questions related to prom photography then simply ask in the comments below or if you’re shy, use the contact form.

Part two will be coming soon, including advice for prom night itself, and whether to incorporate your prom theme into the prom photo backdrops. Oh, and there's only one week left on our competition to win an iPod!

Tags: prom photographer, Prom Photography, prom photos
Posted in Prom Photography | No Comments »

October 21, 2009

Prom themes part one

Coming up with a prom theme is a good idea for lots of reasons, and can be one of the most fun parts of prom organising. The decision can cause some heated debates in the prom committee however, so stay calm when someone doesn’t love your prom theme ideas as much as you do!

Why have a prom theme?

The Prom Organiser’s top three reasons for having a prom theme:

Having a prom theme makes it easier to design posters, invitations and tickets
The prom venue decoration options can be narrowed down to a focused design
Prom guests can choose to join in with their outfits (e.g. colours, accessories) and that’s a lot of fun for them too

Prom themes make everything to do with design easier, as without a theme, your options are simply endless. The prom theme brings motifs, colours and prominent shapes with it that can inform everything you design for the prom. For example, if you go for Arabian Nights, it immediately conjures up images of desert sand, rich fabrics in vibrant colours, and the arch shape of Arabian architecture, just for starters.

How do you choose a prom theme?

The first step is to brainstorm as a committee. Go crazy! Come up with all the wild, wonderful ideas you can and write them down on a big bit of paper. Don’t think about whether it’s feasible, it’s all about the ideas at this stage.

Next, take a step back and look at each idea, considering the following questions:

How could that prom theme help with visual design?
Is it easy to make or find prom decorations that fit in with that theme?
Can we make good use of this theme on a tight budget?
Would anyone find this theme too awful / offensive / stupid to be able to enjoy their school prom?

The last one might be strange, but let’s say one of your brainstormed ideas is a zombie prom. Zombie films and books are popular at the moment, but there are lots of people that find them scary rather than funny. It might seem like a huge amount of fun to people who think that sub-genre is a laugh, but it might be too niche, and too out there for everyone to enjoy.

That list of questions will help you prune the crazy ideas into a list of feasible prom themes. But you’ll still have to choose between them and at this point you have three options:

Put it to a committee vote
Have the chairperson decide the theme
Put it to a vote in the year group having the prom

You could involve the whole school in the last option, but as only one (two at the most) year group will be attending the prom, it seems more fair to just let them vote.

Always bear in mind that the theme won’t please everybody, that’s impossible. If the choice of prom theme is just causing too much grief, arguments and tantrums (they do happen you know!) then you might want to choose a colour based theme instead. One school in Somerset went down this route and chose silver, blue and purple. It served the same purpose in terms of designing posters etc and made decorating the prom venue much easier.

So, there you have it, a quick guide to choosing a prom theme. I’m gathering up lots of prom theme ideas at the moment for prom themes part two, so it’s your turn now:

Tell us your favourite prom theme ideas, and we’ll feature them in the next prom theme post! You can tell us over Twitter, on our Facebook page or in the comments below. Have fun!

Tags: Prom organising, prom theme, prom theme ideas
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October 5, 2009

Prom committee roles

Before we get stuck into prom committee roles, can I tell you about the competition we’re having at the moment? All you need to do is follow us on Twitter or become a fan on Facebook and you’ll be entered into a draw to win an iPod or equivalent value in iTunes vouchers. Find out all about it.

So we’ve talked about what it takes to be on the prom committee, and we’ve talked about the pros and cons of having a formal vs informal prom committee. In case you are still deciding, or need a bit of guidance on what those formal roles are; here is the Prom Organiser skinny on how you can organise your prom committee. Don’t forget, you can choose to add new roles, or amalgamate some of those listed here, it’s just a guide.

The Chairperson

When you have a big group of people working on a big project, it’s absolutely critical to have someone who can see the bigger picture, keep everything on schedule and be ultimately responsible for making sure everything gets done.

The Chairperson needs to be able to keep everyone motivated, encourage all the different prom committee members to work together well, and be able to report back to teachers and parents about key information.

In one Somerset school they have a male and female chairperson, to make sure that both groups are represented.

Most important skills required: The ability to stay calm, to delegate and resolve conflict.

Treasurer

This is arguably the second most important role as there is a lot of money control involved in prom planning. The treasurer is the one who keeps track of how much money is coming in through fundraising, and how much is going out to pay invoices. This is a role that requires a lot of work, and frequent contact with the teacher who controls the school prom bank account. (You have got one of those, right?)

Most important skills required: Good head for money and maths, attention to detail, forward planning, ability to file important paperwork well.

Head of promotions

Having a person who will make sure that the tickets and prom posters are designed and produced to schedule is a great help. This person is also responsible for giving information to teachers for assembly announcements, promoting fundraising events and also ensuring that timely announcements are made in school newsletters and letters home to parents.

