How to Plan a Gala Night

Galas are typically black tie events.

Gala events are often thrown to raise funds for a charitable cause; these events are typically black tie, hosted in the evening and expensive to attend. Hosting a gala is not an easy task; a number of details must be attended, including ticket pricing, auction items, menu, beverages, hosts, locations, guest lists, invitations and parking. However, your hard work and planning is rewarded handsomely once the gala is over; you raise money for a cause important to you and others. To host a gala night, enlist the help of an event planning company, or create a committee and divide up the details of the gala to smaller groups, to make the planning phase run more smoothly.

Instructions

1. Create a fundraising committee for the gala. People involved in the charity you represent are usually more than willing to assist you in planning your gala. Divvy up the to-do list and get started.

2. Make the guest list. Do this first because you need a general idea of how many guests will be in attendance, so you can find a venue large enough to accommodate your gala. Once the guest list is complete, choose a date for your gala so you can begin looking for a venue.

3. Find a venue. Call or visit local museums, community centers, hotel ballrooms and other large venue areas on your city. Speak to the representative of the location to see if they are willing to donate the venue to your charitable cause, for public mention, or if they can at least offer you a discount on the regular rate.

4. Meet with a caterer to plan a menu for the evening. Most galas are black tie, so you want a sit-down dinner for the event; people don't pay as much for tickets to an event with a buffet dinner. Choose appetizers, salads, breads, entrees and desserts. Also, see what type of bar the caterer or venue offers. Fundraiser galas are often a social event where cocktails are offered.

5. Pick invitations at a stationary boutique or the Internet. The invitations must convey the theme of the evening, to let guests know the event is black tie. The invitation should state the date, time and location of the gala, as well as the price per ticket or per table, should guests want to purchase an entire table and invite friends. Include an RSVP date.

6. Speak with local businesses about donating items, services or goods for a silent auction at the gala. Silent auctions are one more way to raise money for your charity. Ask companies to donate trips, hotel stays, services, goods, artwork, tickets, or other items. Many businesses are willing to donate large ticket items, because it is a tax write-off, as well as for the publicity it will generate the company at the gala.

7. Pick decorations. Hire a florist to create centerpieces for the tables; choose lighting, furniture and other decorative items that go with the type of gala you are planning.

8. Designate someone to handle the RSVPs and ticket sales. Once the RSVP date passes, contact the caterer, bartenders, wait staff, DJ or band and the venue to finalize the details. Most venues come with an event coordinator that handles set-up and cleaning for the event. You are required to give your input on the location of tables, linens, serving dishes and glasses, and the locations you want auction items, bands or DJs and the bar set up. Finalize the details with all your vendors and enjoy the night when it arrives.

Tips & Warnings

• Provide signed receipts to all vendors and businesses that make a donation to your gala; they need receipts for tax purposes.

• Typically, nine months is a manageable amount of time to plan a gala. If you must do it within less than nine months, you must work harder and know that your planning might not go as smoothly as if you had additional time.

References

• American Association for Cancer Research: How to Plan a Fundraising Event
• Children's Dyslexia Centers: Gala Planning Kit