School Prom Planning Timeline
​A Month-by-Month Guide to Planning an Unforgettable Prom
Planning a school Prom is one of the highlights of the academic calendar. Whether you're a Head of Sixth Form, member of the Senior Leadership Team or a PTA volunteer, starting early gives you the widest choice of venues, entertainment and suppliers, helping you create a memorable evening for your students.
​10–12 Months Before (July – September)
Set the foundations
✓ Agree an approximate Prom date
✓ Appoint a planning committee
✓ Set an initial budget
✓ Decide whether the event will be held at your school or an external venue
✓ Begin researching suitable venues
​
9–10 Months Before (September – October)
Secure Your DJ & Entertainment
This is one of the most important bookings you'll make.
The most experienced Prom DJs and entertainment providers are often booked well in advance, particularly for Friday evenings and peak dates throughout May, June and July.
Booking early means you'll have:
-
Your preferred entertainment company
-
Greater choice of packages and enhancements
-
Plenty of time to plan music, lighting and special moments
-
One less thing to worry about as Prom approaches
If you're considering extras such as a saxophonist, percussionist, live band, illuminated letters or bespoke lighting, these should be reserved at the same time as your DJ - all available through Revology Events.
Our recommendation: Reserve your Prom entertainment 8–10 months in advance to secure your preferred date.
​
7–8 Months Before (November – December)
Confirm your venue
✓ Sign venue contracts
✓ Confirm guest numbers
✓ Review catering options
✓ Arrange any security requirements
✓ Book photographers and photo booth if required
​
5–6 Months Before (January – February)
Finalise the entertainment details
Meet with your entertainment provider to discuss:
-
Running order
-
Arrival times
-
Music preferences
-
Awards presentations
-
Background music
-
First and final songs
-
Student song requests
-
Lighting requirements
-
Venue access and set-up times
3–4 Months Before (March)
Invite students
✓ Launch ticket sales
✓ Send invitations
✓ Ask students for song suggestions (TOP TIP: create a Google Form, a Social media campaign with a question/answer, or nominate leaders within group to collect the information, then compile into one list and share with us. Remember to collect Song Title and Artist Name!)
✓ Confirm menu choices
✓ Arrange table plans if required
✓ Confirm staffing and supervision
​
1–2 Months Before (April)
Bring everything together
✓ Final meeting with your venue
✓ Final meeting with your entertainment provider
✓ Share playlist suggestions with your entertainment provider
✓ Confirm timings
✓ Finalise guest numbers
✓ Confirm suppliers
✓ Prepare speeches and awards
Two Weeks Before
Final checks
✓ Confirm supplier arrival times
✓ Share venue access details
✓ Confirm emergency contacts
✓ Prepare seating/layout plans
✓ Check payment schedules
Prom Day
Relax and enjoy the evening.
Your entertainment team should already know the schedule, liaise directly with the venue and ensure everything is set up well before your guests arrive, allowing you to focus on celebrating with your students.
Why Book Entertainment Early?
Every year, the busiest Prom dates between May and July are reserved months in advance. Schools that secure their entertainment early benefit from the widest choice of dates, performers and package options, while avoiding the disappointment of discovering their preferred supplier is no longer available.
​
If your Prom date is already in the diary, now is the ideal time to reserve your entertainment and start planning an unforgettable celebration.
Frequently Asked Questions
Why Book Early?
The most popular dates throughout Prom Season (May-July) are often secured months in advance.
Booking early means:
• More choice of DJs and performers
• Greater flexibility on timings
• More time to personalise your event
• Complete peace of mind before the committee gets into full preparation next year.
​
How far in advance should we book our Prom party DJ?
Anytime you like, and certainly as soon as your venue and date are confirmed. Prime dates are often reserved several months in advance.
Can you provide both a DJ and live musicians?
Absolutely. Many of our clients choose a DJ alongside live saxophone, percussion or vocals to create an unforgettable live experience. You can also book a band through us, or if you have your own student band, then we can incorporate them into the evening's entertainment too.
Can you work with our venue?
Yes. We regularly work with hotels, conference venues, country houses, private clubs and event spaces throughout Surrey, London and the South East. We can even arrange an on-site visit if you wish to meet us there along with the venue or event manager to discuss your event.
Can we give you a playlist?
Yes, of course. Some of our clients like to involve the students in choosing music ahead of the event, so if you want to create a collaborative playlist or ask them for requests, we love that. We just ask that all requests are shared no later than 1 month before the event, so we have time to prepare in advance.
​
Why should I choose Revology Events?
We're down with the kids! We understand their music trends and favourites and deliver epic sets time after time. We're not a stuffy DJ company who only play the classics; we also keep an eye on TikTok trends and social media and what's in the Top 40 to ensure we're always bang on trend with our music.
On the planning side, our team works with event organisers, executive assistants, HR teams, marketing departments and venues to deliver entertainment that's professional, reliable and completely stress-free.
From your initial enquiry through to the last dance, we'll ensure every detail is taken care of. We work with businesses across Surrey, London and the South East to create Christmas parties that your team will still be talking about long after the decorations come down.
​
Do you have insurance?
Yes, we are fully insured with Public Liability Insurance and can present our Insurance Policy Certificate to you and your venue before the event date.
​
Is your equipment PAT tested?
Yes, we ensure all our equipment is maintained and PAT tested annually, and can present the certificate to you and your venue before the event date.
​
Let's Make Your Prom One to Remember!
​
Call us on 07595 944038 to check availability for your Prom party today. Or request a date online here.
Get your Quote today
Please share your information with us, and we'll get in touch to arrange a consultation call to understand your needs.