Two months before Prom is when everything becomes real. Planning is no longer just Prom committee meetings and spreadsheets – students are watching, excitement is building, and deadlines start hitting fast. This is the pivotal “execution stage” where promotion begins, ticket sales systems go live, and remaining key purchases must be locked in.
At this point, your Prom committee moves from brainstorming ideas to making them happen. The invitations need to be ordered, the DJ playlist needs finalizing, and the security team needs to be booked. With a strong checklist and PromUs keeping everything organized, your committee can stay ahead of the curve and avoid the typical last-minute chaos that plagues so many school events.
Here is your essential Prom committee checklist for the critical 60-day mark.
Order Prom Invitations & Finalize the Invitation Plan
Invitations set the tone for the entire event. They are the first tangible piece of the Prom experience that students will see, so they need to make an impact. Whether you are going for a classic formal look or a modern digital approach, now is the time to commit.
- Choose an invitation style that matches your theme. If you are hosting a “Roaring 20s” night, look for Art Deco fonts and gold foil. If it’s “Under the Sea,” look for cool blues and shimmer effects.
- Once the design is picked, place your order immediately. Printing and shipping take time, and you want a buffer in case of errors.
- While waiting for invitations to arrive, verify your student list accuracy. There is nothing worse than missing a student because of an outdated spreadsheet.
- Decide how you will distribute invitations—handouts in homeroom, direct mail to parents, or a digital blast? Upload your plan and timeline into PromUs so the whole committee knows the rollout schedule.
Begin Prom Advertising & Build Visibility Across Campus
If students don’t know about Prom, they can’t get excited about it. Now is the time to shift into full promotion mode. You want to create a “buzz” that makes buying a ticket feel essential.
Start a schoolwide advertising campaign that hits every channel available. Place flyers in high-traffic areas like the cafeteria, hallways, gym, and library. Don’t just stick a piece of paper on a wall; make it eye-catching. Use QR codes on every poster that link directly to your PromUs ticket sales page to make access fast and trackable.
Beyond physical posters, utilize your digital resources. Schedule morning announcements to run weekly, then ramp up to daily as ticket sales open. Send schoolwide email and text reminders to both students and parents. Consistent posting on school social media accounts is also crucial—share sneak peeks of the decor, reveal the DJ, or do a “countdown to ticket sales” story series. Track your entire promo schedule in PromUs to ensure you are hitting your engagement goals.
Hang Prom Banners & Create On-Campus Hype
While digital ads are great, nothing beats a massive banner in the main hallway to signal that Prom is coming. Banners help make the event feel official and create physical momentum on campus.
- Identify the best locations for maximum visibility—usually the front entrance where students get dropped off, the main cafeteria wall, or the gymnasium.
- Once you have the locations approved, order your banners early. Custom printing requires lead time, especially during peak Prom season.
- Consider adding countdown messaging, such as “60 Days Until Prom” or “Ticket Sales Start Monday.” This adds a sense of urgency.
- Assign a specific team to handle the setup and ensure you are following school safety rules regarding where and how banners can be hung.
Order Prom Favors & Plan Distribution
Prom favors are the lasting souvenirs students take home, so they need to be memorable. Custom favors, like photo frames, commemorative glassware, or wearable swag, require significant lead time to produce, so be sure to order as early as possible.
Confirm your favor type based on your theme and budget. Keepsakes like key chains or tumblers are popular, but glow items or themed swag can also be a hit. Check your ticket sales projections to confirm the quantity; it’s better to have a few extra than to run out.
Once ordered, log the delivery dates in PromUs, your all-in-one Prom planning platform, so you know exactly when they arrive. You also need a distribution plan. Will they be at the place setting? Handed out at a check-in table? Or given as students exit the venue? Assigning a team member to manage inventory tracking and storage is a smart move to prevent boxes from going missing before the big night.
Choose and Order Royalty Accessories for Coronation
The crowning of the Prom King and Queen is a highlight of the night, and the royalty accessories need to sparkle. Handle court details now to avoid scrambling for a sash or tiara an hour before the dance begins.
