School Dance Prep 101
Let's Plan Your EPIC School Dance!
Let's Prepare For The Dance!
By booking our DJ team, you've taken a huge step in securing an event that your students will enjoy from start to finish. Let's further guarantee the success of your dance by partnering to take all the right steps to make it an EPIC event.
It's not always easy to come up with a date, theme or to get tickets sold. While middle school dances are an easier sell, high school dances may present a bit more of a challenge. Outside of Homecoming & Prom, it may be tough to get high school students to "buy in" to a mid-year dance. The success of your high school dance begins overwhelmingly by having a student group to help promote the event. Your SGA, SCA or other student clubs & groups are key to this success. By organizing your students to help brainstorm ideas about theme, decorations and other ideas, you're allowing your students to take ownership of the event. Students are more engaged with such events when they are allowed to make it their own. Perhaps adding an incentive for students to attend will also help. No matter the occasion, involving your students in the process early on, is a huge key to your event's success.
School Dance Planning Tips
Theme
If you haven't chosen a theme just yet, this is an essential step. If you have, share it with us! Your theme is the vision of the evening which likely ties into your design & decor. In addition, we can connect your theme through music, lighting & visual effects, photo booth props, backdrops & more. Be sure to share your theme with our team and other vendors.
Requests
Some of our packages include our popular "Request Now!" feature. This service provides a QR Code & telephone # where your students can scan or text in their requests directly to our DJ. Streamlining the request process, we provide the signage so requests are made easy! Of course, we will monitor all requests for content, as our music program is always "radio friendly."
Photo Booth(s)
Our EPIC Photo Booths are hugely popular at school dances. If you've booked one or more of our booths, please know that each booth includes themed props, unlimited digital captures, 2"x6" strips, a custom overlay and more. If you are expecting more than 400 students, booking a second photo booth is recommended to minimize wait times & long lines.
Photo Booth(s) Pt. 2
Backdrops are a great way to tie in your theme or to provide the perfect setting for your photos. If your photo booth package includes a backdrop, check out our selection to choose your backdrop ASAP, as popular backdrops sell out. If your package does not include a backdrop, please browse and let us know if you'd like to add one to your package. Backdrops incur an additional cost.
Chaperones & Staff
You've likely covered this base, but having an adequate number of chaperones is essential to a safe & fun event. Chaperones should arrive 30 - 60 minutes early. Duties can include, decorating, checking tickets/students into the event, staffing the halls, monitoring lines, etc. Also, make sure to schedule enough building service support for set up & clean up.
Food & Refreshements
Will refreshments be sold or available at no charge? Depending on the times and/or length of your dance, this can be a good idea. If selling snacks, be sure to have a cash box, adequate change and a pricing system that makes providing change, easy If giving away snacks, a ticketed system to make sure all guests receive a snack, is a great idea.
Vendor Prep
Communicating with your vendors is an essential step to hosting a successful dance... or any event! Set expectations, arrival/setup times, details of each vendor's duties and so forth. Confirm these details at least one week in advance to avoid any mishaps. Some venues require liability insurance (COI) from each vendor. Make sure to check all the boxes PRIOR to your event.
Event Space
If hosting your event off-premises, make sure you have a room diagram/layout from your venue. Matters such as refreshments, drink service, tables & spaces for vendors, storage areas, a hospitality room and other event related needs, should be indicated on the layout and/or "Banquet/Event order."
What Else Is There To Know?
Safety
Above all, we want students to have a fun & SAFE school dance. We've seen many school systems mandate "arrive by" and "no departure prior to..." times for students, to ensure that all students are accounted for. If after school buses will be in use, you'll want a team on bus duty for student safety.
Accountability
Is there a plan in place to verify admission for those attending? A "permission slip" for students is a great way to ensure that parents & guardians are aware that their student is at an approved after school activity. Accounting for students is paramount to student safety.
Leave A Roadmap
You're planning a school dance so, make it easy for the next dance committee. It may even be you! Take detailed notes, keep vendor contact info and jot down a list of "musts & must nots" for the next event. No need to start from scratch... you've got the blueprint!
