At three months out, Prom committee planning shifts gears. The initial excitement of choosing a theme and booking a venue is behind you, and the big decisions have largely been made. Now, it’s time to lock in details, place orders, and turn those high-level plans into action.
This is the stage where organization matters most. Missed deadlines during this critical window can mean rushed shipping fees, higher costs, or limited options when you finally go to order. With a clear Prom planning checklist, your Prom committee can stay ahead of the curve and keep stress levels low.
Here is your essential guide to navigating the three-month mark, ensuring your Prom committee transitions smoothly from brainstorming to execution.
Finalize Prom Timeline and Run of Show
Now is the time to think through Prom night minute by minute. You aren’t just planning a party; you are choreographing an event. A vague idea of “dinner then dancing” isn’t enough anymore. You need a run of show that accounts for every transition.
Start by confirming the exact event start and end times with the venue. Once those bookends are set, map out the arrival windows. How long will check-in take? When should dinner service begin? When does the dance floor open? Don’t forget to schedule specific times for announcements, the Prom court presentation, and the last dance.
Once you have a draft, align this timeline with your DJ, photographer, and venue staff so everyone is working off the same script. Finally, upload the official timeline into PromUs so the entire Prom committee can access it instantly.
Order Décor, Structures and Theme Elements
Decorations planning needs to move from Pinterest boards to confirmed orders. Whether you are doing a “Hollywood” or a “Fairytale” theme, the physical items need to be secured now to avoid stockouts.
- Place your orders for major theme kits, photo backdrops, arches, and props. If you are using specific fabrics like gossamer for draping, or specialized lighting effects, confirm the quantities based on your finalized guest count projections.
- Verify delivery dates. You want these items arriving with enough buffer time to inspect them for damage.
- Assign a “Décor Captain” from your committee to track shipments and manage storage. If there are DIY elements, identify what materials are needed and start building now, not the week before.
Finalize Menu Details and Catering Logistics
Food decisions should be fully confirmed—no more “maybe.” By the three-month mark, you should be locking in menu selections with your caterer.
First, confirm the service style. Are you having a buffet, food stations, or a plated dinner? Each requires different staffing levels and timing. Finalize the specific dishes and ensure you have accommodated dietary restrictions (vegetarian, vegan, gluten-free, allergies).
Confirm the serving times and how many servers will be on-site. Share these final details with the venue and your lead chaperones so they know exactly when to expect food service to begin and end.
Confirm Entertainment Details and Requests
You have likely already booked your entertainment, but now you need to fine-tune the experience. A great DJ or band can make or break the night, so communication is key.
- Start collecting song requests and, perhaps more importantly, the “do not play” list from students.
- Confirm equipment needs with the entertainer—do they need a specific power setup or stage size? Verify their setup time and schedule a sound check well before the doors open.
- Review emcee duties. Who is announcing the court? Who is telling students when the buffet is open? Ensure the DJ knows these cues.
- Review all contracts one last time to ensure everything is signed and paid according to schedule.
Launch Ticket Sales and Attendance Tracking
This is a major turning point for your budget and logistics. Launching ticket sales gives you the real numbers you need to finalize other decisions.
Finalize your ticket pricing tiers (e.g., early bird vs. standard) and the sales timeline. Open ticket sales both online and in person to maximize reach. At the same time, set firm deadlines for outside guest forms to ensure security checks can be completed.
Use PromUs to track ticket sales in real-time. As numbers come in, you can adjust your projections for food, seating, and favors, ensuring you don’t overspend or fall short.
Order Prom Favors, Accessories and Keepsakes
Favors and accessories often require significant lead time, especially if they are being customized with your school name or Prom theme. Now is the time to order Prom favors, whether that’s custom glassware, tech gadgets, or glow items. Don’t forget royalty accessories for the night: crowns, tiaras, and sashes for your Prom court.
Plan exactly where and when favors will be distributed. Will they be at the place settings? Handed out at the door? Assign a committee member to handle the inventory and storage of these boxes when they arrive.
Plan Staffing, Chaperones and Security
Prom night support should now be fully mapped out. You cannot run a safe and successful event without a solid team of adults in the room.
- Confirm your chaperone count and specific assignments
- Coordinate with school administration to ensure you have the required security presence
- Assign specific roles to your volunteers: check-in desk, dance floor monitoring, bathroom checks, and emergency support
- Share expectations and timelines with all staff members well in advance so they know their responsibilities.
Promote Prom and Build Student Excitement
Momentum matters. You need to keep the hype going to ensure strong ticket sales. Promote ticket sales heavily through morning announcements, banners, and social media channels. Share sneak peeks of the theme and “teaser” photos of the décor to generate buzz. Highlight critical deadlines for ticket purchases and guest forms—urgency helps drive action. Encourage outfit planning and theme participation to get the student body invested in the night.
Review Budget and Fundraising Status
Three months out is the perfect time for a financial checkpoint. You need to know exactly where you stand.
- Compare your current ticket sales against your budget goals. Confirm all deposits and vendor payments made so far
- Identify any remaining funding gaps. If you are short on funds, you still have time to add a final fundraiser
- Update your budget tracking in PromUs to keep the numbers transparent and accurate
Prepare for Prom Court and Special Moments
Special moments need extra coordination to feel polished. Finalize the Prom court nomination and voting process. How will students vote? When will the court be announced? Confirm the timing of the announcement in your run of show.
Coordinate the accessories (sashes, flowers, crowns) and ensure there is reserved seating for court members and their dates. Assign a specific prom planning coordinator to handle court logistics so the moment feels special, not chaotic.
Confirm Transportation and Arrival Logistics
Make the arrival experience smooth and safe for everyone.
- Review the parking plans and traffic flow at the venue. If you are using buses or shuttles, confirm the pickup and drop-off details.
- Coordinate arrival windows with the venue and security team to prevent bottlenecks at the door.
- Communicate arrival expectations to students clearly—let them know where to park and which entrance to use.
Stay Organized With PromUs
This is where PromUs, your all-in-one planning platform, really earns its keep. As Prom committee responsibilities pile up, you need a central hub to manage the chaos.
With PromUs, you can track all your orders, delivery dates, and vendor contracts, as well as assign tasks to specific committee members and monitor their progress. Centralizing your communication ensures everyone is aligned as Prom approaches, preventing details from slipping through the cracks. Set up your Prom planning platform now at theprom.us.