Planner for party hosts

Hosting a party at a ball is more work than most people expect. Tickets, dietaries, taxis, the WhatsApp group, the dry cleaning...

This planner walks you through everything and gives you a personal PDF checklist to keep.

Tell us about your ball

We use these to date your timeline and personalise your PDF.

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12 months out

Lock in the date

Put the date in your own diary

6 months out

Inviting guests

Draw up your guest shortlist
Send save the dates or expressions of interest
Share a rough cost estimate with guests: ticket, taxi and dinner
Include dress code and ticket cost in the invitation
Give a firm RSVP deadline

5 months out

Collecting payments

Ask guests to pay you for their tickets
Chase anyone who has not paid
Buy all tickets together once payments are in

4 months out

Dietary requirements and WhatsApp group

Collect dietary requirements from all guests
Pass requirements to the restaurant and the ball organisers
Once your party is fully confirmed, create the WhatsApp group
Set the group so all members can message
Share key practical details in the group

3 months out

Dinner, taxis and after-party

Book your pre-ball dinner if you are having one
Send a key details summary to all guests
Book return taxis for both directions
Decide on an after-party plan

3 weeks out

Outfit and final confirmations

Try on your outfit
Arrange any dry cleaning or mending
Send final timings to the WhatsApp group
Call the restaurant to confirm and send any preorders

2 weeks out

Seating plan

Make a seating plan

1 to 2 days before

Packing and practicalities

Lay out and pack your clothes and accessories
Confirm you have all tickets and dance cards in hand

Morning of the ball

The day itself

Lay out your complete outfit
If cooking at home, plan to change after dinner or wear an apron
Final check: tickets, dance cards, taxi times, dinner booking

Day after the ball

Clothes and memories

Brush, steam, wash or dry clean your clothes
Write any thank you letters
Add your best photos to an album for printing
Write your memories down in your Ballavimus Ballroom Diary

Your planner

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