Hosting a Dance

I was a professional party planner for years. I have hosted dances for many different occasions. Even though each event was different, the core elements required to make a dance function a success were the same. Most events like this are planned by committee, so be prepared to negotiate to create the best event possible. Below is a list of items to consider when planning:

• Budget. Is there a set budget for the event? Will tickets be sold to cover costs? What items can be donated to off-set hard costs?
• Venue. When selecting a venue consider the following questions: How many people will be expected to attend? What does the venue include in its pricing? Are there charges for going past the contracted time? How much set-up time is allowed prior to the event? How much time is allowed for striking the event? Can the event strike occur the following morning? Most venues need to be booked weeks or months in advance.
• Food and Beverage. Will alcohol be served? Communicate to guests IDs will be required for adult beverages. What kind of permits or licenses will be needed? Will there be food served? If food will be served will there be a buffet line or will servers be required? Will menu options need to be selected in advance? Don't forget to order additional tables and linens for the food lines. Many caterers need to be booked early and a 50% deposit may be required to save the date.
• Seating. Seating will be dependent upon the type of food and beverage served. If light appetizers or finger foods will be served cabaret tables and bar stools may be adequate. If the menu is more substantial, seating may need to be provided for a sit down dinner. If this is the case, tables, chairs and linens will need to be rented. Check to see if those costs are included in the venue costs.
• Music. Live Band or DJ? Does music need to be approved in advance? Will there be auditions for the bank or DJ? What are their rates for going over the contracted time? Are meals expected? How much set up time do they require? Local musicians are normally easy to find, however, it is a good idea to book early.
• Line Dances. Regardless of the type of musical entertainment, plan to provide several line dance options. This will help get people on the dance floor. If the budget allows, providing a couple line dance instructions can help get the party started.
• Lighting and Decorations. Is any lighting provided by the musical entertainment or venue? If an event company is providing decor for the dance they might be able to provide lighting for an affordable fee.

As you can see there are many details to consider when hosting a dance. Start by creating a vision for the event. Once you have established the theme for the event, start to book your vendors. The most important aspect of hosting a dance is to be clear in your expectations and follow up with each vendor the week prior to the function.