Put together a plan. The first order of business when planning a large-scale event is to organize the many details. You will need to consider such things as your budget, planning committee (if any), party theme, marketing, invitations, entertainment, staging and venue. Creating a checklist is a smart way to keep on top of the details, as you'll want to be sure that everything is organized well ahead of time.
Secure a venue. Before you can even consider inviting 200 people to a dance, you must first secure a venue in which to hold it. It's a good idea to shop around. Take time to do your research, searching the Internet, the phonebook or simply networking with friends, family and co-workers. Not only are you looking for the best deal, but you are also looking for a venue that will provide the right atmosphere. Perhaps someone you know might have some knowledge that can help you find both the right place and the right price.
Hold auditions for the entertainment. Whether you are hiring a DJ to spin music or a band to perform live, take your time to find exactly what you're looking for. Whether you hold auditions or ask for audition tapes (video or DVD), get a feel for the performance of each performer and take into consideration how their act will enhance the big event. Since it is a dance and much depends upon who you hire, you'll want to be sure you get this right. This particular decision could make or break your large-scale event.
Hire a caterer. If you are planning an event where people will be expending a lot of energy on the dance floor, make sure you have enough food and beverages on hand for replenishment. It doesn't have to be anything extravagant. Perhaps you could provide a nice assortment of fruits, small appetizers, vegetables and desserts. Tie it together with some ice cold beverages, including soda, bottled water and punch. Depending upon the age of the crowd, you might even include alcoholic beverages.
Get the word out. If this is a public event, take advantage of free marketing and send out a press release to your local television stations, newspapers and radios stations. Distribute posters and flyers to local businesses. Sell tickets, if you have to. If it is a private event, mail out invitations far enough in advance that it gives your guests an opportunity to plan for the event. You can also take advantage of social media sites to get the information out.