How to Plan Events for a Homecoming Party: 15 Steps (2024)

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Co-authored byStefanie Chu-Leong

Last Updated: July 31, 2021

1. 1

   Check the dates for next year's homecoming regularly. They are usually set by a planning committee at the school. A successful Homecoming event is usually planned well in advance.

2. 2

   Appoint a committee if your events will be school sponsored. The committee may include faculty, students, board members and alumni. They will be able to make sure money and other support provided by the school is used in conjunction with the school's goals.

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3. 3

   Choose a theme for Homecoming, if that is a tradition at your school. The school may choose it for itself, in which case you should use that theme for your events.

4. 4

   Decide what events you want to put on. If you plan to have a number of events, you may want to appoint someone in charge of each event. Discuss a potential schedule of the events on the week of Homecoming.

5. 5

   Prepare a budget for your Homecoming events. Include money from all sources and suggest fundraising events, if necessary. Separate the budget for each event so the head event planner can work within their individual budget.

   • Ask for donations or sponsorships at least 6 months in advance. You may get donations from alumni or seek local or national businesses who want to market themselves to college or high school students or alumni.

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1. 1

   Choose venues for each event. You may need to research and visit potential sites, or they may be held on campus. Events that involve alcohol may need to take place at local restaurants, bars, hotels or historical sites.

2. 2

   Send Save-the-Date cards to alumni approximately 6 months in advance. You must give people who live out of town advance warning to make travel plans. Once the date, time, location and ticket information is planned, email and mail cards with an RSVP email address and phone number.

3. 3

   Do all the necessary paperwork and order the promotional materials and invitations about 3 to 6 months before the event. The following are necessary steps for a successful event.

   • Submit the necessary paperwork for all the events. If you plan to serve alcohol, you will need to get a liquor license for the day of the event. If you plan on using school or public grounds, you may need a use permit.
   • Get insurance for large events. Liability insurance protects you from lawsuits in case of accidents. The school may suggest or provide this insurance.
   • Hire a graphic designer to do a poster and other promotions for the event. Print your invitations, posters, flyers well in advance. Set up a website, if necessary.
   • Arrange television, radio, newspaper and other advertising about 3 months from the event. Most of the promotion will happen 2 weeks before the event, but some alumni press will be published months in advance to give people time to plan.
4. 4

   Design the décor for your event 1 to 2 months in advance. Plan according to the theme. For smaller events, you can settle on final décor decisions 2 weeks to 1 month in advance.

5. 5

   Book the entertainment 1 to 6 months in advance. Bands usually need to be booked 4 to 6 months in advance for big events. DJs, speakers, auctioneers and other entertainment may be booked 1 to 3 months before the event.

6. 6

   Hire photographers and security personnel, if you believe they are appropriate for your event. Do this approximately 1 month before the event. For many events, this is not necessary, or you can use campus or student personnel.

7. 7

   Send invitations 1 to 2 months before the event. Collect RSVPs and create an event list. Send out updates by email, such as suggestions about what hotels are conveniently located close to Homecoming events and offer discounts to alumni.

8. 8

   Print programs and signs 2 weeks before the event. Some information can change, so ensure you wait long enough to confirm all the essential details.

9. 9

   Organize refreshments, such as food and beverages 1 to 2 months in advance. You should receive bids and choose businesses that fit in your budget. Confirm the food details 1 month and 1 week in advance of the event.

10. 10

    Confirm all the details of your event every month, during meetings or by collecting updates from each head event planner. Ensure you are staying on budget.

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