JHU SGAThe 114th Session
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SGA Masquerade Ball - Freshman Formal

Unknown · 112th session · created November 2, 2024 · updated February 16, 2025

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SGA Masquerade Ball Planning Document

Event Details

  • Event Name: SGA Masquerade Ball
  • Date: (April 12th , 6-10pm)
  • Location: Commons Banquet Room
  • Expected Attendance: Approximately 600 people
  • Budget Goal: $12,000

Food: 4-5k Photography + DJ = 600 (6-10pm) Decorations: 2k Materials: 1-2k Giveaways/Prizes: 1-2k Maximum = 12k

Budget & Expenses

  • Total Budget: $19,000
  • Major Expenses:
    • Food: Largest expense; essential to offer options to cater to various preferences, including vegan options.
    • Venue: Levering (Free) or Rec Center ($4,000)
    • Decorations: Reuse available decorations from previous years to save costs.
    • Entertainment: Music (possible involvement of Frat/Sorority DJ or group)
    • Photography: Aim for university-provided photographers if possible.

Event Elements

Dance Floor: Large space necessary for dancing, ideally in a central location.

Food & Drink:

Possibly also look into Butlered Hors D’ouevre

Best 2 options for station style:

https://zeffertandgold.com

https://www.classiccatering.com/menus/stations-menu/

Alternatives:

https://biddlest.com/menus/#dinner

https://www.rougecatering.com/wp-content/uploads/2024/09/FULL-SERVICE-MENU-2024.pdf - Station-Style Entress & Hors D’ouevre with Chef-Manned Station Available.

https://www.ezcater.com/catering/pvt/g-n-g-catering-3#Hot%20Entrees

  • Mass ordering from ezcater

Less Promising Results:

https://www.ezcater.com/brand/pvt/magnolia-bakery

https://myjayscatering.com/#whatwedo

Possible Food Trucks for dessert or the festival:

https://roaminghunger.com/food-trucks/baltimore-md/ - Has a bunch of great options overall:

https://roaminghunger.com/snack-shack-truck/

https://roaminghunger.com/funnel-fare/

https://dmvtaqueria.com

https://baltimoreweds.com/vendors/food-truck/

https://locations.auntieannes.com/md/owings-mills/10200-mill-run-circle-1723756700412904689

  • Catering, vegan options needed.
    • Ensure food quality and presentation are high priority
    • Easy Cater, Exquisite Catering
    • Pasta, Charcuterie, Carving, Sushi, Dessert, Indian, Korean
    • Appetizers (Hors d'oeuvres)
      1. Spring Rolls (Vegetarian and Chicken)
      2. Dumplings
      3. Caprese Skewers
      4. Charcuterie Board Display (Bread Display with Hopkins Engraved?)
      5. Stuffed mushrooms
      6. Shrimp
      7. Samasosas
      8. Aloo Tikki
    • Main Course
      1. Pasta Station
      2. Carving Station (Roast Beef, Ham)
      3. Chicken Piccata (Or Grilled Chicken)
      4. Vegetarian Options (Stuffed Bell-Peppers, Lentil Curry)
      5. Fish Options
      6. Sushi
      7. Vegetable Biryani
    • Side Dishes
      1. Roasted Potatoes
      2. Seasonal Roasted Vegetables
      3. Mixed Green Salad (Maybe have it as build-your-own, keep everything on the side)
      4. Tteokbokki
      5. Banchan
    • Desserts (Look into food trucks)
      1. Mini Cupcakes
      2. Dessert Shooters (Chocolate Mousse, etc.)
      3. Magnolia Banana Pudding
      4. Cheesecake Bites
      5. Cookies
      6. Build-Your-Own Ice Cream Bowl
      7. Gulab Jamun
      8. Rasmalai
      9. Hotteok
      10. Taiyaki
    • Yale Marching Band Holiday Party Inspiration?
    • Options: (Get multiple options)
      1. Mexican
      2. Pizza
      3. Chicken
      4. Korean
      5. Sushi/Pan Asian
      6. Indian
      7. Caribbean
      8. Deserts (maybe food trucks)

Music:

  • Arrange for music, possibly from fraternities/sororities or other student DJs. ($100 per hour)

Giveaways:

  • Organize random giveaways throughout the evening to increase excitement.
    1. Airpods, Airfrier, Ninja Creami,

Photography:

  • Arrange for photography, possibly through the university, to capture event memories.
  • 360 Photo Shoot machine
  • Photo Booth (HOP Recommendation)

Promotion & Marketing

  • Promotion Channels:
    • Email: Request access to university-wide or targeted email lists.
    • Hopkins Groups Platform: Post event details and RSVP info.
    • Social Media: Utilize SGA social media channels for updates and hype.
  • Additional Strategies:
    • Conduct a survey to gauge interest and get feedback on event details.
    • Survey later on to gain more ideas about food catering
    • Tabeling maybe to either drive up interests or gain more opinions on the theme / catering

Decorations & Setup

  • Decorations:
    • Utilize any leftover decorations from past events to stay within budget.
    • Create a formal and thematic ambiance fitting for a masquerade ball.
    • Buy Masquerade Mask
    • Ice Sculpture, Giant Blue Jay Cake / Chocolate Sculpture?
  • Setup Team:
    • Recruit Freshman senators and other volunteers for event setup and takedown.

Action Items & Next Steps

  1. Venue Booking: Finalize decision between Glass Pavilion, Levering, and Rec Center.
  2. Theming around Masquerade Ball
  3. Food & Catering: Research vendors and secure catering, ensuring vegan options.
  4. DJ/Music Arrangements: Coordinate with fraternities/sororities or student DJs.
  5. Photography: Reach out to university photography services.
  6. Promotion Plan: Begin coordinating email access, Hopkins Groups posting, and social media content.
  7. Giveaways: Plan and acquire things for random giveaways.

11/2/24 - Next Steps: Walk around Campus to find possible locations, Brainstorm ideas for theme, get Freshman senators involved 11/9/24 - Start sending out survey for Food options, get access to Social Media, make catering survey, HOP Photo Booth, Masquerade Mask