how to organise a formal melbourne

8/7/2019 How To Organise a Formal Melbourne

http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 1/23 1how to organise a formal MELBOURNE 2011h ighschoo l fo rma ls. com.au

How to

organise aformal

Melbourne

2011


http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 2/232 how to organise a formal MELBOURNE 2011

www.ifrockup.com

http://ifrockup.com/







http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 3/23 3how to organise a formal MELBOURNE 2011

EDITOR

Mandy Stevens

1300 653 305

ADVERTISING

ENQUIRIES

1300 653 305

[email protected]

PUBLISHER

Direct Digital Publications Pty Ltd

ABN 98 118 909 069

Head Office:

PO Box 1516

Coorparoo DC Qld 4151

p: 1300 653 305

f: 1300 769 823

www.highschoolformals.com.au

[email protected]

DISCLAIMER

Direct Digital Publications Pty Ltd

takes no responsibility for materials

in this publication or claims made by

advertisers, or errors or omissions.

Readers should not act on any

representations made in this book

without independent verification.

COPYRIGHT

© 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

5

66

7

7

10

12

14

1616

16

16

16

16

16

16

16

17

17

17

17

18

18

18

18

18

21

21

23

http://www.highschoolformals.com.au/

http://issuu.com/action/page?page=5


























































http://www.highschoolformals.com.au/



http://www.highschoolformals.com.au/suppliers.php?p=ViewSupplier&supplier_id=2230&Hills_In_Hollywood



editorial

A ight t mmHow 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



Y sstia fmavt chckistOrganising 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

Gttig y fmagaisdSome 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.

ADVERTISEYOUR BUSINESS

HERE


phone: 1300 653 305

email: [email protected]

SOLD

COMING

SOON

http://www.highschoolformals.com.au/advertise

























Th st mtig 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.

ogaisig agaisig cmmitt!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.






HERE*


phone: 1300 653 305













J#1 Cmpi a ist f a

cmmitt mms with:

• 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’s k at what s-

cmmitts d t d.

V s-cmmitt – 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.

Msic s-cmmitt – sources a

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

that’s appropriate for the evening.

ettaimt s-cmmitt –

sources entertainment in addition to

your music (like a roving entertainersor a fun sideshow).

Fd s-cmmitt – works withthe chosen venue to select a menu.

They will need to pay particularattention to any special dietary

needs of guests.

Thm s-cmmitt – choosesa theme and then sources the

decorations or a professionaltheming company to transform thevenue. Theming is ultra-popular.

Read about some of the hottest

themes around.



Ivitatis s-cmmitt – designs

the invitations, gets printing quotes

and chooses a printer. This committeealso keeps track of the RSVPs.

M ad pac cads s-

cmmitt – designs and producesthe menu and place cards. This group

works closely with the Foodies and

the Invitation sub-committees.

Satig pa s-cmmitt –decides who sits where. It’s not easy

trying to ensure everybody sits with

friends or at the table they want!

Stdt iais cmmitt – informs

your Year group about what’s

planned (without giving away anysecrets) and whips up enthusiasm so

everyone’s really looking forward to

the event.

Chsig a dat ad avThe 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.

Most cities have large hotels and

convention centres that handle

these events all the time, but you maywish to go for something completely

dierent. Our High School Formalswebsite suggests lots of great places.

Consider some of these venues:

• city hotels

• ballrooms• reception centres

• convention centres

• theme parks

• cruise boats

• museums

• art galleriesJoin Us On

http://www.flickr.com/photos/schoolformals

http://www.flickr.com/photos/schoolformals


http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 11/2311how to organise a formal MELBOURNE 2011

• 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 thecost.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. Amarquee might be nice, but do you

have a suitable place to erect it?

How many people are you likely tobe catering for? Would a river cruise

be practical?

Your venue sub-committee can draw

up a short-list of possible venues andthen approach them to nd out:

• available dates

• cost

You might be blown away by the

look of a place but how much will it

cost each person? Think about it. Is

it aordable? Everyone – well, most

people! – will want to be a part of thisnight of nights. Don’t choose a place

that makes it exclusive to a few, rightfrom 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.

∆ Stage an incredible event in anyvenue - even the school hall!

