Prom Spot - 10 Tips for Hiring Prom Pros

To pull off a prom that they'll still be talking about at your 10-year reunion, you'll need to have a top-notch team. That means bringing together key prom professionals -- photographer, DJ, caterer -- to create the perfect night. Handling all these peeps can get crazy, so use our tips for working with vendors.

1. Get a move on
Spring isn't just prom season -- it's also a big time of year for weddings, fundraisers, graduation parties, and other special events. There are only so many weekends in a month and so many vendors to go around, so to get your top choices you'll need to start early.

2. Divvy it up
Instead of schlepping your entire prom committee to every florist, photographer, or DJ in town, create subcommittees to tackle each task. Decide on a budget and the subcommittees can decide what vendors to pursue. Once all the subcommittees do the research on their vendor selections, they should pick their top three choices and call for a full committee vote.

3. Network
Do you have friends at different schools who attended an amazing prom? Could they not stop talking about how awesome their DJ was? Use friends as contacts to get in touch with the students or faculty who planned their school proms. They'll probably be happy to provide you with vendor recommendations.

4: Tap into an association
Professional associations are a great way to track down names and numbers for vendors in your area. Plus, you'll know that the folks you're contacting have a professional affiliation or accreditation. Some useful national organizations are Wedding and Portrait Photographers International, The National Association of Mobile Entertainers (representing DJs), and the American Institute of Floral Designers.

5. Shop around
Whether your subcommittees are hitting the phones or you're just getting started, cast a wide net. It can't hurt to make a preliminary call to every prospective vendor. One may seem too pricey on paper but they may end up offering a bigger bang for your buck. Search locally; some of the pros could be alumni of your school or somehow connected -- and just may be willing to cut a deal for their alma mater.

6. Check references
When you've narrowed your lists to your top choices for each service, obtain and check references! Though it may seem like a chore, this is a crucial step. If the vendor can give you names of other schools who have hired them, that's ideal. Or ask about events they did that hit a similar demographic -- Sweet 16 parties, graduation parties, and so on. Then get on the phone to find out if they really delivered the goods!

7. Ask for help
You're bound to have some questions about hiring vendors, so don't be shy about asking a parent, teacher, or school administrator for help. Don't discount the usefulness of their experience and advice

8. Read the fine print
Before hiring any vendor or signing any contract, be sure you've got the scoop on all the details that could affect your bottom line. Cancellation policies, costs for additional time or services, and any extra fees need to be laid out in advance. If you’re uncertain about any of the policies, just ask.

9. Get it in writing
You'll need to sign a contract for all of your hired services. Before you put your name on anything, have more than one committee member (and possibly a teacher) read it over thoroughly. Make sure the contract spells out all the basics: who, what, when, where, and how info. Anything you have agreed on verbally needs to be there too. If any details look weird or wrong, don't sign the contract until it’s been fixed!

10. Go with your gut
If a vendor gives you bad vibes, pay attention. A DJ who doesn't seem to have any rapport with your committee may fail to motivate promgoers, and a creepy photographer who makes you feel uncomfortable is probably going to make other kids feel the same way. So trust your instincts. NEXT!

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-- Kate Wood