Emily Burkart

Julie Gonzalez
REC 325

Dream Event: High School Prom

1. Event Title and Description

Event Title:​ Once Upon a Time…
When:​ May 15th, 6pm-11pm
Where:​ Queen Mary
Why:​ To cap off the end of the year and to give seniors a celebration for all their hard
work during their high school years and to send them off to their futures.
What:​ High School Prom
Who:​ High school seniors and their guests

2. Mission Statement and Event Outcomes and Objectives

Mission Statement: ​Our mission is to service our clients in making their vision
come to life. Through our event service we wish to give our clients a memorable
evening that makes lasting memories. We offer a variety of options to make the
planning process and event as seamless and stress free for our client. All our events
are individualized to fit our clients wants and needs; we do not believe there is a one
size fits all layout for an event. We guarantee 100% satisfaction and will work tirelessly
so that you don’t have to.
3 participant outcomes:​ Provide lasting memories for high school seniors,
exemplify the seamlessness of planning an event, ensure lasting relationships and
connections between students and faculty

3. Need for Event and Promotion:

4 Ps / flyer or event invitation / page design
-Phase 1​:​ Target Issues
● Successful and memorable Prom for high school students
-Phase 2:​ Activity Components
● Teacher Trivia Game Objective
○ The students will gain fun memories with their teachers outside of the
classrooms. They will get to know a little more about the people who are
educating them and they just might be surprised by what they learn!
● Raffle/Scavenger Hunt Objective
 ○ The game was designed to be memorable for the students because it will
allow them to participate and grow anticipation as they go on with their
night. If they win, they will also gain two Disneyland tickets.
● Prom Court/King and Queen Dance Objective
○ Executing this tradition alway makes a memorable night for students
attending their Prom. They will gain powerful memories of these moments
because the five senses, visual(crown,decorations,lighting)
,auditory(music),touch (confetti, balloons), smell, and taste(world class
catered food) will be met.
● Photo Photography/Booth Objective
○ Taking home photos are always a guaranteed lasting memory for people.
Instant printing of photos taken inside the booth with the Prom’s name on
it will make sure to bring back nostalgia when the students look at all the
photos that were provided by the Prom.
-Phase 3:​ ​Benefit Outcomes
Help students to feel happy with their high school social event so that they can
look back in the future and be proud of their school.
-Phase 4:​ Benefits-Based Awareness
We will let the participants' high school know that it was a success by sharing
photos of the students enjoying themselves at the Prom. This will be done by asking
students to send in some fun photos of them at the Prom as well as some shots that our
photography captured throughout the night. The campus as well as student families will
know about this because it will be shared in the school archive so they can find it online
and it will also be displayed in a short clip that the ASB committee put together during
school announcements.
 4. Budget and Pricing Information
All costs will be shown on a separate excel sheet and will include all event costs,
the fees will be charged for the event, and the profit or loss for the client. The fee for
entry into the event is $150, and this was determined after looking at all the costs that
would be needed to put on the event in order to ensure that the client could make a
small amount of profit in order to continue funding events like these.

5. Venue Essential and Operational Details

The must elements that we wanted our venue to have for our prom was enough
spacious room, beautiful views, and an elegant feel to the setting. The Queen Mary held
all of these elements and more. It offers a perfect ballroom to go along with our theme
of a magical fairytale evening. It is also an ideal location for a big gathering like a prom
with 14 Art Deco ballrooms and salons to choose from. Some other pro’s of this venue
besides it’s ball like atmosphere is that it has convenient parking for limousines, is a
safe concealed location,and provides an extensive and impressive Prom package.The
Queen Mary’s package included in its price, art deco banquet rooms with a dance floor
and private decks,experienced catering specialists,award winning culinary team,coffee
service for chaperones,elegant linen colors,parking,security,four hour unlimited soda
bar, and a selected menu. This package can then be upgraded to include even more
such as floor length tablecloths,”mocktails” to Prom theme, red carpet, velvet rope, and
stanchions. Although we do not need all of this because a red carpet wouldn't go with
our theme , this is a perfect example of just how much Queen Mary has to offer.
Our color scheme will be purple because this is the color that symbolizes royalty.
We would not need to search far since the Queen Mary would already cover this in the
package with the elegant linen colors and tablecloths. This will check off our table
decor. The “small”details are seen easily in the cons of the Queen Mary . Since this is a
historical ship, some of the bathrooms may not be handicap accessible. As seen in the
map below, there are only two sets of bathrooms located near the Grand Salon, in
which Prom will be held. Another con that the Queen Mary, is the restriction of fireworks
going off. We wanted to include a firework show for the students , but including this
does not seem feasible.
Venue Map & Event Design Set Up (Below)
Event Decoration vision
Color Scheme Vision