∆ Don’t underestimate the importance of a reliable AV supplier

∆ Perfect mix of Traditional Values and Modern Event Styling

∆ Audio & Lighting Packages from $550

[email protected] | 03 9579 2332

M e n t i o n t h i s a d & g e t a F R E E M U L T I C O L O U R L A S E R w i t h a n y A u d i o & L i g h t i n g p a c k a g e

1

2

3

4

5

Presentation and Formalities

Use a Follow Spot

Quality Lectern Microphone

Beautiful gowns are just the beginning

Dress the chairs and tables for a little special touch

Video Footage

Quality Camera operator or two if the budget allows

Large Draped Screens for live feed

Precise Audio System

Band and DJ PA System for quality audio

Wireless Presenter Microphone

Light up and Liven up!Ambient Room Lighting

Danceoor Lighting Show

Introduce a Theme

Step back into the time of Old New York or into a Wonderland - just stunning results!

5 key steps to a Delightful Formal:

http://www.highschoolformals.com.au/suppliers.php?p=ViewSupplier&supplier_id=673&Pro_Light__Sound
















































































































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 or

principal).

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 anunusual venue, such as an aquarium

or theme park, this can set the theme

for your event.

bdgtRunning 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.

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.

http://www.highschoolformals.com.au/positions-vacant



















CREATE somethingbeautiful for your high

school formal. Get creativewith our range of fabrics,

trims and accessories.

W hy

you...don’t

http://www.highschoolformals.com.au/suppliers.php?p=ViewSupplier&supplier_id=2471&Spotlight_Pty_Ltd


















Tip: The school administration

usually handles the money. Its

business department will have

suitable accounting software.

ThmsThe 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.

What’s ht w?

• Winter Wonderland

• Casino

• Hollywood Nights

• Retro

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

• Jungle Boogie

• Butteries


HERE

*www.highschoolformals.com.au

phone: 1300 653 305


Check out highschoolformals.com.au

on









http://www.vimeo.com/highschoolformals








We have online customer support tohelp you decide on the perfect formaldress for you.

“The home of

school formals.”

Become a VIP at:sassyboutique.com.auand save.

Sassy boutique is Australia’slargest online store with over4000 dresses.

We carry US top labels like Jovani,Sherri hill, Tony Bowls and many more

http://www.highschoolformals.com.au/suppliers.php?p=ViewSupplier&supplier_id=832&Sassy_Boutique
















W mst t fgt…

1. Pmissi FmsYour school will probably seek signedparental permission to attend the

formal. It provides the school with

some legal protection in case of accidents.

2. Scity

Check that your venue includessecurity sta. You may need someextras.

Also check on cloakroom facilities.

Your guests need someone safe to

leave handbags, cameras and coatsduring the function.

3. ofcia gsts

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. Phtgaphy

Yes, there’ll be a lot of happy snaps

taken but your committee reallyneeds 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. Stdt iais

Keep your Year group informed andinterested. Make sure there’s an early

date claimer. Whip up excitement

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

6. Thak y

When the formal is over, yourcommittee needs to write thank-you

letters to all played a part in making

the event a success.

Hav w thght

at…?1. li ad chai cvs

You only have to look at a photographof a table set without chair covers or

overlays to see the huge dierencethis makes to your event. Yes it willadd to your ticket price but there are

some ways to bring the cost down:

• Hire the chair covers and sashesand get a group of volunteers to t

them. (This may be a job to ask of

parents since you may be tied up



at the hairdressers!) Allow at least

20 minutes per table of ten. Foran event with 40 tables, that’s 14

hours’ work – or seven volunteers

working at out for two hours.

• Disposable chair covers are newto the market. They cost around

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

2. bas

Balloons are a great way to ll a

large space economically and you

have heaps of creative options: froma 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 way

of theming your event. Foil stars are a

great complement to any Hollywoodtheme.

3. Fws

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

and timeless. For something a little

more upbeat, use exotic owers andcane.

4. Ms ad pac cads

The Menu and Place cards sub-

committee can unleash their creativeskills to make these, continuing with

the night’s theme. Hand-made cards

and 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

• some background information onthe theme.

5. Pps

Props can be hired to complement

any theme.

