A prom committee's guide to booking vendors on a school budget
Approvals, paperwork, deposits and timing for prom committees and sponsors booking DJs, photo booths and other vendors through a school.
Booking prom vendors through a school is different from booking for a private party. The money is usually raised over the year, it moves through school accounts, and someone besides the committee has to approve the spending. Plan for the paperwork and it goes smoothly.
Find out who signs
Before you collect quotes, ask the sponsor or bookkeeper who has to approve contracts and how long that takes. Some schools need a principal's signature, some need district approval above a certain amount. That timeline decides how early you need to start.
Ask vendors for the right documents
- A written quote with every cost listed, including tax and travel.
- A W-9, which most schools need before they can cut a check.
- A certificate of insurance if the venue or district requires one.
Ask whether your school is tax-exempt. If it is, send the exemption certificate to vendors when you book so it's reflected on the invoice.
Plan around how schools pay
Many schools pay by check or purchase order, which can take a couple of weeks. Tell vendors that up front. Most are used to it, but they'll want to know the deposit is coming.
Choose vendors that work with a crowd
Hundreds of students arriving at once is a different event from a wedding. Ask how vendors handle lines, whether they bring staff, and how students get their photos or videos. Unlimited prints and a booth attendant matter more at prom than almost anywhere else.
If you're considering us, mention that you're booking for a school and we'll send a W-9 with the itemized quote. More on school events.