Determine the size and capacity of the venue

Book the venue in advance to secure a preferred date

Assess the availability of transportation options

Coordinate parking arrangements for guests

Consider accessibility for all guests, including disabled access

Confirm restrooms and other amenities are adequate

Plan for weather contingencies if the event is outdoors

Select an elegant and cohesive color scheme

Decorate the venue with masks, elegant fabrics, and themed centerpieces

Arrange for ambient lighting and chandeliers

Plan for photo backdrop and props for guests

Secure decorative elements like drapes and ribbons

Rent or purchase unique masks as party favors

Compile a comprehensive guest list

Create elegant invitation designs reflecting the theme

Send out invitations well in advance

Collect RSVPs and manage guest list updates

Include dress code and mask requirements in invitations

Ensure invitations indicate venue address and contact information

Select a catering service that suits the event's theme

Decide on a formal or buffet-style dining experience

Include a variety of appetizers and hors d'oeuvres

Set up a selection of alcoholic and non-alcoholic drinks

Account for special dietary needs and preferences

Arrange for wait staff and bartenders if necessary

Hire a live band, DJ, or classical ensemble

Choose a playlist that aligns with the ball's theme

Plan for dance floor space and setup

Consider hiring professional dancers or performers

Prepare an audio-visual setup for music and announcements

Schedule the entertainment timetable and share with vendors

Set clear guidelines for appropriate costuming and masks

Provide a guide or inspiration for costume ideas

Option to rent costumes and masks on-site

Coordinate with local costume shops for group discounts

Offer a prize for the best costume or mask as an incentive

Ensure all safety regulations are met by the venue and vendors

Review emergency procedures with staff and volunteers

Secure necessary licenses and permits for the event

Hire security personnel for crowd control and safety

Implement a first aid station for emergencies