Centerpiece Vision
Ceiling Vision (string lights)

Photograph area vision

Photobooth Vision

Tokens for scavenger hunt vision

​Equipment, Supplies, Materials Needs
- Projector and screen
- Pens and paper(for teacher trivia)
- Microphone and speaker (will be provided by DJ)
- Photo Booth
- Decorations (table cloths [included in queen mary prom package], centerpieces
[books & flowers], balloons, string lights, pipe and draping for entrance)
- Tokens for scavenger hunt
- Raffle tickets

6. Staffing and Staff Orientation Plan

The number of staff that will be needed for this event will be 25. There will be 5
chaperones that will be staff of the school; other staff members are still encouraged to
come and be a part of the event, especially for the teacher trivia. The 20 other staff will
consist of 10 venue staff, 5 valet workers, 3 security guards (included in venue price), 1
photographer, and 1 DJ. There will be uniforms required during the event but not prior to
the event start. All teacher chaperones must be in formal attire, there will be no color
restrictions for this group. The uniform for the venue staff will be given to them by the
venue and will be t-shirts with the venue name on it while they are working behind the
scenes with set up and tear down and during event they will be in formal serving attire,
which would be white long sleeve button up shirt and back slacks; the venue staff will be
staffed by the Queen Mary and will be included in the venue cost. The valet workers will
be in formal attire, such as suits, button up t-shirts with a tie or bow, pants suits, slacks,
etc. in order to fit with the theme; the color restrictions on this will be black and white.
The security guards will be in the uniform given by the Queen Mary since they will be
provided by the venue. The only training that will be provided will be for the venue staff
in order to ensure that they all know how to handle food properly and are aware of the
expectations of the event. All event information will be emailed individually to each
person working the event so everyone knows their respective duties. Workers provided
by the venue and outside companies will adhere to their own break guidelines; workers
hired specifically by our event planning company will adhere to our break schedule. All
breaks for workers will be staggered in order to make sure we always have coverage
during the event.

Work Schedule for teachers and venue staff

2pm:​ Teachers and venue staff check in
2:05pm-5:15pm:​ Teachers and venue staff decorate, assemble tables, prepare
for scavenger hunt and raffle
5:15pm-6pm:​ Break to individually prepare for the event
 6pm-6:55pm:​ Chaperones will be stationed around event and participate in
activities; venue staff will be stationed at food, drink, and dessert tables
7pm:​ Venue staff will go to each table and serve plates of food and drinks
7:30pm: ​Venue staff will stay stationed at the food, drink and dessert tables in
the back of the venue
10:40pm:​ Venue staff will begin clean up and check out with the venue when
they are finished

Work Schedule for Valet and security guards

5:30pm:​ Valet and security guards check in
5:40pm-11pm: ​Security guards will be stationed at different areas of the event in
order to ensure the safety of the students and Valet will begin helping guests with
their cars and will be stationed outside for the remainder of the event
11:30pm: ​Valet and security will check out

Work Schedule for photographer and DJ

5:45: ​Photographer and Dj checks in
6pm-11:05pm:​ Dj is stationed playing music and completing other duties
required during the event (i.e. prom king and queen slow dance and dance floor
announcements)
6:03pm-8:30pm: ​Photographer is stationed inside the venue ready to take
photos
8:30pm:​ Photographer checks out

7. Event Activities why did we choose these activities?

There will be various activities taking place during the Prom. We chose these
activities so that it would accomplish the outcome of long lasting memories by engaging
with the students.Their uniqueness and quality in design will also ensure students will
remember how perfect everything was. The two unique activities for this Prom will be
the teacher trivia and a raffle/scavenger hunt which are not common at Proms. The
teacher trivia will involve the students because they will be competing to see who knows
their favorite teachers the best in a game of trivia! They will have to match baby pictures
and guess what fun facts fit to what teacher as they are displayed on a projector.
Answers will be written down on a provided paper and a prize will be given out to the
student who answered the most right out of 20 questions. Shall there be a tie, the two
students will have to face off in a war of rock, paper, scissors on stage. This will allow
yet another engagement/memory to be made with the students and their teacher and
maybe one of their last. A raffle/scavenger hunt will also be a go up from the minute the
students board the ship, up until the prom court is announced. The winner of the game
will also be announced then. It will be a combination of a raffle and scavenger hunt
because students will have to find one of five tokens placed on the ship to be eligible for
a grand prize raffle.
We designed the photo areas, both the photo booth and professional
photography, to execute the Prom’s theme effectively so that students will remember
with satisfaction. The Prom photos will be taken by an excellent photographer and will
be open for two and a half hours for late comers. Additionally, a photo booth will be
open throughout the night to capture memories. Next, a very fitting tradition will take
place on stage. A Prom court will be introduced by one of the high school’s teachers to
announce the Prom King and Queen with confetti,balloons, and music. The named King
and Queen will take part in a traditional dance that will kick off the dance party that
students are sure to remember.

