Updated: Sep 8, 2022
Planning a fraternity formal in Nashville is challenging for anyone! There are so many details and things to keep track of as you organize your trip that it’s easy to get overwhelmed by all the things you need to do.
If you want to create an outstanding formal for you and your brothers, think of it as a separate project that you’re planning for the whole semester: You’ll need to set aside specific time to work on it, research what you’re going to do, and be sure to arrange all the details so everyone has a great time without any hiccups.
This can be difficult to do if you, like many students, already have a full schedule of classes, are working an extra job, and are participating in general college and social life. How are you going to get started?
Read our tips below to understand the basics of what you’ll need to plan an eventful fraternity formal in Nashville!
1. Transportation: How is everyone going to arrive?
Of course, the first thing you’ll need to consider is how everyone is going to get to Nashville safely. You’ll want to be sure you’ve booked good, reliable transportation for your entire group.
Bear in mind, not only does your fraternity need to get to the hotel; they also need to get from the hotel to whatever venue you’ll pick for your weekend entertainment (more tips on selecting venues below!) and back again.
Loading zones and parking for buses are the main concern here, especially if you have a large group that requires more than one vehicle. Do both the hotel and venue have areas for loading and unloading? Where will the bus drivers be able to park while you and your brothers are getting ready for a night of fun?
Also, make sure to find a reputable company so you know everyone will arrive safely and on time. What do other people have to say about the transportation companies you’re researching? How much do they cost, and how many vehicles will you need to reserve?
Our favorite Nashville transportation company is Nashville Limo!
2. Hotels: Where is your fraternity going to sleep for the weekend?
The next most important detail of your trip is finding a great hotel for you and your brothers to stay.
First and foremost, what is your budget? Does your fraternity want to spend more money on a hotel or a venue? Can you afford to splurge or not?
In Nashville, most downtown hotels do not take fraternities. The ones that do, and are a short distance from Broadway, are extremely expensive, ranging from $300 to $350 per night, and they usually require a large security deposit beforehand. Staying at hotels outside of the downtown area and Ubering or taking a taxi a couple of times a day makes things much more affordable overall.
Some other things to consider when booking your hotel: Is it in a safe area? Will it accommodate your whole group? Are you comfortable negotiating with the hotel’s sales manager to get the best rate for your trip?
3. Venues: Where is your entertainment going to happen?
The best part of the whole trip: venues and entertainment!
Obviously, you’ll need an awesome venue to provide catering services and give you space to dance the night away.
When choosing a venue for your fraternity formal, these are the essentials to keep in mind:
Size: What is the size of the venue? How much space will you need for your group? Do you know how many people are coming, and will there be enough room for everyone to dance and have fun?
Catering: No one wants to go hungry while having a great time, right? What sort of food does the venue offer? Does anyone in your group have any allergies or dietary restrictions? Can the venue accommodate these restrictions?
Security: Does the hotel provide security or will you need to contract your own? Will it be an additional cost for your budget?
In Nashville, unless you are bringing 200 or more people for your formal, there aren’t any cost effective venue options downtown. Because of this, BigDaddy Formals has set up some really cool spots just outside of downtown along with local transportation from your hotel and back to make things more affordable
Also, if you’re open to having your formal or social event during the day instead of at night, this will open up more venue options for your group, as well.
4. Other Details and Concerns: Do you have everything ready?
As you can see, there is a lot to consider when planning your fraternity formal, and when you’re a busy college student, this means that important details can be missed if you’re not careful.
The two most important things to remember are time and money.
What is the fraternity’s budget for the whole trip?
Who will be in charge of making sure payments are made on time?
Have you booked far enough in advance and given yourself plenty of time to plan?
Can you and your fraternity do all of these things by yourselves while attending college and going to class?
And these are just some of the things you’ll need to think about as you plan your trip!
Often, what we see frequently happens is that your Social Chair or Planning Team is really energetic at the beginning, getting started on planning and figuring out how to get everything scheduled. But then things stall, and nothing gets done, which causes availability for places to go down and costs to go up.
So, if this sounds overwhelming and challenging, we totally get it. It can be difficult to plan an amazing formal that you and your fraternity brothers are going to remember forever, especially when you’ve got so much going on at once.
Here’s the thing: usually, hospitality professionals prefer to work with other hospitality professionals on behalf of the group they represent. It makes it easier for everyone, especially because companies like BigDaddy Formals already have reliable relationships with hotels and venues in Nashville, and this not only means you’re getting the best rates, it also means your formal can be organized with complete peace of mind.
Using a third party to communicate between your fraternity and transportation company, hotels, and venues is a win for everyone all around because BigDaddy Formals knows just what you need, will make sure everything is booked and paid for on time, and will ensure you have memories to look back on in the future.
Let us help you remove the stress of planning, give you access to exclusive discounts, and seamlessly plan for you. Schedule a time to speak with our team regarding your upcoming fraternity formal in Nashville here.
Check out the video below to see what a BigDaddy Formals trip looks like in Nashville!