When Prom Night Events promises an “All Inclusive Package,” we truly mean it. It’s not just about getting incredible features tailored to your needs; it also means we’ll guide and manage your event from beginning to end.

Step 1 – Getting Started

When you contact us – whether through a venue recommendation, a Google search, or a referral – you’ll be assigned an Event Manager.

That Event Manager will guide you through the entire planning process, aligning with your vision while staying within your budget and timeline. They’ll provide information about suitable venues and inclusion packages for your year group. Together, we’ll create a realistic budget, allowing you to select or exclude features to create the most amazing formal possible within that budget.

In a previous post, we explained the “Pax Simulator,” software that helps us estimate attendance. We also have a “Pricing Simulator.” This software lets us input your desired features, budget, and attendance numbers from the Pax Simulator. From that data, the software provides a list of the best venue and package combinations that fit your budget and available dates. It narrows down a potential list of 50 venues and 200 different inclusion packages to a perfect list of between 2 and 4 options, any of which would be ideal for you. That eliminates about two weeks of research in about half a second.

This entire process can be done in real-time by phone, video chat, or email, at your convenience. By the end, you’ll have a folder full of information, including fact sheets, picture galleries, and firm quotes for each venue and package you considered.

Step 2 – Booking

Once you’ve chosen your preferred package and venue, simply let us know, and we’ll put a hold on your preferred venue, preventing anyone else from booking it while we complete the paperwork. We’ll then provide a web link to a simple online form for your contract signatory to fill out. Using this information, we’ll send the necessary paperwork for signing. All of this is done online, securely, and paperlessly. Once we have the signed documents, your booking is officially confirmed, and we’ll begin preparations for your formal. This can be completed in less than a day.

Step 3 – The Prom Dashboard

We’ll create a secure online environment on our server, accessible from any computer. This dashboard will host information pages and simple online forms dedicated to planning your big night. It gives you ownership and control over your formal.

Here, you can manage menu preferences, music requests, and event schedules. If your package includes choices related to colors, flavors, or styles, everything will be available for you to select with simple mouse clicks. This is the fun part of planning, and while you’ll have complete control, we’ll offer guidance if needed.

While you’re having fun choosing the sights, sounds, and tastes, your friends can buy their tickets on our secure online Ticketing Platform. They can view floor plans, see who’s already seated, and choose their preferred seats. They can also enter any special dietary needs and buy their tickets immediately. You won’t have to chase money or information because we’ll get it directly from your formal guests.

Step 4 – Venues, Logistics, and Supplier Bookings

While that’s happening, we’re working behind the scenes, handling the details you’d rather avoid. This includes coordinating with venues, staff, caterers, security, decorators, insurance, transportation, health and safety protocols, licenses, permits, and ensuring everything meets professional and legal standards, guaranteeing a flawless event. We also manage all payments, deposits, and arrangements with everyone involved in your formal. Your main responsibility will be ensuring your friends purchase tickets through our secure online system.

Step 5 – The Data

As the deadline for finalising data in the MDP approaches and ticket sales end, we’ll guide you through completing any remaining tasks. We’ll then process all the data and turn it into the dream formal you envisioned. First, your guests will receive their digital tickets, including their name, seating assignment, and event details. Next, you’ll receive an email confirming all your choices regarding your package inclusions.

Step 6 – The Formal Night

Our professional team will be dispatched to the venue to set up the entire event, overseeing its smooth execution. We’ll be there to ensure everything goes perfectly, leaving you with the simple task of arriving in your stunning attire – the rest is on us.

Remember, you only get one chance to make this occasion exceptional, which is why our motto is “School Formal? Problem Solved!” Since 1990, Prom Night Events has maintained a 100% success rate.