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How to
organise aformal
BrisBane
2011
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www.ifrockup.com
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EDITOR
Mandy Stevens
1300 653 305
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© 2011
Direct DigitalPublications Pty Ltd
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
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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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2 unique and functional venues to choose from.
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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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The team at Limoso understand how important your school formal isso we go to extra lengths to ensure every aspect of your transfer runssmoothly. We only do one formal per vehicle so there is never a rushand we always allow time for photos with the vehicle you have chosen.
You can view our website at:www.limoso.com.au
or call us on1300 LIMOSO (546 676)
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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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CREATE somethingbeautiful for your high
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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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phone: 1300 653 305
email: [email protected]
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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.
WELCOME TOA NEW WAY OFHAIR STYLING.
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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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www.formalstyle.com.au
Get ready in style for the biggest night of your school
year, with FormalStyle. Keep track of dress designs,
your formal budget, appointments and keepsakes for
your school formal.
FormalStyle is elegant and practical at the same
time – a place to record everything about this exciting
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.
Package Includes:
Chef’s Selection of Hot Savouries on ArrivalChoice of Buffet or 3-Course Set Menu5-Hour Non-Alcoholic Beverage Package of
Softdrinks & Orange JuiceFreshly Brewed Coffee & Tea served with
After Dinner MintsMicrophone & LecturnBackground MusicDance Floor
Room Hire
Celebrate in style with our special formal and graduationpackage. Offering all you need for this once in a lifetimeevent, our package is all-inclusive and stress-free!
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All this for only $74.00 per person! Let us take theworry out of planning this event and make it a success!
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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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sch fo Bb Foml suppl:Clicking on a category will perform a
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