Organised by a school or a parent committee? We’ve got you covered…
A school formal is more than just a party—it’s a rite of passage, a celebration of everything your students (or child) have achieved. Whether you’re a school leadership team or a passionate group of parent organisers, planning a formal takes coordination, creativity and a little help (or if you’re smart—a lot!) from the experts. At The Epping Club, we’ve hosted hundreds of unforgettable formals for almost every school in the greater Sydney area, so here are our top tips for planning a safe, stylish and sensational night.
Get clear on what needs to be done and when
Formals involve more than just booking the venue and showing up. There’s ticketing, menus, music, themes, guest lists, speeches, seating plans, security and more. The best advice? Start with a clear task list and realistic timeline. Assign responsibilities early and use shared tools (like Google Sheets or project planning apps) to keep everyone on track.
If you’re working with a venue that has experience, many of these tasks can be delegated or will already be included in the service package. We’re the experts so you don’t need to be! Nothing feels better than focusing on the fun stuff because your venue partner has carried the load on the big responsibilities.
Secure your venue and date early
The best venues—like our award-winning Grand Ballroom—book out well in advance, especially for peak formal season. Once you’ve got the green light from the school or parent committee, lock in your date. Our team can pencil in options while you finalise approvals.
Whether it’s a weekday event or a Friday night celebration, we’ll ensure you have a night that makes every student feel like a star. Many schools actually book three years at a time to guarantee their preferred date—ask our team if this might be an option for you.
Seek all-inclusive packages
Your ticket price needs to balance value and accessibility. Consider how many attendees you’re expecting, what students are willing to pay, and remember that families are also covering other costs like outfits, makeup, partner tickets and transport.
At The Epping Club, we offer all-inclusive school formal packages with no hidden surprises—making budgeting and affordability easy. Everything is covered, from security and catering to AV, decorations and ticketing support. You’ll know exactly what’s included and can relax knowing we’ve got it sorted. This provides peace of mind for both students with transparent ticketing and for organisers with the ease of an all-inclusive offering.
Manage guest lists and ticketing like a pro
Parent-organised formals often use platforms like TryBooking for invitations, payments and guest lists. If you’re working directly with us, we can help streamline your RSVPs, dietary requirements and arrival plans with our tried-and-true format.
We’re experienced in managing arrivals and departures to keep things safe, structured and smooth. Plus, our professional security and hosting team ensure every guest has a good time with no drama.
Why to skip the city
Choosing a local venue like The Epping Club over a city-based option comes with real benefits—especially when your attendees are under 18. Our safe, central location reduces the risks and responsibilities that come with being in the city, such as concerns about students breaking away to nearby licensed venues. With less travel time, easier transport options and no exposure to late-night city crowds, The Epping Club offers peace of mind for organisers and families alike. It’s a controlled, secure environment where students can enjoy their night without unnecessary distractions or complications. From the stress of getting into the city on time for a 6pm start to the relaxed ease of onsite car parking just a few suburbs away—nothing compares.
Communication is everything
Clear, early communication with students, families and school staff will keep things stress-free. From sending invites and collecting payments to sharing dress codes and run sheets—good communication ensures the lead-up to your event is positive and clear.
Choose a venue partner with experience
When it comes to school formals, choosing an experienced venue makes all the difference. At The Epping Club, we’ve hosted hundreds of successful events, so we know exactly how to guide you through the process with ease. From the first planning meeting to the final song on the night, our professional team ensures everything runs smoothly, safely and on time. With clear communication, structured planning and expert on-the-night execution, you can relax knowing your event is in safe hands. It’s how we help you create the best night ever—without the stress.
The best night ever
Whether your formal is school-sanctioned or parent-run, The Epping Club is your trusted venue partner. With elegant spaces, experienced staff and packages that cover everything, we’ll help you deliver a truly unforgettable event—safe, fun and full of memories.
Talk to our Events Team today about hosting your school formal at The Epping Club. Let’s create something extraordinary together.