How to Organize a Church Ball
- 1). Calculate the number of people that may be attending the ball. If the church has 1,000 members then presuming 50 to 60 percent of them will attend. Conducting a survey of the church members to see what the interest level is before planning will help in knowing attendance numbers.
- 2). Select a date for the church ball. The planning phase needs to allow several weeks to secure all details for the event.
- 3). Calculate a budget based on the cost per person for the event. The budget should include the cost of a rental facility if needed, food, entertainment and decorations.
- 4). Choose a location. If the church has space for the number of expected guests, then the best choice is to hold the ball at the church. If there is not ample space available then contact local banquet facilities for pricing and size options. Some banquet facilities offer a discounted rate to churches so advise the planner accordingly.
- 5). Select a menu for the ball, considering price. The ball will cost much less by offering appetizers and punch instead of a full meal. It is a cost saver to have volunteers from the church each bring an appetizer or beverage. Select a person to coordinate the food choices if members supply the food.
- 6). Choose music for the ball from a band, deejay, or recorded music. Contact local bands and deejays for price quotes and availability. Using the church choir and recorded music can reduce costs. Select music that is not offensive or select only church-based music.
- 7). Order or make invitations for the ball and distribute to church members. Sell tickets for the two weeks prior to the ball.
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