How To Plan Your Grad Ball

Who’s in Charge?

If you are starting to think about organising your Graduation Ball it is always better to form a small organising committee. There are so many different aspects that need to be organised that it is too much for one person to do it all. Keep the committee small and agree at the start everyone’s responsibilities. Begin by agreeing what type of event you want to have and once you have decide this - stick to it. You’ll never please everyone so go with the majority vote.

Venue

The selection of your venue for your Graduation Ball or other event is probably the most important decision you will have to make. It does not necessarily follow that the most expensive will be the best option. You need to consider the location, capacity and package offered as well as cost.

Location

Is it easy to get to? Choose a venue that will be the easiest for the majority of the attendees to get to. The other benefit of this is at the end of the night there will be ample taxi and transport readily available.

Visit your potential venues

Once you know your requirements for your event you should pull together a shortlist of venues you think would work. You should carry out a site visit before making any decision. This should be arranged in advance with the Events Team at the venue. They will show you round the venue and they will be able to answer any questions you may have at this early stage. Make sure that you have thought about your main questions in advance but I am sure you will have others on the day as you go round – don’t be afraid to ask.

Package

Most venues will have a package that they will offer you. This is the most convenient option for you as it takes care of the key elements that you would want for your event but you can choose whatever elements work best for you. A package may include:

Welcome drink
3 course meal with a glass or half bottle of wine per person
Evening Entertainment – normally a disco
Security

Please note that it is important to read the details of any package offered to you carefully. In some venues you will find that they do not include any drinks in your package and they will offer you a separate drink package options. It is also important to check what else is included in the package – will they do the table plans, place cards if needed, table decorations etc. The more the venue offers the less you have to do.

Contracts & Venue Requirements

It is not unusual for some venues to ask for what they call a damage deposit. If they do please ensure that you ask them what they consider to be covered. It is also within your rights if they do require a deposit to ask them to inspect the venue with you before the event so you can check ahead of the event for any current signs of damage e.g. stained carpet.

You will be sent a copy of what the venue calls either a BEO or Event Order. This is a summary of everything that you have discussed/selected/requested etc. You will normally be asked to check and sign this before returning to your venue. You MUST check this carefully and then ask another member of your organising committee to check & sign it with you. Once this is signed and returned it in essence forms the contract between you and the venue. Within this form you should also find the payment schedule for your event. This will normally comprise of a deposit followed by either a couple of payments or it may be just one further payment in some cases. The person who signs the contract is liable for the full cost of that contract.

Financial Responsibility & Avoiding Financial Issues

This can be the most difficult aspect of organising and event. The Students’ Union as such are happy to offer banking and payment assistance with this as long as the following guidelines from are followed:

You should appoint 3 authorised contacts for the event.
Funds can be paid into the SU by either cash or bank transfer by authorised contacts only. We do not have the capacity to handle individual student payments. All payment paid will be provided with a paper or e-mail receipt and a reference will be required for all online deposits
Invoices from the venue and other suppliers can be paid directly by the SU however this is subject to their being adequate funds available and authorisation from all 3 contacts

How to avoid the most common issues:

Your ticket price should cover all costs of the event.
Have a clear policy of no refunds in order that you ensure you have sufficient funds to pay the venue and suppliers.
Ensure that your payments are in the SU in good time to meet the payment deadline set by the venue.

Here are some of the more commonly used Edinburgh venues. Please not these are for information and not recommendations.

BT Murrayfield Stadium 1000 capacity

The Stables, Prestonfield House Hotel 550 capacity

The Sheraton Grande Edinburgh 500 capacity

The Balmoral Hotel, Edinburgh 450 capacity

The Assembly Rooms, George Street 430 capacity

Mansfield Traquair 360 capacity

The Kimpton, Charlotte Square 300 capacity

O2 Academy Edinburgh

Ghillie Dhue

Jamhouse

While the SU doesn’t have the resources to plan Graduation Balls we’re always happy to help where we can.