To pull off a successful prom that will be talked about for years to come, you'll need to have a Professional team. That means bringing together key prom pros > photographer, DJ, & caterer - to create the perfect Prom night. Handling all these folks can get kind of crazy, so read up on our smart tips for working with Prom vendors (We have lots of articles on this Blog so Bookmark us!)
1. Don't Procrastinate
Spring isn't just prom season - it's also a big time of year for weddings, graduation parties, Project Graduations & other special events. There are only 4 weekends in a month, and only so many QUALITY vendors to go around. To get your top choices, you'll need to start early. If your prom is held on a weekday night, you'll probably have an easier time, but you shouldn't let that hold you up, because the trend has been changing the last 3 years to weeknight proms!
2. Delegate the Prom Planning
Instead of dragging your entire prom committee to every florist, photographer, or DJ in town, create prom - subcommittees to do each task. Once you've decided on a Prom budget, the subcommittees should decide what vendors to pursue. All sub-committees should create checklists & questions to bring to each appointment to make sure they're getting the same info from everybody. Once all the information is collected, the subcommittees should pick their top 3 choices and call for a full committee vote.
3. Network with friends
Do you have friends at different schools who attended an awesome prom? Could they not stop talking about how amazing their photos turned out, or how awesome their Club DJ was? Use friends as contacts to get in touch with the students or faculty who planned their school proms. They'll be more than happy to provide you with vendor recos. But beware of friend of a friend (or teacher) referrals they are not unbiased!
4. Go with a Pro
Professional associations are a great way to track down names and numbers for vendors in your area. As an added bonus, you know that the folks you're contacting have some sort of professional affiliation or accreditation. (NOTE: Associations just mean they take their business more seriously - most associations DO NOT hold members to standards - SO ask your questions!) Some national organizations that may be useful are Wedding and Portrait Photographers International, The National Association of Mobile Entertainers NAME (representing DJs across the country), American Disc Jockey Association, ADJA, and the American Institute of Floral Designers.
5. Shop Around
Whether you are hitting the phones or you're just getting started, cast a wide net. It can't hurt to give every vendor you'd like to consider a quick phone call. One who might be too pricey on paper might actually be a better Value. Remember you do get what you pay for! If you're searching locally, don't discount the fact that some of the folks you visit might be alumni of your school -- and just might be willing to cut a deal for their school.
6. Do Your Research!
When you've narrowed your lists to your top choices for each service, obtain and check references if necessary! Though it may seem like a tedious chore, most prom pros agree that this is the most crucial step. If the vendor can give you the names of other schools who have used the company, that's ideal. Otherwise, ask about other events that hit a similar demographic -- sweet 16 parties, graduation parties, and so on. Then get on the phone to find out who really delivered the goods! (NOTE: This method is usually skewed because vendors will NOT give you anything but good clients to call so research by Google, BBB, Twitter & Facebook as well to see if any complaints arise!)
7. Ask for Help
You will have some questions about hiring vendors, so don't be shy about asking a parent, teacher, Blog, Twitter or school administrator for help. Don't discount the usefulness of their experience & advice. Remember your choices affect 100's maybe 1000's of your peers attending the Prom so make sure you make choices that they will be happy to pay their hard earned money for! (NOTE: Do NOT let a controlling Prom Adviser make all the decisions for you or force you to use their Boyfriend or husband for the DJ etc!)
8. Read the Details
Before hiring any vendor or signing a contract, be sure you've gotten all of the details that could affect your budget's bottom line. Cancellation policies, costs for additional time or services, & any extra fees need to be figured out in advance. If you are uncertain about any of the policies, just ask!
9. Always Get it in Writing!
If you're paying someone for a prom-related service, you'll need an Adult to sign a contract. Before you put your name on anything, have more than one committee member (and possibly a teacher or another adult) read it over thoroughly. Make sure the contract spells out all of the basics, and includes all of the pertinent info like: who, what, when, where, & how. Anything you have agreed on verbally needs to be there as well. Don't consider anything too obvious to be included. Double-check that the date, time, and location of your prom are correct. If anything looks weird or incorrect, don't sign the contract until it has been fixed!
10. Go with Your Instincts.
If a vendor gives you bad vibes, pay attention. An Older wedding DJ who doesn't seem to have any rapport with your committee will fail to motivate prom goers on the dance floor, and a weird photographer who makes you feel uncomfortable is probably going to make other teens feel the same way. After all, you're all going to need to work together to make sure your prom is a success!
(NOTE: Meeting Vendors in 2010 is not always necessary, especially if that is not the actual person that will be at your Prom! Most Vendors use Fax, Email, Websites, Video Conferencing, Skype, Twitter, Facebook, & Myspace to communicate. Why? This lowers your overall expense. If the vendor needs to come out and sit with you that costs them gas, travel, tolls, time and all that is usually figured into your bill! Also on another note if the vendor owns or rents a location like an office this will automatically raises your price because that vendor has a higher overhead than one that does not have the office. So in 2010 that warm fuzzy feeling will cost you more and not guarantee you more.)
Cher!
For Prom Professionals that handle Decor, Photography, & Disc Jockeys Click this Link
Article Adapted from: KatWood
