Fraternity Formal Planning: Tips to Make the Process Easier

     As the formal season is ending, many groups are already looking ahead to the next formal season. When beginning the planning process, there are many things to keep in mind. Now obviously, I am not in a fraternity, but being as that I plan fraternity formal events, I have enough experience to give some tips, do's and don't, suggestions, whatever you would like to call them, to fraternities.  So here are a few tips to begin your formal planning:

1. Use an Event or Party Planner

      No, I am not just promoting my own event planning services (though I would love to help you!). What I am telling you is that hotels and venues receive hundreds of phone calls and inquiries a day. Even if you don't know exactly what you are wanting, an event planner knows what to tell hotels and venues to receive quotes and event options. This is the planner's job! They can get more from the hotels and venues than you probably can. 

     Another reason to use an event planner is so you don't have to worry with it. The event planner already has established relationships with venues and hotels and this works in your favor. A lot of times the event planners can receive lower rates than you would be able to receive on your own. That's a plus, right? They also act as a representative to help you out whether you need something, your group gets a little wild, or if you just need to contact someone with questions. It's much easier to contact one person than multiple people. 

2. Don't Wait Until the Last Minute

     One of the things I see happen so often is that a fraternity will wait until the last minute and then be upset with us if hotels are already booked or if the price is way more than they were planning on. As a planner, I can negotiate as much as I possibly can, but if you wait 1 month - 4 months to start planning, sometimes there's not much that I can do. Hotels book fast, and venues need time to prepare for events. To get the best prices possible, try your best to start planning at least 6 months ahead. If you want your formal to be a holiday weekend, start planning a year in advance. Time is the biggest factor in planning. 

3. Be Aware of Your Budget

      Not all fraternities have large budgets, and that's perfectly fine. You can still have a great formal weekend. However, be aware of your budget. What I mean is don't expect to have a 2 night hotel stay right off of Bourbon St. with motorcoach transportation, dinner, drink package, and band for $200 a brother. This is not going to happen! $10,000 sounds like a lot of money, but when you have 30-50 brothers in the fraternity, that really isn't a large amount. Be open minded about different places and different formal options. You can still have a great time without being in Charleston or Savannah. 

4. Make Sure All Brothers are Aware of Payments and Due Dates

     Again, not all fraternities have enough money to pay for their formals from the fraternity funds. Many times, brothers are responsible for paying their own way. If this is the case, make sure that the social chair or whoever is responsible for planning the event has well-informed the brothers. Now, I know that there is always that brother that doesn't come to meetings or just doesn't listen. However, the more informed that the brothers are about payments, due dates, rooming list, etc, the easier it will be on the social chair, and the more the hotels and venues will be willing to work with you again. If you are on top of everything, the hotels and venues will be too. You will also save yourself from late fees that can add up quickly! 

     I could add about 100 more tips for planning your fraternity formal or Greek social event. With one formal season ending, I feel these tips are the best to keep in mind as a new formal season will begin before we know it. If you would like to have help planning your formal, you are more than welcome to visit our website at www.heritagetravelandevents.com, call me at 334-651-1502, or email me at heritagetravelandevents@gmail.com. Let's make this a formal one to remember. 

Happy Traveling!