Running a Ball
Whilst these events aren’t incredibly valuable educationally, they are certainly significant in terms of membership’s enjoyment, image etc
Four months before - decide committee
Four months before - first committee meeting
Three and a half months before - put together budget, price for tickets to go on flyers
Three and a half before – select and book venue
Three months before – flyers to printer, tickets printed
Two months before; mailing of flyers, launch Facebook event and tickets to sellers
At least four weeks (preferably earlier) – book DJ
Three months before – second committee meeting
Two months before - third committee meeting
One month before - fourth committee meeting
Two weeks before – final meeting
Week of ball – ensure all decoration are purchased / made /found!
Day of ball – set up ball, have ball, tidy ball
After ball – chase up outstanding money
One person should be in charge! They ought to ensure that meetings run well, that responsibilities are divided up and that people do the jobs they are given. This means providing guidance, help and support whenever necessary.
Someone also needs to be responsible for logistics, booking the venue, the DJ, liaison with the venue, organization of any coaches.
There’s also the financial side – whose selling tickets, where is the money?
A venue is needed for all balls. It is important to realise that the venue that is used makes a big difference to the possible success. Visit first to check the place is right, or at least check with somebody who has been there before.
Other venues can be booked in the same sort of way. The more creative one can be in thinking of a venue, the better.
A venue needs to be suitable. Make sure that the people can easily get there and that it isn’t in a dangerous area. Also remember that a venue that holds 500 will look quite bad if you can only realistically expect 200! So check the capacity and not just the cost
The point of publicity is to make people want to come. It needs to set the right image and attract people. Be careful not to make any mistakes when printing flyers as it costs money to change – and looks terrible if you don’t! Once a flyer is designed there is still a huge amount of work to do with publicity. The objective is to get as many people talking about the Ball as possible. One way to do that is to enlist the help of a lot of people for distributing flyers. Another method is to use stunts, teaser campaigns and email chains.
Don't just sell your tickets online! Generally the more ticket sellers the better – not only that, but the wider the social net covered by the ticket sellers the better. Ask new people, people who are not that involved. Ask involved people to ask their friends. The aim is to get the maximum number of people that would sell tickets to do so. Obviously they have to be reasonably trustworthy – but in general that isn’t too hard.
The kind of people selling tickets, does to some extent give the Ball a certain image. So don’t let just anybody sell tickets! Remember that the people who are selling tickets are likely to come, even if they don’t bring anyone. So get a lot of ticket sellers and you will get a lot of people to come.
On the Night
Relax, sit back, enjoy. Make sure nothing dodgy is going on!
This is the easiest time for things to go wrong. This is always due to lack to preparation. It Things get forgotten, done when they don’t need to be done, or discussions that could take twenty minutes, take hours. It can be demoralizing and depressing. Agendas (see above) can avoid this.