How do we organize a year 12 graduation banquet?
In six steps: form the committee, set the budget per student, choose the period and destination, request offers from licensed agencies, compare them on what they include, and sign the contract. Ideally, start about 6 months ahead.
In short
A year 12 graduation banquet is organised in six steps: (1) form the committee, (2) set the maximum budget per student, (3) choose the period, (4) decide the destination and number of nights together with the students, (5) request offers from two or three licensed agencies and compare them on what they include, (6) sign the contract. Ideally, start about 6 months ahead.
Most of the stress comes from the order in which you do things. The steps below are the ones that work in practice, because each depends on the answer to the one before.
The 6 steps, briefly
- The committee — 3–4 parents and a few students who make the decisions and keep in touch with the agency.
- The budget per student — not the ideal one, but the figure above which a family in the class can no longer come.
- The period — the month decides almost everything: which hotels are free and what they cost. May is the most requested.
- Destination and nights — the only decision the students must be in the room for.
- The offers — from two or three licensed agencies, with the same written brief, compared on what they include (transport, meals, an exclusive room, photo-video), not on the final figure.
- The contract — with a licensed agency, an insolvency policy and a written plan B.
How far ahead
Ideally about 6 months ahead — banquets are usually requested between 15 September and 15 October, for the following May. For large groups (100–300 students) the 6-month lead time is essential.
Next step
If you have reached step 5, request an offer from us: you receive it within 24 hours, with a named hotel, a day-by-day programme and a final price per student.