8. Animation Plan(Frames and Transitions)

Prom Gathering and Check In
People: Valet, security, staff, students,chaperones
Place:Pre-function area(tables,chairs,decorations,table linens,sound system,
food/beverages,pens, paper, projector)
Event/leisure/recreation object:(Check-in list, crowns, prizes, photo booth photos,
and formal Prom pictures)
Structures: King and Queen Dance,taking Prom photos,dancing in general, sign
the check-in sheet
Relationships: Being greeted by staff,talking with friends, saying hi to
chaperones, playing games
Raffle/Scavenger Hunt
People: Students
Place: Queen Mary(Grand Salon Ballroom)
Event/leisure/recreation/object: Large tokens,raffle prize(2 tickets to Disneyland)
Structures: Find token, put your name in the raffle through the token, listen to
winner announcement
Relationships: searching for raffle tokens with friends, collecting prize and saying
thank you

Event Program
Prom begins at 6 p.m.
Dinner is served at 7 p.m.
Activity Schedule
Teacher trivia: 6:30-6:50 p.m.
- Will be held at
 Photo area: 6:00 p.m.-8:30 p.m.
Raffle/Scavenger Hunt [ Find one of the 5 tokens designated on the ship
to be placed in a big raffle]: 6:00 p.m.-7:30 p.m.
Prom court: 7:30-8:00 p.m.
King and Queen dance: 8:00 p.m.
Dance floor is open up for the rest of the night.
Closes down at 11 p.m.
Show Sheets
5:45 p.m. - first guests arriving; valet prepares parking
5:59 p.m. - first guests are allowed on board the ship
6:00- staff welcomes in students to Grand Salon ballroom, informs them about
the raffle/scavenger hunt and event program for the night, and Dj is ready playing
music
6:03 p.m.- photographer is ready to capture first Prom photos
6:15 p.m.- teacher makes reminder announcement about teacher trivia game
reminder in 15 minutes
6:30 p.m.- teacher begins teacher trivia game
6:50- staff puts away game projector set up
7:00 p.m.- dinner is served
7:30 p.m.- Teacher makes winner of raffle announcement while prom court gets
on stage
7:34 p.m.- teacher introduces prom court
7:50 p.m. -teacher announces King and Queen;staff releases confetti; Dj begins
playing music
7:51 p.m.- Dj sets up for King and Queen slow dance
7:53 p.m.- King and Queen dance
7:56 p.m.-Dj makes dance floor announcement
10:30 p.m.-staff prepares for clean up
10:40 p.m.- staff begins to put away chairs
11:00 p.m.- Dj plays last song
11:01: The facility is officially over and security begins escorting lingerers out

9. Inclusion Plan
We will ensure our Prom is accessible and inclusive for all attendees by making
sure the restrooms are prepared to accommodate all students' needs. Because there
will be two-hundred students attending, the two sets of bathrooms on the D-Deck level
may not be enough so having another bathroom open on the level above that will also
be open for the students to access. Additionally, because the Queen Mary’s restrooms
are not handicap accessible, special accommodations will be made for students with
disabilities. They will be guided to a more accessible bathroom on a different level of the
ship. In addition to this, the music being played will be a variety of genres. The student
can feel free to go up to the DJ and write down a genre of music that they would like to
hear so that all students can enjoy can have at least a few songs that they can enjoy
dancing and listening to.

10. Event Wrap-Up and Evaluation

1.What was the highlight of the Prom?

2. What was your least favorite aspect of the event?

3.How would you rate the organization of this event?

4. Did this year’s event meet your expectations?

5. How ​satisfied were you with the quality of the [activites,DJ, food]?

6. How do you think the Prom could have been improved?

7. What do you wish there was more of?
8. How [friendly,helpful,informative] was the staff [photography crew, valet,
caterers,etc.]?
9. Would you have preferred a DJ or a live band?

A survey will be sent out via student’s emails within twenty-four hours after the Prom.
We don't want to do it during the event or when the students are leaving because we
want the students to enjoy the entirety of the Prom and not have to feel obligated to take
time to fill out a survey. It is very also important to us that we send out the survey in a
timely manner though so that the event is still fresh in the students’ minds. The students
will be incentivized to fill it out because a free snack will be given to survey-takers in
class before lunch the following Monday.
The changes that we would make next time would be based on what the
students reflected back in the survey. New ideas would be created based on what the
students found to be their least favorite part. Having a live band instead of a Dj would be
a possible change depending on the students' answers.