Caterers
If choosing a venue that does not have catering included, a local centre or the school hall for example, then you will need to think about food and drink.
The most inexpensive option is to visit the nearest Cash & Carry/supermarket and buy whatever drinks you have decided to offer. The choice of offering alcohol will be based on whether this is a Prom Night for 16 year olds, 18 year olds or a University Summer Ball. It is possible to control alcoholic drinks for students by using a ‘ticket per drink’ system – once they’ve used up their tickets you serve them no more alcohol. You need to decide if you are going to use glasses, which can be hired, or paper cups which can be bought. You will have to set a budget for the drinks you intend to provide and factor this into your overall price of each student’s Prom Night ticket.
Food can be provided by parents and teachers. Draw up a list of what’s needed (don’t forget vegetarians), turn it into a form and send it home with every student. Ask parents to opt to provide something specific and notify you by returning the form with their choice marked. You can then fill in any gaps with a supermarket run.
The alternative is outside caterers and there are a number of points to consider. Obviously, as with Venue, it is ideal if you can get a personal recommendation. Failing that you need to do your homework on local catering firms. Points to cover include:
- Availability on your Prom Night
- Cost per head for a sit down meal, buffet or finger food
- Menu choices including vegetarian
- Does it include dessert, soft drinks, water or tea/coffee
- Can they get to your venue easily
- What will they need in the way of kitchen access at your venue
- What exactly do they provide i.e. crockery, table linens, napkins
- What time would they need to gain entry to the venue to set up
This is not an exhaustive list but it will get you started. Most catering companies will be happy to provide you with a number of sample menus and some will offer actual food samples for you to try.
Always confirm your booking in writing and telephone at least a week before the big night to double-confirm.