mastering gala planning

A Strategic Guide for Gala Planning Success

Determine Date & Time: Consider factors like avoiding sports conflicts, spring break, graduation, and summer travels. Suggested timeline for a 5:30 PM Cocktail Hour + Silent Auction, followed by a 7:00 PM Seated Dinner, and an After Party.

Reserve Venue: Secure a venue with spaces for various gala elements, including Check-In, Cocktail Hour and Silent Auction, Ballroom for Seated Formal Dinner, After Party, and "Green Rooms" for Gala Committee, Band, and Auctioneer.

Two-Day Venue Reservation: Suggest reserving spaces for 2 days to facilitate setup and deliveries the day before the event. This allows for setting up Silent Auction items and ensures smooth logistics.

Contract Confirmation: If applicable, ensure that the contract/bill correctly qualifies for tax-exempt status. Confirm with the venue and update the contract as necessary.

Secure Program Speakers: Secure speakers for the event, providing comp tickets as needed. Consider an MC with charisma, an invocation speaker, and a professional auctioneer for live auctions.

Mobile Bidding Platform: Secure a mobile bidding platform with event management features for guest registration, seating management, and Silent & Live auctions. Consider platforms like OneCause

Consider Consignment Trips & Packages for Live Auction: reputable companies such as Winspire, LuxGive, and Charity Ace, allow you to access a diverse range of high-quality offerings without the upfront costs typically associated with procuring auction items.

Book Florist and Band: Book florist and band 9-12 months out from event. Secure deposits and finalize arrangements. Coordinate with florist for floral arrangements and with the band for musical entertainment.

Establish Event Theme: Brainstorm and establish the event theme. Create mood boards to share with florist, committees, and for invitation design/theme brainstorming.
Corporate Sponsorships: 9 months out, secure corporate sponsorships. Set a maximum number of tables available for corporate sponsors at the gala.