Five months before Prom is when planning officially shifts from “decision-making” to execution mode. Last month, you finalized major choices like the theme, venue, entertainment, décor direction, and catering approach. Now, it’s time to turn those choices into structured tasks, move pieces into motion, and keep your entire Prom committee aligned.
This is the point where a detailed Prom committee checklist becomes essential. With the right system—and a little teamwork—your Prom planning will advance smoothly. Here’s exactly what your committee should focus on when you’re five months out from the big night.
Invite Your Committee Into PromUs
Your first step is to establish a central hub for all communication and tasks. That’s where the PromUs planning platform comes in. It’s your one-stop planning stop for everything from budgeting to ticketing. Invite every member of your Prom planning committee to PromUs and set it up to be your headquarters.
Start by creating dedicated boards for each major category: Décor, Entertainment, Catering, Fundraising, Tickets, and Promotions
Upload all relevant documents, such as vendor contacts, quotes, inspiration boards, and theme details. Set permissions for different members and assign task owners to ensure everyone knows their responsibilities. Finally, add milestone deadlines and reminders to keep the project on track.
Outline and Assign Tasks for All Key Categories
Now that the big decisions are made, it’s time to break down each category into smaller, manageable steps. This ensures no detail is overlooked and distributes the prom committee responsibilities effectively.
Décor & Structures
Turn your decorations wish list into actionable tasks. Assign leads for specific elements like centerpieces, photo backdrops, staging, lighting, props, and any large themed structures. Your team should begin sourcing materials, pricing out vendors, and deciding which décor pieces will be DIY versus purchased or rented.
Entertainment
Confirm the logistics with your DJ, band, or other performers. Add all equipment needs—such as sound systems, special lighting, and staging requirements—to your PromUs board. Coordinate with the photographer and videographer about the event timeline and a list of preferred shots. Don’t forget to review payment schedules and contract deadlines to avoid any last-minute issues.
Food & Catering
It’s time to finalize the menu selections or at least narrow them down to the top two or three options. Discuss dietary accommodations (allergies, vegetarian, vegan), service timelines, and staffing needs with potential caterers. Assign a dedicated catering liaison to be the main point of contact for communication and finalizing contracts.
Promotions
To build excitement, assign students to handle promotional activities. This includes creating and sharing social media posts, designing and distributing flyers, making morning announcements, and creating graphics that align with your prom theme. Start planning early teaser content to build buzz and get everyone excited.
Make sure every task has an owner, a clear due date, and a status tag in PromUs to track its progress.
Form Sub-Committees for Each Major Category
To keep everything moving efficiently five months out, you need to form structured sub-teams. This delegation is a core part of any successful prom planning checklist for a committee. Organize your team into the following groups:
- Décor & Structures Committee
- Entertainment & Experience Committee
- Food & Catering Committee
- Fundraising & Budget Committee
- Tickets & Promotion Committee
Each sub-committee should report its progress bi-weekly and ensure all their tasks are updated in PromUs before every meeting. This structure fosters accountability and focus.
Review and Update Your Budget in PromUs
As vendors and décor items are priced out, it’s crucial to adjust your working budget. Update the costs for décor pieces, entertainment equipment, catering quotes, props, and promotional materials. Compare your planned budget against the actual estimates you’re now receiving. Flag any categories that are trending over budget early on so you can make adjustments. Use PromUs to track upcoming payment deadlines to prevent financial surprises later.
Launch Your First Fundraiser for the Season
The fundraising ideas you brainstormed last month should now be put into action. Getting an early start on fundraising can significantly reduce stress down the line. Popular and effective options at this stage include:
- Valentine’s Day or spring-themed candy grams
- Bake sales or snack carts during lunch breaks
- School spirit wear sales
- Give-back nights with local restaurants
- Photoshoot pop-ups with fun backdrops
- Themed mini-events like a karaoke or trivia night
Use PromUs to track all income, manage expenses, and assign volunteer shifts for each fundraising event.
Continue Décor and Structure Planning
This month is all about moving from inspiration to action. Finalize your décor vision based on the theme and your venue’s layout. Identify which large structures—like arches, entrance pathways, photo ops, fabric draping, or marquee letters—need to be ordered early due to longer lead times. For any DIY projects, create a prep schedule for your décor teams and start gathering the necessary materials and vendor quotes. Your PromUs board should hold all inspiration images, links to products, sketches, and checklists for easy reference.
Confirm Entertainment and Equipment Requirements
Last month was about booking your talent; this month is about locking down the logistics and technical details. Confirm contract specifics, arrival times, and set-up windows with your performers. Ask detailed questions about their needs, such as power requirements, stage size, wireless microphones, or specific lighting rigs. Coordinate with your venue on load-in procedures and where staging will be set up. You can also begin outlining your music preferences and creating “must-play” and “do-not-play” lists to share with your DJ.
Solidify Food and Catering Details
It’s time to refine your food plan. Decide whether you’ll offer a buffet, a plated meal, or simply refreshments and desserts. Confirm that your caterer can provide allergen-friendly and other dietary options. Review staffing needs—will you rely on volunteers, chaperones, or the vendor’s staff? Begin planning table layouts or the placement of food stations to ensure a smooth flow of traffic. Add all catering deadlines and contact information to your PromUs board.
Schedule Regular Committee Check-ins
You’re no longer just brainstorming—you’re executing a plan. Regular communication is essential to keeping the project on track. Each check-in meeting should include:
- Progress updates from every sub-committee
- A review of the budget and any necessary adjustments
- A walkthrough of the PromUs task boards
- Updates on vendor communications and confirmations
- Decisions requiring approval for décor, food, or entertainment
These meetings keep everyone aligned, prevent bottlenecks, and ensure the Prom planning committee is working cohesively.
Stay Organized With PromUs
At this stage, PromUs should be your daily planning hub. Use it to:
- Track décor progress from concept to completion
- Monitor vendor payments and deadlines
- Manage fundraising revenue and expenses
- Organize communication and promotion plans
- Keep all contracts, quotes, and important files in one place
- Automate reminders for important deadlines
When your committee gets organized now, the next few months of Prom planning will become much smoother and far less stressful.
Build Your Momentum
Five months before Prom is where your planning gains serious momentum. By assigning sub-committees, updating budgets, launching fundraisers, advancing décor and catering decisions, and keeping everything inside PromUs, your team will stay ahead of the curve and avoid stressful last-minute scrambles.
This month sets the tone for the rest of your Prom journey. Stay on track and stay organized with PromUs, your all-in-one tool for tasks, deadlines, vendors, and décor planning. With PromUs, your committee can confidently turn your Prom vision into an unforgettable night. Get started now at theprom.us.