How to Organize a Gala Fundraiser
Getting dressed up and going out on the town can make for a memorable evening. Throw in a good cause and it is all the more worthwhile. If you have been tasked with organizing a gala fundraiser, you can count on it being hard work, but follow these tips to make the planning much easier. Now get the party started!
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Instructions
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Assemble your team about six months prior to the event. Recruit people who are self-starters and willing to see a task through to completion. Appoint team leaders to be in charge of different aspects of the event, then have them choose volunteers to work with them on their specific task.
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You may want to incorporate a theme into your gala fundraiser. Choose a theme for the event such as a masquerade party, Christmas ball or Mardi Gras celebration. However, you may choose to simply dub it a formal gala and come up with a catchy name to express what the fundraiser will benefit.
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Select a venue. Check out ballroom spaces in your area and choose one that best fits your needs. If you do not have a facility with a ballroom in your city, visit community centers, civic group buildings, historic properties and even restaurants that might have a large room that would accommodate your event.
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Work with team leaders to choose a schedule of events for the evening. Decisions might include whether to have a before-dinner cocktail reception; whether to include a keynote speaker on the evening's agenda; and whom to ask to emcee the event. If you will print a program to give to each guest, begin drafting information for the printer as you make decisions on the schedule, as well as a script for the emcee to follow. Try to determine how much time each activity will take so caterers, musicians and others involved in the evening will know how to plan.
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Order tickets. Decide how much money you would like to raise off ticket sales. Work with your committees to determine the costs involved in the event, ranging from food and beverages to venue rental, music and decorations; then figure a ticket price. Enlist the services of a printing company or a team member with design skills to create the tickets. Be sure to have a couple of people proofread them before printing.
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Add other revenue sources to increase your bottom line You might want to include a cash bar and either hire a bartender or recruit a volunteer with bartending skills. Liquor stores and wineries might even contribute items to stock the bar. Another idea is to hold an auction -- either silent or live -- in conjunction with the event. Have a team of volunteers focus on securing donations of goods and services from businesses and individuals, then auction them off for the cause. Trips, tickets to sporting events and celebrity memorabilia are popular at auctions, but small items also add up in the end.
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Secure vendors. Have caterers submit bids and menu ideas if your venue does not have a catering department. Shop rental companies for tables, chairs and linens if the venue you have chosen does not provide these items. Select a band or disc jockey to provide music. Be sure to check business reviews with your local Better Business Bureau and ask others in your area who have hosted galas to offer vendor recommendations.
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Spread the word. If you are hosting a high-dollar ticket event, you will want to have printed invitations mailed and personally address them as opposed to using pre-printed labels. Mail invitations to anyone in your contact list who supports the charity you are benefiting. Enlist local media to promote the event to others who might join the cause. Don't forget to utilize social media such as Facebook and Twitter to spread the word.
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Tips & Warnings
Involve as many people as possible at the outset to make your event run smoothly.
References
Resources
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