Most important skills required: Artistic eye (artwork itself can always be delegated), forward planning, confidence to make announcements.

Head of prom king and queen arrangements

If you have decided to have a prom king and queen, there is work involved throughout the build up to the prom and on the night itself. We’ll be posting more about the prom king and queen soon so you can see just how much is involved.

Most important skills required: Forward planning, sociable nature.

Head of entertainment

This role is so extensive and important that you might want to assign a team of helpers. In the planning stage, it involves a lot of researching and quote requests, perhaps even auditioning or checking references. On the night, this prom committee member will need to ensure that entertainers have everything they need, solve any problems that crop up and manage any other logistics involved (e.g. power supply to a chocolate fountain) with the school caretaker.

Some prom committees group the prom photography and videography arrangements under entertainment, it’s up to you.

Most important skills required: Reliability, appreciation of broad tastes, practical problem solving.

Head of prom decorations

Prom decorations involve a lot of work once the theme has been decided. Not only is there the sourcing of quotes, choosing the best decorations and buying them, there’s also arranging for them to be put up and taken down afterwards. This role will benefit from a small team of assistants, especially when it’s time to decorate the prom venue.

Most important skills required: Good eye for colour, creative, practical, good problem solver.

Head of food and drink

This role is very much shaped by how your prom committee is planning to handle the catering side of things. If you are going to hire professional caterers, then the head of food and drink only has to source potential companies and liaise with the chosen one. However, if you are planning to lay on a buffet with help from parents and the local supermarket or restaurants, there is a lot more organising involved. The role is especially important in the latter as you don’t want to end up with fifty deserts and only one plate of sandwiches.

Most important skills required: Ability to coordinate lots of different people, an appreciation of different dietary requirements.

Head of post-prom arrangements

This is arguably one of the least glamorous roles, but like lots of the most icky roles in life, it is one of the most important. In all fairness, it’s not just about cleaning up, it’s also about ensuring that any other loose ends are tied up. Returning lost and found for example, or liaising with the photographer and helping the treasurer ensure that all bills are paid and the paperwork collated. You might decide that you don’t need a person to oversee this, but make sure you have plans to deal with the tidying up and paying bills afterwards, as it’s so easy to forget about it when you’re excited about the fun parts…

Most important skills required: Total reliability, ability to motivate people who are very tired and potentially unenthusiastic.

How is your prom committee shaping up?

Do you have any other prom committee roles to add to our list? We’d love to hear about how you have organised your prom committee, let us know in the comments below…

Tags: prom committee roles, prom fundraising, prom planning
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September 11, 2009

Thinking of volunteering for the prom committee?

So, the summer is over and term time begins again. For some of you that means the last year before GCSE exams, for the rest of you it probably means the run up to A2 exams and the rollercoaster ride of deciding what happens after school.

It's also time to decide if you want to be on the prom committee. Over the next couple of weeks, school assemblies up and down the country will be announcing calls for prom committee volunteers, and you might be tempted.

What's the big deal? Prom planning is easy, right?

Planning a prom is hard work. Trust me. It really is; I've met prom committee members who are simply exhausted by the end of it all. They're often thrilled with the results, but exhausted nonetheless. I've sat in on chaotic prom committee meetings with arguments flying back and forth, and people throwing their hands up in the air, ready to quit then and there.

This isn't something that you should walk into blindly.

Yes, it's a lot of fun too. And prom committee members have the chance to really shape something big – to put their stamp on a school prom that will be photographed and set forever in a school's history. But committee members do put a lot of time and effort into it.

Do you have what it takes to be on the prom committee?

There are three main qualities that every person who wants to be on a prom committee should have – everything else (like great poster design skills for example) is a bonus.

Do you have the time?

Lots of people who volunteer for prom committees, also tend to volunteer for other things too. They're nice like that. Look at your schedule carefully. What other clubs, societies and crazy schemes are you involved in? Have you accounted for the increased workload of an exam year? Do you really have the time to devote to prom planning?

Are you reliable?

When you say you'll do something, do you? There's no place for people who can't follow-up on tasks that they have responsibility for on the prom committee. Even if you are fabulous in every other way, if you don't deliver the goods when it counts, it's no use to anyone.

Can you maintain a long-term commitment?

I'm not talking about marriage here, but planning a prom takes months and months of meetings, work between meetings and loads of decisions. Do you lose interest in things easily? If so, you might just want to think twice before committing.

At the end of the day it's up to you. Feel free to ignore everything I've said here. I don't want to put people off at all – being a prom committee member is hugely exciting and satisfying – and a great thing to put on university and job applications.

Just remember that there is a hint in the word ‘committee' – it takes commitment, can you handle that?

Tags: planning a prom, Prom committee, prom planning
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