There are lots of reasons why you might need to plan a high school dance at an off-site venue. The school gymnasium just got a new floor and the coach is worried that all those high heels will scratch it up. The cafeteria is being remodeled. There just really isn’t a suitable place on campus to host such an important school event. Whatever the reason, it is important to choose the best party venue in Milford when planning a homecoming dance, holiday dance or prom. Prom planning in Massachusetts may seem overwhelming, but once you select the Milford party venue and a theme, everything else will just fall into place.
Step One: Create a Committee
The first thing you need to do when planning a homecoming dance or prom, is to form a school committee made up of volunteers and supervised by a school counselor or teacher. Depending on the size of your prom, you will want to have somewhere between five and ten volunteers to help with all of the duties and details. Bring in the class officers to assist or lead the delegation of tasks during the planning and execution of the event. Consult with the school principal, secretary or event treasurer to make sure you know everything you need to know about the budget and how much you have to spend.
Step Two: Secure the Venue
The most important step in the planning process is to first find the best party venue in Milford for your school dance and then to secure the venue with a deposit. Know the date range that you want for your dance and contact The Crystal Room to schedule a tour of our facility. You can bring along some of your committee members and adult leader to ask questions, take a look at the space available, and determine whether or not it will meet your needs. Work with our on-site coordinator to figure out what you can and cannot do, find out about audio-visual technology that can help you to achieve your goals, and learn all you can about food service for refreshments during the event.
Step Three: Choose a Theme
Every good school dance has a theme. Even the annual homecoming event has a particular theme that either coordinates with the school name and mascot or just relates to the area in some way, shape or form. Speak with the coordinator at the Milford party venue for tips regarding decorations to know what you can do to customize the space. Find out how early you can show up to decorate and when the decorations need to be removed. Prom planning in Massachusetts does not have to be difficult. If you have a good committee, a good plan, and everyone knows what their job is, it can all run very smoothly.
Step Four: Hire the Vendors
Do you want to have other vendors working at your event? Hiring a band or a DJ? Need an emcee or just getting the principal to do the announcements of king and queen or other special awards during the celebration? Whatever your needs, speak with the on-site coordinator at the best party venue in Milford to find out about insurance and other requirements for professionals who come to the facility to perform a service during your event. Special catering, cake delivery and cutting services, refreshments and entertainment options all need to be cleared with the venue.
Step Five: Post the Invitations
Find a creative and unique way to invite the student body to your event. Whether you are planning a homecoming dance or taking care of prom planning in Massachusetts, it is still important to post notices in the hallways, send out emails, add an invite to the school newsletter and use any other communication options at your disposal. Sure, everyone already knows that a dance is in the works, but it is always a good idea to do formal invitations through the school’s network to make sure everyone knows what to expect and where it will be held.
Contact The Crystal Room for Prom Planning Assistance
If you are planning a homecoming dance, prom or other type of school event, contact our team at The Crystal Room in Milford, MA by calling 508-478-7800 to get more information about our venue or to schedule a FREE tour of the facility. If you are looking for the best party venue in Milford, look no further than The Crystal Room. We have a large, beautiful ballroom, plenty of ample parking, a wide range of technology options available, on-site catering and services, plus a whole lot more, to help you plan a beautiful and memorable event.