How to Plan a Gala

Steps to plan a gala

Work in this order. Each step feeds the next.

1. 1

   Set the purpose and the goal

   Decide why you are holding the gala. For a fundraiser, set a money goal. For a celebration, set a guest and experience goal.

   How to organize a fundraiser
2. 2

   Build a team and a budget

   Name a chair and committee leads. List every cost and every source of income. Hold back a reserve.

   Event budget
3. 3

   Choose the date and venue

   Check that the date does not clash with other events your guests attend. Pick a venue for the guest count, the program and the catering.

4. 4

   Plan the program

   Decide the order of the evening: arrival, dinner, speeches, entertainment, appeals and close. Keep speeches short.

   Run of show template
5. 5

   Raise sponsors and set ticket types

   Offer sponsors clear packages. Offer guests single tickets and tables.

   Event sponsorship packages
6. 6

   Open registration and promote

   Collect names, meal choices and payments in one place. Send invitations in waves.

7. 7

   Plan seating and the guest experience

   Seat guests with care. Plan check-in, name cards and signage.

   Table seating chart
8. 8

   Run the night and follow up

   Brief volunteers. Thank guests within days. Report how the money was used.

Gala planning timeline

A gala often takes months to plan. These timings are suggestions. Use a longer lead for a large gala.

Gala event checklist

Copy this list and add your own items.

PLAN
[ ] Purpose and goal written down
[ ] Budget with income and costs
[ ] Chair and committee named

VENUE AND DATE
[ ] Date confirmed, no clashes
[ ] Venue contract signed
[ ] Floor plan and capacity checked

PROGRAM
[ ] Run of show drafted
[ ] Host or emcee booked
[ ] Speakers and entertainment confirmed
[ ] Awards or appeal timed

MONEY
[ ] Sponsor packages sent
[ ] Ticket and table prices set
[ ] Auction items collected
[ ] Payment method tested

GUESTS
[ ] Guest list built
[ ] Invitations sent
[ ] RSVPs and meal choices tracked
[ ] Seating chart done

ONSITE
[ ] Check-in desk staffed
[ ] Name cards printed
[ ] AV tested
[ ] Volunteers briefed

AFTER
[ ] Thank-you notes sent
[ ] Income and costs counted
[ ] Results shared with donors

Charity gala ideas

A fundraising gala has more ways to raise money than ticket sales.

• Silent auction

  Guests bid on donated items during dinner. It needs good items and a simple way to bid.

  Silent auction

• Live appeal

  A short, personal story, then a direct ask. Keep it brief and have pledge cards ready.

• Sponsored tables and awards

  Companies buy tables or sponsor an award. Name them on the program.

• Themed evening

  A theme gives guests a reason to dress up and gives you decor ideas.

• More fundraising ideas

  See lists of ideas for nonprofits and charity events.

  Fundraising ideas for nonprofits

• Charity event ideas

  Other event formats if a gala is not the right fit.

  Charity event ideas

Common gala mistakes

Most problems come from timing and money. Watch for these.

A program that runs too long. Too many speeches. Seating that splits friends. A budget with no reserve. No plan for guests who need special meals or access. No follow-up with donors after the night.

Where Eventdex fits

Eventdex's pages describe registration, ticketing, seating and onsite check-in, and a fundraising event management page. Eventdex's pages do not describe finding venues or booking caterers, so those stay with your team.

• Fundraising event management software

  How Eventdex supports fundraising events.

  Fundraising event management software