Choosing a venue for Prom Night is the single biggest decision the Prom Committee has to make. However, it needn’t be difficult. First up, does the school have a venue they have used in the past and would be happy to use again? If this is the case then go directly to that venue to check availability and obtain a price quote. All being well you have a booking.
Finding a venue from scratch requires leg work. By all means surf the net to find local venues but there’s no substitute for a personal visit to your favourites. The look and feel of the place and the attitude of the staff towards you will speak volumes about how you are likely to be treated on the night. If they seem chaotic and disorganised during your visit or very strict and stuffy then it doesn’t bode well for the evening itself.
A visit will also allow you to see the suitability of the venue for limos to arrive at. How big and clean the cloakrooms are. The size of the event room itself, where any disco or band would set up and the availability of another room for the official photographer to work in.
By choosing a hotel or country club you dispense with the need to provide outside caterers. Venues which include catering usually provide set menus for you to choose from in advance and most include a vegetarian option if required. Some venues will not charge a room hire fee if you are booking a sit down meal with them.
Here is a list of things to ask your potential venue.
- Availability
- Cost per head to include food and some drinks
- Room hire charge (including photographer’s area)
- Access to the room on day of Prom
- Licensing laws and late night curfews
- Who provides what – do you need to bring in flowers, balloons or table decorations
- Full list of all possible extras
- Have they held other Prom Nights at their venue and how did they go!!!
Always confirm your booking in writing and telephone at least 2 weeks before Prom Night to double-confirm.
Don’t be surprised if some venues turn you down – not all venues want to hold school proms. If planning to use the school hall and bring in all the necessary catering and entertainment then you needn’t worry about any of the above. Opting for an outside venue does make the event extra exciting for all attending but is by no means essential.
