10 Things to Consider When Choosing a Prom Venue

Prom is one of the most important events in a high school student's life. A high school prom is a time to celebrate the end of the school year, say goodbye to friends, and dance the night away.

However, the success of the prom often depends on the venue. Choosing the right prom venue can make all the difference, so it's important to take the time to do your research and find the perfect location for your high school’s prom.

In this article, we'll discuss some important factors to consider when choosing a venue for a high school prom.

The size of the prom venue is a very important factor to consider. You'll need to know how many guests the venue can accommodate comfortably.

When you think about the number of prom guests, remember to include everyone who will be attending prom, which will include faculty and chaperones as well as student attendees.

Make sure that the prom venue space is not too small, as this can lead to overcrowding and safety concerns. On the other hand, a prom venue that is too large can make the event feel empty and seem like there are very few attendees present.

At the minimum, you'll need space for tables and chairs, a dance floor, and possibly a stage. However, you probably will want to have space for other prom night entertainment or activities as well.

For example, if you plan to have a photo booth, make sure there is enough space for it. If you plan to have games or other activities, make sure there is enough room for those as well.

It's also important to consider the layout of the venue. Are there separate spaces for dining and dancing, or will the same space be used for both? Is there a balcony or outdoor space that can be used for additional seating or activities?

The location of the prom venue is one of the most important factors to consider. The prom venue should be in a convenient and safe area, with easy access for students, parents, and staff. A central location is ideal, as it will be easier for students to get there and back, and parents will feel more comfortable knowing that their teens are in a safe area.

You should also consider the availability of transportation to the venue. Will students be driving themselves or will a shuttle service or other form of transportation be available?

Parking and transportation are important factors to consider when choosing a prom venue. The venue should have adequate parking space for all attendees.

If students are driving themselves, consider the availability of parking at the venue. Is there enough parking available for all the guests, or will they need to park off-site and walk? If so, is there a shuttle service available to transport guests to and from the venue?

These as well as other location considerations make your school facility a good prom venue choice for several reasons. First, students and their families are already familiar with the school’s location and facility. Also, since not everyone in the entire school will attend prom, most school facilities will have more than enough available parking.

It's also important to consider the proximity of the prom venue to other attractions, such as restaurants or hotels. If students plan to go out to eat or stay overnight, make sure there are suitable options nearby, preferably within walking distance.

Some attendees may have physical limitations that will make it difficult for them to access a particular venue. Therefore, remember to keep accessibility and convenience for all attendees in mind as you evaluate potential prom venues.

Geographical locations vary greatly from one area to another, so what is considered a short travel time in one locale could be a long time in another region. In general, consider how long it will take most attendees to travel to the venue as well as the road conditions.

In some cases, parents will be driving attendees to and from prom. In other instances, attendees will be traveling by limousines or car services that might charge by the mile.

Teen drivers will be leaving Prom late at night, and many teen drivers will be distracted by friends riding in the car with them.

For all of these reasons, consider the safety of the routes to and from a potential prom venue.

The cost of the prom venue is another important factor to consider. You'll need to know what your prom budget is, and then find a venue that fits within that budget. Keep in mind that the cost of renting the venue may not be the only expense because many times there will be additional fees and charges that you may not know to expect.

When you are making inquiries, be sure to ask if the venue offers any discounts or promotions for school groups.

In most cases, the cost of renting an off-site venue will be the largest expense in a Prom’s budget. For this reason, you will want to make sure you understand exactly how much you will be charged for an off-site venue as well as what services and equipment will be included.

Some venues do not charge a rental fee. Instead, they require groups using their facility to spend a minimum amount of money on event-related services. For example, you might be required to spend a minimum amount on food and beverages you order from the venue’s contracted catering service.

This food and beverage minimum is calculated according to the number of projected attendees and may be much higher than the amount you would pay for comparable food and beverage items if you purchased them somewhere else.

Similarly, some venues will require you to use their in-house entertainment services that may include a D.J., special lighting, and a dance floor.

Prom season can be a busy time for everyone involved, so it’s important to find a prom venue that’s available on the desired date. Some venues may be booked up months or even years in advance, so it's important to start your search for a prom venue early.

You'll also need to consider the date and time of the event, as this can affect the availability of the venue. Start planning early and book the venue as soon as possible to insure availability. Before you book a venue, have a list of alternative dates ready in case the venue is not available on your desired date.

As you are planning your event, a potential prom venue’s availability is a primary consideration. Depending on your location and the number of available facilities in your area, you may have lots of other groups and events competing for the same venue.

Similarly, you will want to schedule prom on a date that will enable the maximum number of students to attend. Scheduling prom on a date that does not conflict with other school events and holidays can be challenging, so make sure the venue’s availability will work with the date(s) you are considering.