- Select and order your crowns, tiaras, sashes, or medals well in advance. Ensure they match your theme colors and the general formality of the event. For example, a “Hollywood Glamour” theme calls for rhinestone-heavy tiaras, while a rustic theme might suit floral crowns or simpler sashes.
- Plan the coronation presentation setup in detail. Who holds the items on stage? Who presents them?
- Assign a court coordinator to track these items, keep them safe in storage, and manage the flow of the coronation ceremony.
Book Security and Confirm Chaperones
Safety is the least glamorous but most important part of Prom planning. You cannot have a successful event without a solid security plan, and booking these resources takes time.
Confirm your security coverage two months out. Whether you are using school resource officers, local police, or a private security firm, get the contracts signed and the schedule verified. Communicate clearly about what their responsibilities are—bag checks, ID verification, or patrolling the perimeter.
Simultaneously, confirm your final chaperone list. You need to meet the required adult-to-student ratio set by your school administration. Don’t just get names; assign zones. Who is watching the entry? Who is floating near the restrooms? Who is monitoring the exits? Store this contact list and the assignments in PromUs so you can access it instantly if an issue arises.
Recruit Parent Volunteers & Assign Responsibilities
You don’t have to do it all alone. Parent volunteers can be a lifesaver, helping to reduce Prom committee stress significantly. Parents are often eager to help with setup, food service, or cleanup, allowing the faculty and student committee to focus on the event flow.
- Identify specific volunteer roles such as decoration team support, check-in assistance, or coat check management.
- Send out a volunteer sign-up form using a QR code at parent-teacher conferences or via email makes this easy.
- Once you have your volunteers, communicate with them. Confirm their arrival times and exactly what they will be doing.
- Assign a volunteer coordinator to be their main point of contact so the committee president isn’t overwhelmed with questions on prom night.
Distribute Prom Invitations (Handout, Mail, or E-mail)
Once the invitations arrive (or the digital files are ready), distribution needs to be organized and fast. You want every student to receive the information at roughly the same time to build collective excitement.
Confirm your method: will you hand them out during homeroom, mail them to homes, or blast them via email? Whichever method you choose, ensure the invitation includes the critical “W” details: When, Where, and Website (for tickets).
Include a QR code on the invitation that links directly to the PromUs ticket sales page. Create a distribution checklist to ensure no student is missed—especially those who might be absent on handout day or have unique schedules.
Set Up Ticket Sales in PromUs (Get Ready to Go Live)
The moment ticket sales go live, your systems need to work perfectly. A glitchy checkout process kills momentum and frustrates parents.
Use PromUs to set your ticket pricing and sales timeline. Are you offering “Early Bird” pricing? Are there VIP packages? Build the sales page with all event details clearly listed. If you allow outside guests, ensure the permission forms are linked and the deadlines are clear.
Test the checkout process yourself before announcing it to the school. Assign a committee member to be the “Ticket Master,” responsible for tracking sales numbers daily and answering troubleshooting questions from students.
Stay Organized With PromUs (Your 2-Month Control Center)
Two months out is where systems matter most. You are managing vendor contracts, volunteer lists, ticket revenue, and student data simultaneously. Relying on loose papers or scattered emails is a recipe for disaster.
Use PromUs as your central command center. Track your invitation orders, banner shipments, and favor deliveries in one place. Store your security contracts and chaperone assignments there so they aren’t lost in a binder. Assign tasks to committee members and monitor their completion. By keeping deadlines visible and data centralized, you ensure nothing slips through the cracks.
Moving Toward the Big Night
Two months out is when Prom planning turns into promotion and preparation. Invitations go out, banners go up, favors are ordered, and ticket sales systems are nearly ready to launch. With security confirmed, volunteers recruited, and marketing in motion, your committee is building the excitement students will remember. Staying organized with PromUs ensures every detail is handled on time—so the final countdown feels smooth, not stressful.