Preparing and Organising Your ACS Ball

Planning an annual ball for your ACS is a rewarding opportunity to celebrate everyone’s hard work and achievements. This guide is designed to provide practical advice, ensure your event is well organised, and help you create an unforgettable evening for your members. From budgeting to promotion, every detail matters in delivering a successful ball. Whether you are new to event planning or looking to refine your approach, this resource has you covered!

Ball Checklist

Here’s a checklist to ensure you cover every aspect of your planning process:

• Choose a theme early on to inspire your decorations, invitations, and overall atmosphere.

• Secure a venue that fits your budget, guest capacity, and logistical needs.

• Hire a caterer who can accommodate dietary preferences & needs

• Plan entertainment that suits your theme, such as a DJ or live band

• Hire staff to cover operational needs, including security, waiters, and bar personnel.

• Arrange decorations that align with your theme

• Organise equipment such as speakers and microphones

• Prepare tables with essentials like crockery, cutlery, glassware, tablecloths, and name cards.

• Develop contingency plans for potential issues, from vendor cancellations to adverse weather.

• Secure event insurance and/or risk assessments to help prevent & protect against liabilities

Venue Considerations

Selecting the right venue is pivotal in creating a memorable experience. Begin by comparing costs and amenities to identify the best fit for your budget. Confirm the venue’s availability early and review the contract for any hidden fees, such as cleaning or damage deposits. The venue should comfortably accommodate your guest list while providing necessary facilities like parking and disabled access.

If the venue is distant from campus, consider organising transportation, such as hiring a coach or arranging carpooling. Hire the hall long enough to make sure you have enough time to set up and take down before and after your guests. Ensure you understand what is included in the venue hire package, such as tables, chairs, corkage fee, or music equipment. Visiting the venue in advance allows you to finalise arrangements and envision the setup.

Advertising & Promotion Tips

Promotion is key to ensuring a well-attended event. Start advertising as soon as the venue and date are confirmed. Effective strategies include:

• Building anticipation by sharing teasers about the theme and sneak peeks of the preparations. Use interactive Instagram polls and question boxes to engage followers.

• Highlighting past successes through videos and photos from previous balls. This helps potential attendees envision the experience.

• Offering ticket incentives, such as early-bird discounts or packages with discounted ball-prep services from local vendors (e.g. hairstylists, barbers, nail & lash techs, etc)

• Running creative campaigns like hiding a golden ticket on campus or hosting social media challenges with prizes such as free tickets or VIP table access.

• Partnering with other societies to expand your reach and attract a diverse crowd.

Costing & Budgeting

Creating a comprehensive budget is crucial for managing your ball’s finances. Start by preparing a detailed costing sheet, listing all anticipated expenses and factoring in contingency funds for unexpected costs. Estimate your expected attendance and set ticket prices that align with your financial goals & your members’ financial abilities.

Budget for essential expenses, such as the venue, catering, and entertainment, prioritising these over extras. Calculate your break-even point to determine the minimum number of tickets required to cover costs.

If your ACS has funding for the ball and is not looking to break even or make a profit, focus on planning the ball and sticking to your funding allowance.

Example:

• Estimated guests: 150

• Ticket price: £40

• Ball costs: £5,000

• Break-even: £5,000 ÷ £40 = 125 tickets

• Expected revenue: 150 x £40 = £6,000

• Profit: £6,000 - £5,000 = £1,000

Reinvest profits to enhance the event with features like goodie bags, photo booths, or live performers. Alternatively, use profits to fund future events or allocate a portion to your society’s next committee as a financial float.

Ball Schedule

Having a clear schedule ensures the event runs seamlessly and prevents delays.

Here is an example schedule:

• 5:00 PM: Doors open; welcome drinks are served.

• 6:30 PM: Guests are seated.

• 6:45 PM: Hosts deliver opening remarks and introductions.

• 7:00 PM: Starters are served.

• 7:35 PM: Mains are served.

• 8:00 PM: Live entertainment/cultural performances accompany dinner.

• 8:30 PM: Dessert is served.

• 9:00 PM: DJ or band begins; dance floor opens.

• 10:30 PM: Closing remarks &/or awards ceremony (optional).

• 11:00 PM: Event concludes.

Leave some flexibility between activities to accommodate unexpected delays or transitions. Ensure your entire committee has a copy of the schedule and knows how the evening should flow; thus, should anything happen, any committee member can jump in to keep the event on track.

Executive Roles and Responsibilities

Assigning clear roles within your committee ensures smooth planning and execution. Suggested roles include:

• Ball Coordinator: Leads the planning process, ensuring deadlines are met and resolving last-minute challenges.

• Treasurer: Oversees the budget, approves expenses, and ensures the event’s financial viability.

• Venue Team: Secures the venue and coordinates with catering providers.

• Decor Team: Designs and implements decorations that bring the theme to life.

• Entertainment Team: Books performers, handles performer setup, and ensures entertainment flows smoothly.

• Marketing Team: Manages promotions, social media campaigns, and ticket sales.

• Logistics Team: Handles transportation, equipment rentals, and staffing arrangements.

Hear from Tani, Warwick ACS Vice President 23/24

“Planning an ACS ball can be incredibly rewarding but also an extremely stressful time. Having been part of the team that planned our ACS ball, I have learnt a lot! Our ball was organised in less than two months and scheduled during peak exam season, which is not something I’d recommend! Despite the challenges, our ball turned out to be a success and a great night, and yours will too!"

"My two key tips are:

1. Work with Your Students' Union: Build a strong relationship with your SU for smoother approvals, access to resources, and helpful advice for planning your ball and other events.

2. Get everything in writing: contracts and written agreements are your best friends. Always have them for venues, caterers, and other vendors. This avoids miscommunication and provides a safety net if something goes wrong.

Remember things don’t always go as planned; be prepared to adapt and find solutions. Don’t dwell on the negatives, but try to remain positive as you look for solutions. Remember why you signed up for this: to celebrate our community and bring people together. Everything will work out in the end.”

Additional Tips for Success

• Start planning early: Check with your SU to know when ball deadlines are for your university and stick to them! The earlier you start to plan, budget & organise your ball, the more likely it is to come to fruition

• Accessibility: Make your event inclusive by catering to dietary restrictions. Consider halal, vegetarian, and vegan options.

• Enhancing Guest Experience: Welcome drinks, photo booths, and party favours can add a special touch. Incorporate cultural elements like Afro-Caribbean cuisine & music to celebrate your society’s heritage.

• Sponsorship Opportunities: Approach local businesses and alumni for sponsorships to offset costs or secure added perks like gift bags or raffle prizes.

• Feedback Collection: After the event, gather attendee feedback to identify strengths and areas for improvement. This information will be invaluable for future committees.

With meticulous planning, creativity, and collaboration, your ACS annual ball can become a highly anticipated event that strengthens community ties and celebrates culture. By following this guide, you’ll be well-equipped to deliver an unforgettable evening for your members. Remember to stay organised, enjoy the process, and embrace the opportunity to create lasting memories. Here’s to your ball’s success!