Step by step guide: grand ball
The end of the summer term is the perfect time to hold a
grand ball - think posh frocks, black ties and champagne on the
lawn! It does take some planning though, so give yourself as much
time as possible.
Gauge interest from parents. Getting a feel for the number of
people interested will help define how big your event is and how
much you can charge for tickets.
Allow about six months' planning time and avoid major sporting
fixtures, other local events and school holidays.
Number of helpers
Have a theme
Choose a venue
The choice of venue is vital to the success of your ball. It
could be held in a local golf club or hotel where the food, drinks,
music and service is included in the package price.
You could hire a marquee, but remember your PTA will then need
to arrange its own caterers, music, entertainment, toilets and a PA
system. You will also need to carry out all the necessary risk
assessments and obtain appropriate licences.
Important things to consider are: dance floor, maximum capacity,
cloakrooms, space for the band and whether you can bring alcohol to
Weigh up the pros and cons (in terms of both cost and time) of
holding your ball at an external venue. You may feel that a
black-tie affair needs to be somewhere more glamorous than the
school hall to justify a ticket price of £30!
Running a budget
Agree your budget early on. Once you know what your costs are
likely to be you can decide on the ticket price.
Additional fundraising activities such as an auction or raffle
will boost your profits.
Check if any costs include VAT and remember to think about the
Designing and printing tickets, menus, programmes and posters is
a cheap and effective way of creating a buzz.
Reach out to the local community and media for support whether
for sponsored prizes or free publicity.
If the ball is to raise money for a specific project mention
this on the ticket.
Number your tickets to keep track of sales.
Offer a discount on a table of eight or 10 to encourage bulk
sales - challenge year reps to sell a table each.
Music is a key component of the evening, so source a band, DJ or
string quartet to make the night more special.
Add wow factor with a guest speaker, magician or comedian.
For more information
The above is intended as guidance only. We
recommend that you contact the relevant organisations with specific
reference to insurance, legal, health and safety and child
protection requirements. Community Inspired Ltd cannot be held
responsible for any decisions or actions taken by a PTA, based on
the guidance provided.
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