Whether you’re taking a relaxed or formal approach, start with identifying your chapter or agricultural program’s goals, intentions and available resources. Illustration by Matt Wood.
As the end of the school year approaches, FFA members and advisors nationwide are preparing to host their chapter banquets. Although this can be an exciting event, there is no one-size-fits-all blueprint, and it’s important to find what works best for each agriculture program.
Some chapters prefer to keep it casual with barbecue, student-created slideshows and minimal decor, while others call the caterers, break out the fancy plates and spend months making decorations. Whether banquets are understated or over-the-top, Munford FFA advisor Ann Johnson from Tennessee believes they should all share a common focus.
“We’re gathering to celebrate the students’ success,” she says. “A lot of times in the FFA world, we celebrate in the moment, but the parents, administrators and community members aren’t there to enjoy it — and they might not even know about it. A banquet serves as an opportunity to highlight those moments and celebrate everything these students have achieved.”
Use the following eight tips from advisors, including Johnson, to hose your next banquet with intention.
1. Choose a theme.
In Arizona, Willcox FFA has chosen themes ranging from race cars to rodeos and gold buckles for its annual banquet.
“Students take a lot of pride in coming up with the theme and decorating,” says Amy Sanborn, the chapter’s advisor. “We’ve had a lot of people tell us they want to come to the banquet for the theme and to see the decorations.”
Choosing the theme can be a coveted responsibility, as it helps set the scene for the evening and creates a lasting first impression. Some chapters vote on the theme, while others like Munford FFA let the current chapter president make the decision.
2. Write a script.
Creating a written script and giving each student a part will help keep the program on track.
“Without a script, students can get nervous and feel unsure of what to say, so they act silly,” Johnson says. “If you have a script prepared for them to read from, they look more professional and feel more confident.
3. Plan to practice.
Munford FFA and Oregon’s Harper FFA practice several times before their banquets are held. Running through the full program beforehand gives students a chance to feel comfortable with their parts and ensures a slideshow, if created, aligns with the script. Practice runs also help keep the banquet running on schedule.
“We like to keep the banquet at two hours,” says Harper FFA advisor Jason Sherman. “You want to make sure there is enough time [for everything], but attendees may lose interest if you let it go for too long.”
Setting aside time to review a script can help ensure your event runs smoothly. Photo courtesy of Ann Johnson.
4. Ask for help.
Most of the responsibilities for organizing a banquet will fall to FFA advisors and members, and Munford FFA allocates specific tasks to its officer team. The secretary sends invitations, the treasurer sends sponsorship letters, the vice president creates the slideshow and the president is responsible for putting together the script.
Although dividing responsibilities gives ownership to the students and allows them to feel a sense of pride for creating a successful banquet, recruiting additional volunteers is often essential.
To coordinate a banquet for 300 attendees, Willcox FFA gets its entire school involved. The media class designs and prints the program, the science club serves the meal and the yearbook teacher takes photos at the event. Even parents pitch in, helping with decorations and setup.
A parent volunteered to coordinate the Harper FFA silent auction and set up the software to run it, which was a huge relief to Sherman and the students who could then spend their time on other aspects of the banquet.
“Get some key people excited about the banquet,” Sherman says. “It’s so important to find good support, because as an advisor, you can’t do it alone. You have to surround yourself with a team.”
5. Focus on food.
Sherman believes the menu is a key element of a successful FFA banquet. “People remember the food, so it makes everything better when you have good food,” he says.
Munford FFA serves roast beef, cream potatoes, macaroni and cheese, green beans, rolls and desserts like banana pudding, chocolate cake and peanut butter cake on nice plates with fancy stemware. A local farm provides the roasts and the cafeteria staff work on the sides.
Willcox FFA, on the other hand, contracts with a local caterer. Sanborn believes letting the professionals take care of the food allows students to focus on the program.
6. Emphasize efficiency.
FFA banquets are meant to bring communities together. Socializing is part of the fun, but these things shouldn’t cause the banquet to run too long or overshadow the awards and student-led programming.
Sherman implemented several strategies to ensure Harper FFA banquets were fun and efficient. For example, a double-sided buffet line keeps guests moving and guarantees no one is waiting too long to eat. Placing silent auction items near the buffet line also gives guests a chance to browse items while waiting in line to fill their plates.
The chapter also placed a photo backdrop to the side of the stage. When students move off the stage to pose for photos, it prevents long pauses in the program.
As you plan your chapter’s banquet setup, consider how you can maximize the space. Photo courtesy of Ann Johnson.
7. Seek support.
Fundraising is an essential component of most FFA banquets. Willcox FFA, Munford FFA and Harper FFA solicit items from local businesses and host silent auctions to raise money for their chapters. Harper FFA also puts flower baskets grown in its greenhouse up for auction, often raising up to $300 per basket.
Sponsors can also help offset the costs of hosting. Sanborn uses sponsorship funds to purchase banquet supplies and accepts in-kind donations such as plants to add to the decor.
“You can do more when you get a sponsor to help cover things like the meal and awards,” Johnson says.
8. Celebrate successes.
A fun theme, creative decorations, delicious food and a well-run event all complement the real reason for FFA banquets: celebrating students’ successes.
“First and foremost, we’re there to honor the students,” Sherman says. “It means a lot to them to receive their awards on stage, and I never want the fundraiser (or other parts of the banquet) to take away from the fact that we’re there to honor their achievements.
Festive decor can serve as the perfect backdrop for a fun night of celebration. Photo courtesy of Ann Johnson.
Set the Stage
From balloons and confetti to centerpieces, streamers, cutlery and more, every great celebration needs decorations. Click here to shop items that can take your banquet to the next level.
