B_entertained’s Ultimate Prom Planning Guide: Where to Start and What to Do

Prom season is coming, and if you’re on the prom committee, the pressure is real. Planning the perfect prom isn’t easy, but with the right steps in the right order, you’ll make it a night to remember. Here’s a timeline to guide your journey from start to finish.

9-12 Months Before Prom: Build the Foundation

• Form Your Committee – Gather a team of dedicated students and assign roles (budget, venue, theme, entertainment, etc.).
• Set a Budget – Figure out how much money you have and how you’ll raise additional funds.
• Pick a Date – Coordinate with school officials to lock in a date that avoids major conflicts (SATs, holidays, etc.).
• Book the Venue – Popular venues fill up fast. Banquet halls, hotels, and event spaces are great options.

B_entertained Tip: Many venues have strict policies on music, lighting, and outside vendors. B_entertained DJs and More LLC has experience working with different locations and can help navigate the details.

6-9 Months Before Prom: Lock in the Big Stuff

• Choose a Theme – Classy? Whimsical? Over-the-top? Your theme sets the tone for everything else.
• Hire a DJ & Entertainment – Music makes or breaks the night. Secure a professional DJ like those at B_entertained, who know how to read a crowd and keep the energy up.
• Plan for Lighting & Effects – Uplighting, dance floor lights, and even fog machines add magic to the night. B_entertained offers complete event production services.
• Select Catering Options – Whether it’s a sit-down dinner or buffet, finalize food plans.
• Start Fundraising – Raffles, car washes, bake sales—get creative to cover costs.

4-6 Months Before Prom: Details, Details, Details

• Design & Order Tickets – Make them match your theme.
• Choose a Photographer & Photo Booth – Professional prom photos are a must, and a fun photo booth from B_entertained keeps the memories going.
• Decide on Décor – Order centerpieces, table settings, and themed decorations.
• Secure Transportation – Limousines, party buses, or shuttles if needed.

2-3 Months Before Prom: Final Touches

• Prom Court Nominations – Announce voting details.
• Prom Favors – Small gifts for attendees like keychains or custom sunglasses.
• Finalize Playlist – Work with your DJ to curate a mix of crowd-pleasers.
• Confirm All Vendors – Ensure contracts are in place and deposits paid.
• Promote Ticket Sales – Start selling and create buzz on social media.

1 Month Before Prom: Get Everything Ready

• Confirm Headcount – Give final numbers to caterers and venue.
• Plan the Run of Show – Who’s speaking? When is the dance floor opening? What’s the grand exit?
• Decorating Plan – Gather volunteers and create a schedule.
• Remind Attendees – Social media countdowns and school announcements keep excitement up.

1 Week Before Prom: The Final Countdown

• Do a Walkthrough – Visit the venue and confirm final details.
• Pick Up Décor & Supplies – Organize everything you’ll need.
• Confirm with Vendors – Last-minute changes? Now’s the time to adjust.
• Create a Contact List – Who to call in case of issues on prom night.

Prom Day: Showtime!

• Decorate Early – Get everything set up as planned.
• Check Sound & Lights – Work with your DJ and production team to test everything.
• Coordinate with Staff – Chaperones, security, and volunteers should be in sync.
• Enjoy the Night! – You put in the work, now it’s time to celebrate!

Post-Prom: Wrap It Up

• Thank Your Team & Vendors – A little appreciation goes a long way.
• Share Photos & Videos – Keep the memories alive online.
• Gather Feedback – What worked? What didn’t? Notes help next year’s committee.
• Close Out Finances – Make sure all payments are completed.

Planning prom is a challenge, but with a clear timeline and the right partners (like B_entertained DJs and More), it can be an unforgettable experience. Stick to the plan, stay organized, and get ready for an epic nig