GUIDE TO ORGANISING
A STUDENT BALL
GUIDE TO ORGANISING A STUDENT BALL
RESEARCH AND PLANNING
As soon as your club or society decides that it would like to hold a ball, you will need to begin
thinking about a number of key issues. The below table will give you an idea on the sort of
things you’ll need to think about before submitting a completed event planning pack to your
relevant coordinator.
As soon as your club or society decides that it would like to hold a ball, you will need to begin
thinking about a number of key issues. The below table will give you an idea on the sort of
things you’ll need to think about before submitting a completed event planning pack to your
relevant coordinator.
DEADLINE FOR SUBMITTING A BALL PLANNING PACK IS TERM 1 WEEK 7.
DEADLINE FOR SUBMITTING A BALL PLANNING PACK IS TERM 1 WEEK 7.
RESEARCH
HOW THE UNION CAN SUPPORT
ACTION POINTS FOR CLUB/SOCIETY
Check how many of your members are
interested.
Check availability with chosen venue and get quotes based on the numbers you expect to attend.
Make a provisional booking at your chosen venue , at this stage you won’t be able to confirm the
booking until the event has been passed by the SU.
Are all of your Committee in favour of having a
Ball and are they all willing to help?
Do you think you might want to provide a
subsidy towards the cost of the ball?
The Societies Coordinators can advise
on what amount would be suitable as a
subsidy.
When is a good date to hold a Ball? (Check if
your date clashes with another student Ball/
event)
The Societies Coordinators can tell you the
dates of all of the events that have been
passed by the Event Planning Committee.
What entertainment will you have/can you
afford? (This will determine the size of your
venue)
The Societies Coordinators can suggest
entertainment that has been popular or
used in the past.
What is the best location for your Ball and
what are the venues in that area? (Check if any
other Club/Society has held a Ball at the venue
previously)
The Societies Coordinators can provide
suggested venues based on the size of the
ball and what you would like for the event.
The Societies Coordinators can tell you who
has previously used each venue.
Will you require transport and how much will it
cost?
The team in Central Admin will get you
quotes and make bookings
When is the best time for your tickets to go on
sale? When will they need to come off sale?
The Entertainments department will put
your tickets on sale on line.
The Societies Coordinators will advise
when your tickets should go on sale - we
recommend at least 4 weeks prior to the
ball if possible.
Do you require a DJ and what type of music will
you have?
The Entertainments Manager has a list of
DJs who will provide a service.
Do you require a Band? How many members are
there in the band? Do they have a contract and
how would they like to be paid?
The Facilities Manager in the SU can
advise on Tech requirements and hire of
equipment for a band.
The Societies Coordinators can advise on
contracts and the terms relating to this.
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Get a provisional quote for your transport (Put the cost into your budget).
Make a provisional menu selection and include the cost in your budget. (Make sure that you
include any beverages) The Union Policy is to allow 1 arrival drink per person and also 3 bottles of
wine per table.
Make a provisional booking for a Band/DJ/Photographer/Photobooth or any other entertainment
you plan to have at the ball and include the cost in your budget.
All balls will require security, you can get a quote for this from the Entertainments Manager or your
Societies Coordinator.
GUIDE TO ORGANISING A STUDENT BALL
RESEARCH AND PLANNING
Complete and download the Ball Planning Pack which can be located on the SU website. This will
include a financial planner, which is where all your costs need to be inputted. The event should be
aiming to break even or make a profit at 65%.
Email your Ball Planning Pack to the Societies Coordinator and wait for them to inform you of the
date and time that you MUST attend the Event Planning Committee meeting.
When you attend the Event Planning Committee meeting make sure that you bring all of your
quotes and any additional information about your event.
When your Ball has been passed it is your responsibility to contact the entertainments team to put
your tickets on-sale.
Monitor your ticket sales every week for the first 3 weeks and daily when it is closer to the event.
NOTES
* Amendments may need to be made to ensure financial viability of the event, but a coordinator will be able to go through this with you.
* Anyone who is offering a service at the ball and who is self-employed will need to complete a self-assessment form and provide a UTR number before payment can be made.
* We advise to base your budget on the lowest minimum numbers the venue can offer as this minimises the risk to the club/society. Once a minimum number has been agreed you will be contractually obliged to pay for that amount of guests regardless of how many tickets you have sold. Your societies coordinator can advise you on this.
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Students Union Contacts/Support
Danielle Bonsor | Societies Coordinator | [email protected]
Indy Sanghera | Societies Coordinator | [email protected]
Possible Venues and Contacts
Pump Rooms
Hannah Gill
[email protected]
Chesford Grange
Events Manager
[email protected]
Stratford Manor
Events Manager
[email protected]
Hilton—Warwick
Metropole
Sara Sinclair
Lisa Clarke
[email protected]
[email protected]
Holiday Inn Stratford Upon Sophie Pryor
Avon
[email protected]
Victoria House
[email protected]
Events Manager
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Registered office: SUHQ, Warwick Students’ Union, University of Warwick, Gibbet Hill Road, Coventry, CV4 7AL