WELCOME TOA NEW WAY OFHAIR STYLING.

http://www.cloudninehair.com/au/






6. lightig

Your theme may be to die-for but

if no one can see it, the eect willbe lost. The right lighting creates

ambience. A professional theming

company will be onto this. If you’redoing your own decorating, ask a

professional lighting company for

advice and help.

7. Sd

Your evening’s entertainment

determines your sound needs.

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

But there are inevitably ocialmoments – like speeches – and you

will need a good PA system for that.

Are you showing a Powerpoint –

like a retrospective of your years atthe school? Have you organised the

equipment for that?

8. Favs

A favour is a little gift given toeach guest. It may be as simple as

a heart or star shaped chocolate or

as beautiful as a hand-crafted glassornament with the school name and

year painted on it.

Hadig th gst istYour 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.

SpsshipLocal 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 bethe only one seeking their support.

That means you need to know how

to ask and what to oer in return.



SERVICES State o the art audio, lighting and vision systems.

Experienced ull-time production sta.

Proessional ull box ofce or bulk ticketing service.

On-site security.

KINGSTON CITY HALL

Our Grand Hall has an expansive area ordancing while easily and comortably seating upto 600 people.

Our adjoining Banquet Room oers an intimatereception space seating up to 200 people orcan be used as a spacious reception or yourguests to mingle beore or ater the main event.

Experienced, helpul and proessional sta arealways on hand to help you create the perect

occasion.Kingston City Hall is only 100 metres rompublic transport links and only 20mins to CBD.

CATERING BY A.C.C. CATERING

Complete ‘peace o mind’ catering by one o Melbourne’s award winningcaterers A.C.C. Catering.

Superb catering across all cuisines providing aultless service in an attractive,engaging environment.

High sta-to-guest ratios to ensure your guests get the attention they deserve.

40%Venue Hire or Schools

(excludes costs orcatering, security, ticketingor other additional services)

o

...KINGSTON CITY HALL

IS THE IDEAL VENUE

FOR YOUR NEXT SCHOOL

FORMAL, GRADUATION

CEREMONY OR

PRESENTATION BALL....

Kingston City Hall 979-985 Nepean Hwy, Moorabbin

Ph: 9556 4440 www.kingstonarts.com.au

TAKE ALOOKINSIDE

http://www.highschoolformals.com.au/suppliers.php?p=ViewSupplier&supplier_id=2466&Kingston_City_Hall












































http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 20/23



Stat y kig withi y

sch cmmity. Whose parents run or manage

businesses that may be helpful?Think oce supplies, caterers, party

hire, even venues.

Could they supply goods or

products at competitive rates orbetter 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, ice

creameries, pizza parlours, fashionboutiques, bike shops, fast food

outlets, petrol stations; the list goes

on.

You want to ask them in the nicestway to help subsidise your event

with 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 in

speeches; and signage.

Remember: sponsorships also

reect on your school. Work closelywith the school representative to

make sure sponsors t with the

school’s image and beliefs.

FdaisigFundraising 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

Pst-fma activitisThis 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 tell

you what the school policy is. Thecommittee is obliged to work closely

with the school to ensure all guestsknow what that stand is.

Hav a gat tim!The most important thing to

remember is to have a wonderfultime! Feel fabulous and enjoy your

event!




HERE*


phone: 1300 653 305












http://slidepdf.com/reader/full/how-to-organise-a-formal-melbourne 23/23

• BeautySalons/DaySpas

• Catering

• DanceStudios

• Decorations&Theming

• DJ’s&Entertainment

• Fabrics&Dressmakers

• Florists

• FormalDresses

• FormalSuitHire

• Fundraising• Hairstyling

• Jewellery&Accessories

• Limousines/Transport

• Lingerie

• Photography• Security

• Shoes

• Staging&AV

• Venues

Sach f M Fma Sppis:Clickingonacategorywillperforma

searchforMelbourneSuppliers

http://www.highschoolformals.com.au/suppliers.php?p=Search&new=1&location_id=40&new=1&category_id=259&text=Or+Enter+Keyword...&x=33&y=13
























http://highschoolformals.com.au/?p=Search&new=1&location_id=39&category_id=268&text=&x=43&y=12















how to organise a formal melbourne

Documents