Planning the Semi-Formal

[deltanupsigurl]

I'm trying to plan a Semi-Formal for my organization, it's the first one in many many years (10 or so), and no one seems to have a clue how much it can cost so they are wasting money on other unimportant things. I'm trying to get things together for it, but I was hoping if any of you could offer me an idea of how much Semi-Formals can usually be. It would be very very helpful. Also any helpful tips are always appreachiated. I just want this to be one memorable night for everyone! Thank you!

[frathole]

Spend between 8-900 and 3 grand on a band, preferably one with a horns section, the best formals and semi formals I've been to all had bands with horns sections.

Make sure everyone dresses up, hire a bartender and have open bar, making it a cash bar slows things down and means people spend more time waiting for drinks than slurping them down and dancing.

[adpiucf]

Cost is going to vary depending on your location. A semi-formal in the midwest is going to cost less than one in Los Angeles. Find out how much money you have to plan this event without leaving your social budget dry for the rest of the year.

Are you an NPC? Talk to one of your advisers or area district officers. They will have ideas or know of venues.

Call some area hotels and ask to speak with the banquet/catering sales manager. More than likely they will be able to help you create a menu and centerpieces. They will also be able to refer you to DJ's.

You should also plan to charter a bus to transport your members and their dates.

You may also want to consider hiring security for the event. The catering manager can make recommendations.

Alcohol served will have to be a cash bar, so that should not be a cost consideration.

You may be able to save on money for the DJ by getting a fraternity guy who spins at the fratenity parties to hook you up. You may spend less or he may do it for free if you feed him!

Keep your centerpieces really minimal-- you don't need to have any sort of elaborate flowers.

You print menus on nice paper using your own computer, or a friend's computer, and sit the menus in front of the place settings at the event.

Favors, like party picture frames, t-shirts, etc., can be pre-paid in advance by the members so you don't over order or blast the budget.

Hire an event photographer who does Greek events and who charges for the photos ordered rather than the actual photo taking.

Basically, you're going to take the same kind of planning that you would put into a formal-- the attire is a little different and you may want to spend a bit less money on this event than your formal.

Ask around at the other greek groups to see what they do. I'm sure some of your sisters have been to fraternity semi formals and will have ideas. It's also a good idea to recruit a social committee in your chapter to help you plan.

I know this doesn't answer your question about costs, but this should get you started to calling around and doing some local research.

[deltanupsigurl]

Actually thank you both! That helped me alot!!

I actually went today around town (we're in NH) and went to the hotels and got some decent deals, plus one of our brothers is a DJ, so we might save money by bringing in our own equipment and having them spin.

I work at walmart so I should probably get some good deals for us as well in terms of the decorations. Funny thing, we do have a social commitee, but they haven't done a formal either, since it's been sooo long, so they really aren't moving themselves to work on it, so I figure I'd get a start on it.

Thank you again for the helpful tips!! :-)

[Tom Earp]

Just kind of think of Your H S day Proms.

The reason You are getting together is to have fun, intermingle, get down and Funky. Oh, Yes, I am a little older!

A Local Spinner or CD player is cheaper than a Band. Member is a lot cheaper, and can put a stack of CDs on and enjoy the party.

Do a cash bar so the expense is on Your Org.

If eating, maybe can get a caterer or Hotel to give a little break with the room and food.

Does the Wal-Mart have a Grocery Section? If so, do, cold cut and cheese plates, dips and chips, potato salad, and baked beans. Fingure food sounds good but cheaper!

Can get paper products there also and being an employee maybe even a discount!

[deltanupsigurl]

That's actually how I was seeing it as...sorta like the prom. I was actually able to get a large ballroom on campus and have the school catered. I know it's not the most fanciest thing out there, but it's pretty decent.

Well the Walmart we have here isn't a superwalmart, it's too small for that. Having the school actually cater is pretty cheap since some of them can use their meal plans for it.

Still thanks a bunch for the ideas. Now I'm just trying to of themes and decorations. I was also thinking of having some kind of party favor since we saved so much on other costs.

Feel free to post any ideas that have worked well in the past. I know that some organizations have custom flutes made for everyone to take home, but that's just one idea I thought of. Thanks a again for the help.

[Little E]

If your general budget did not give you enough (or any) money earmarked for a formal one way to look at it is TOTAL COST/#OF PEOPLE.

Many smaller hotels will waive the room fee if you have enough people. They know you are likely to be repeat business and that it can be a nice chunk of change for them. We had all of our formals at the same hotel and we were able to negotiate fabulous prices because they knew we would be back.

Hotels usually have a generic centerpiece they can give you at a pretty cheap per table rate. (Figure 10 people per table) Most of the ones I've seen are glass bowls with water and floating candles on a mirror. Another option is to do a dessert tier, depends on the dessert though. You can also possibly use the gifts as centerpieces, esp if they are glasses or vases.

Check your insurance, you maybe required to provide transportation for any offsite events (I know we were). Keep it part of your budget planning. Yellow buses are cheaper than charter buses.

Figure out the miscellaneous expences for printing programs, invites, dj, signage, decorations, wristbands, place cards and room diagram(if applicable), etc.

Take all the expences you know add them together and then divide by the number of tickets and that will give you a ticket amount to cover expenses if money is not in your general budget. I know it sounds kind of basic, but I've seen chapters struggle to pay for things because they weren't really seeing the whole cost.

One other item...when you look at ballrooms, if your est cout is the same or very close to the max of the room, try to get a larger room. Hotels tend to say that more people can fit in a room than is really true and you don't want to show up and have the room be uncomfortable and no room to dance.

Good luck and let us know if you have more questions!