Prom planning checklist

A prom involves more than choosing a theme and booking a DJ. You need to coordinate the venue, permissions, catering, supervision, guest information, music rights, lighting and the final room setup. Start with the date, budget and venue, then work through registrations and practical details before printing the run sheet. The final week is for checking equipment, wristbands, decorations, dietary requirements and the visitor list—not for solving missing essentials.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and theme
3 people
Reserve venue
2 people
Check permits
2 people
Set the budget
3 people
Create the program
3 people
Define music style
4 people
Arrange a DJ or playlist
2 people
Determine the catering menu
3 people
Assemble the supervision team
3 people
Assign first aid lead
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Send parent information
2 people
Create floor plan
2 people
Make cloakroom reservation
Make a booking for lighting equipment
Check music rights
Print the run sheet
2 people
Print the visitor list
2 people
Prepare name badges
3 people
Sort wristbands
2 people
Check decorations
2 people
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
4 people
Chill drinks
3 people
Set up non-perishable supplies
2 people
Open venue
2 people
Check the floor and hall
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the cloakroom
2 people
Set up the registration desk
2 people
Set up buffet tables
3 people
Set out tableware
3 people
Set up the drink station
3 people
Prepare snacks
5 people
Set dietary options aside
2 people
Hang decorations
4 people
Build the photo wall
3 people
Set up lighting
2 people
Connect the sound system
2 people
Test microphones
2 people
Test the music playlist
2 people
Check toilets
2 people
Place waste bins
2 people
Clear the safety route
2 people
Brief the team
4 people

Event

Staff the entrance
2 people
Staff the cloakroom
2 people
Welcome guests
3 people
Hand out wristbands
2 people
Register arrival
2 people
Give the opening speech
Start the music
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Check the diet buffet
Support the dance floor
2 people
Coordinate the photo wall
2 people
Supervise the competition
2 people
Present prizes
2 people
Supervise
4 people
Check toilets
2 people
Collect waste
2 people
Play farewell music
Guide guests to the exit
3 people
Manage coat check
2 people

Aftercare

Turn off the sound equipment
2 people
Take down the decorations
4 people
Clear the buffet
3 people
Package food
3 people
Wash dishes
4 people
Clear tables and chairs
5 people
Clear the cloakroom
2 people
Take waste to the bins
3 people
Sweep hall
2 people
Mop the hall
2 people
Clean the restrooms
2 people
Check the venue
2 people
Gather borrowed items
2 people
Return equipment
2 people
Store leftover stock
2 people
Check cloakroom numbers
Keep lost and found items
Store photos securely
Send thank-you message
2 people
Report lost items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Cocktail tablesqty 10
Buffet tablesqty 6
Chairsqty 80
Coat racksqty 4
Stoolsqty 20
Table skirtsqty 6

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 80
Serving bowlsqty 20
Serving spoonsqty 12
Small bowlsqty 30

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 6
Charging cablesqty 4

Lighting

LED spotlightsqty 6
String lightsqty 8
Disco lightsqty 2

Decorations

Balloonsqty 300
Balloon pumpqty 2
Balloon tapeqty 4
Buntingqty 12
Confetti balloonsqty 30
Photo backdrop
Photo propsqty 20
Artificial flowersqty 20
Table décorqty 20
Themed runnersqty 10
Batteryless LED lightsqty 30
Welcome sign
Directional signsqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bread basketsqty 8
Bottle openersqty 4
Sauce bowlsqty 12
Ice packsqty 20
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 3
Paper towelsqty 12
Toilet brushesqty 4
Rubber glovesqty 12
Cleaning clothsqty 20
Laundry basketsqty 4
Storage cratesqty 12
Markersqty 12
Labelsqty 100

Catering

Groceries

Entrance

Entrance desk
Name badgesqty 200
Wristbandsqty 220
Cloakroom numbersqty 200
Pensqty 20
Clipboardsqty 6
Visitor listsqty 10
Run sheetsqty 8

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Emergency exit signsqty 4
Non-slip matsqty 6

Tips

Set the date, theme and budget before booking suppliers. Confirm the venue’s capacity, available furniture, power supply and any permit requirements at the same time.
Send invitations early enough to process registrations and collect dietary requirements. Send parent information separately so supervision, arrival arrangements and key contacts are clear before the event.
Test the mixer, speakers, wireless microphones, laptop, lighting and extension cords before the prom. Check every cable route and place cable mats where guests or staff could trip.
Prepare the visitor list, name badges, wristbands and printed run sheet before the final setup. Keep one printed copy of the run sheet with the event lead and one with the first aid lead.
Plan the room around the actual program: leave clear routes to the cloakroom, buffet and exits, and check that cocktail tables, chairs, coat racks and lighting do not block supervision or access.

Frequently asked questions

How far in advance should I start planning a prom?: Start at least 12 weeks before the event. Use the first 2 weeks to confirm the date, theme, budget and venue, then allow time for invitations, registrations, catering and equipment bookings.
When should prom invitations be sent?: Send invitations 8 to 10 weeks before the prom, with a registration deadline around 3 weeks before the event. This leaves time to confirm the visitor list, dietary requirements, name badges and wristbands.
How many supervisors do we need for a prom?: Base the supervision team on the venue’s capacity, school or organisation rules and the number of separate areas in use. Confirm the team at least 4 weeks ahead, including one named first aid lead and clear shift times.
When should prom equipment be tested?: Test all sound, microphone, laptop, lighting and power equipment 3 to 7 days before the prom, then repeat a short check during setup. This gives you time to replace missing cables, power strips or adapters before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.