Planning a school formal or graduation event is both exciting and challenging. These milestones mark a significant moment in students’ lives, and creating a memorable event requires organisation, creativity, and attention to detail. Whether you’re a teacher, parent, or student organiser, this guide will help you prepare for a flawless, fun event.
At Melbourne Event Group, we’ve helped organise countless school formals and graduations, and we know what it takes to make them unforgettable. Here’s how to plan a smooth, spectacular celebration that everyone will remember.
1. Start Early and Create a Timeline
Planning early is crucial to ensure everything runs smoothly. Aim to start 6-12 months in advance. Break down the planning process into stages, covering key tasks like:
- Booking the venue
- Securing entertainment (DJ, band, etc.)
- Arranging catering
- Sending invitations
- Coordinating transportation
Using tools like Google Sheets or Trello can help you keep track of deadlines and ensure nothing is missed. Early organisation prevents last-minute stress and keeps the process enjoyable.
2. Choose the Perfect Venue
The venue sets the tone for the entire event, so choose one that aligns with your theme and capacity needs. Key factors to consider include:
- Capacity: Make sure the venue fits your guest list.
- Location: Ensure the venue is easy to access for students, teachers, and family members.
- Atmosphere: Whether it’s a formal ballroom or a trendy, urban space, pick a venue that fits your event’s vibe. At MEG, venues like Leonda By The Yarra offer elegant river views, while Malvern Town Hall delivers a heritage classic feel for grand events.
3. Set a Budget and Stick to It
Budgeting is a vital step in the planning process. Consider the following costs:
- Venue hire
- Catering
- Entertainment
- Decorations
- Photography
- Security
Allocate percentages of your overall budget to each category and stick to it. MEG offers all-inclusive packages for school formals and graduations, helping you keep track of costs while still delivering a high-quality experience.
4. Craft an Unforgettable Menu
Food is a major component of any event, and catering for school formals and graduations needs to impress. You can choose from options like a sit-down dinner, buffet, or cocktail-style menu.
At MEG, we offer a variety of menu options:
- Three-course meals for a more formal experience.
- Cocktail menus that encourage mingling and keep the energy high.
- Fun food stations that create a wow experience for your guests.
Be sure to include allergy options such as vegetarian, vegan, and gluten-free, ensuring all guests are catered for.
5. Keep the Entertainment Exciting
No school formal or graduation is complete without the right entertainment. Popular choices include:
- DJ or Live Band: Keep the dance floor buzzing all night long.
- Photo Booths: Perfect for creating fun memories with friends.
- Professional Photographer: Capture every special moment, from arrivals to dancing.
Don’t forget to create a grand entrance for students—red carpets, themed backdrops, or even fun arrival ideas like photo walls can set the tone for an amazing night.
6. Plan the Evening’s Programme
Organising the night’s programme is essential for keeping the event on track. For graduations, plan time for speeches and presentations. For formals, make sure there’s a mix of dancing, mingling, and photo opportunities.
Create a run sheet with:
- Guest arrival time
- Dinner or meal service
- Speeches or presentations
- Opening the dance floor
- Conclusion of the event
Share this run sheet with the venue and vendors to ensure smooth coordination.
7. Choose the Right Decor
You don’t need to go overboard with decorations—sometimes simple is best. Here are some tips:
- Themed decor: Match your decorations to the event’s theme—whether it’s a classic black-tie formal or a themed graduation.
- Lighting: Uplighting and fairy lights can completely transform a space.
- Photo backdrops: Set up a designated area for photos with themed or branded backdrops to capture Instagram-worthy moments.
8. Get the Word Out
Once everything is in place, it’s time to send out invitations. Use email, social media, or traditional printed invites. Ensure you include:
- Event date, time, and location
- Dress code
- RSVP details with a clear deadline
- Special notes (e.g., dietary requirements or transport information)
Sending invites early ensures you have accurate guest numbers for catering and seating plans.
9. Final Preparations: Last Month Checklist
As your event approaches, the last month is all about finalising details to ensure everything runs smoothly. Here’s what to prioritise in those final weeks:
- Confirm Guest Numbers and Catering: Lock in your final headcount and ensure allergy requirements are communicated to the caterers.
- Review Vendor Contracts: Double-check all vendors (photographer, entertainment, etc.) and confirm delivery dates, times, and requirements for the event day.
- Arrange Transportation: If you’re providing transportation for guests, confirm routes and timings to avoid any last-minute hiccups.
- Finalise the Run Sheet: Distribute a detailed run sheet to all involved—vendors, the venue, and key team members—so everyone knows the schedule and roles.
- Set Up the Event Space: Arrive early on the day of the event to check the setup, resolve any last-minute issues, and make sure everything aligns with your vision.
With MEG’s coordinators on-site, you can rest easy knowing everything will go according to plan, leaving you free to enjoy the celebration!
10. Let MEG Handle the Details
At MEG, we pride ourselves on taking the stress out of event planning. With our stunning venues, all-inclusive packages, and experienced team, we’ll help you create a school formal or graduation event that’s truly unforgettable.
Whether it’s an intimate formal for 80 students or a grand graduation for 450, we’ve got the expertise and flexibility to make your vision a reality.
Contact us today to secure your venue and make your event unforgettable!