Safety and security are important factors when it comes to choosing a prom venue. The venue should have a security plan in place that ensures the safety of all attendees.

Safety and security considerations include adequate lighting, security personnel, and emergency exits. The venue should also have appropriate insurance coverage and permits to host such an event.

Consider what type of security officers you need for your event. If a venue has its own security, ask questions to determine whether the security provided will be suitable and adequate for your needs.

In most venues, off-duty police officers and sheriff’s deputies can be hired to provide additional security for your high school prom.

As you compare possible venues, think about how you will be able to keep all attendees safe in the event of a fire, severe weather, natural disaster, or dangerous intruder. Many newer school facilities have specially designed areas that double as storm shelters and can withstand extreme weather conditions.

Similarly, most schools have plans in place for keeping students safe in the event of an active shooter or other dangerous intruder. In evaluating off-site venues, consider the resources the venue offers for providing students with safe and secure shelter in the event an emergency involving a dangerous intruder occurs.

As you evaluate various prom venues, make sure to look for the things you simply must have for your event to run smoothly. Non-negotiable amenities for your prom might include a dance floor, a stage, and a food preparation area.

When you tour the potential prom venue, make sure to find out exactly which amenities will be provided free of charge and which can be provided for an additional cost.

✨Will the venue provide tables, chairs, and linens, or will you need to rent them separately?

✨Is there a sound system available, or will you need to bring in your own? What about lighting?

✨Are there enough electrical outlets for all the equipment you'll be using?

✨Does the venue have a catering service, or will you need to bring in your own food and drinks?

These are all important questions to ask when considering a venue for your prom.

Flexibility is important when it comes to choosing a prom venue. The venue should be flexible enough to accommodate any last-minute changes or modifications. It’s important to have a clear understanding of the venue’s policies and procedures, such as cancellation policies or fees.

The pandemic and similar problems may continue to be a concern well into the future. Develop a plan you can implement if conditions require you to implement social distancing measures or to cancel your prom altogether.

Also, dangerous weather conditions can arise with little warning. If you schedule your prom for the last weekend of the school year and unforeseen circumstances require you to reschedule your event, how will you handle this?

Many times event coordinators do not understand some of the differences and challenges that separate working with groups of adults from working with school groups.

For example, your school system’s policy may be to cancel all extracurricular activities if severe weather develops and building-level administrators do not have the authority to override that policy. Make sure the venue's event coordinator understands the unique circumstances of booking a high school prom.

As you evaluate your prom venue options, note all dates a venue is available as well as the policy and conditions that apply if you have to re-schedule or cancel your school's prom.

The reputation of the venue is another important factor to consider when choosing a prom venue. Consider venues that have hosted proms before and find out what other schools or organizations have said about their experience.

Look for reviews and ratings online and consider asking other schools or event planners for recommendations before you make a firm commitment or sign a contract.

The ambiance of the venue is an important factor to consider as well. Prom is a special occasion, so you want the venue to reflect that. Look for a venue with an elegant and sophisticated feel or one with the potential to be transformed by your decorations!

Consider the overall atmosphere of the venue. Does it feel warm and welcoming, or is it cold and sterile? Look for a venue with a unique character or personality that can add to the overall vibe of the event.

You may want to consider a venue that has an outdoor space or a balcony, as this can add to the overall atmosphere of the event. Consider the view from the venue as well. Is there a scenic view or other feature that can add to the ambiance of the event?

For numerous reasons, prom is a much-awaited high school event that marks the end of one phase of life and the beginning of another. It’s a night of glitz, glamour, and fun with friends and classmates.

However, the prom venue can contribute to the success or failure of your prom because the venue sets the tone for the entire event. For this reason, it's important to take the time to do your research and find the perfect location for hosting your high school’s prom.

Our other articles will give you additional help as you plan your prom.

For example, 42 Things for a Prom Planning Checklist keeps you focused on the most important things for your event. 12 Prom Theme Decoration Ideas gives you a list of trending prom themes as well as decorating ideas for each theme.

Also, you'll want to develop a clear, inclusive, and well-articulated prom dress code. The article 10 Steps to Develop a Prom Dress Code shows you exactly how to develop a dress code in keeping with your students' and school's best interests.

8 Prom Night Entertainment Ideas offers new and innovative ideas for ways to make sure all attendees have fun and stay engaged throughouht prom night, and Prom Night Party Fuel provides ideas for refreshments to fit any budget.

If you're looking for a start-to-finish, all-inclusive prom planning handbook, I have one for you!

The Ultimate Prom Planning Handbook takes you through the prom planning process one step at a time and provides you with pro tips and prom checklists to use every step of the way!

The Ultimate Prom Planning Handbook is available on this site as well as in my TPT store.