How to Throw a Gala
A gala is a festive party that is usually hosted by organizations in honor of holidays or special occasions, or to raise money for a charity. Galas require a lot of planning and preparation because of their size and extravagance. Many people attend galas expecting to be provided with food, beverages, entertainment and, sometimes, auctions. If you have to throw a gala, start in advance so that you have enough time to organize the event. Does this Spark an idea?
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Instructions
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Organize a planning committee for your gala. It is a lot of work to take on a project of this magnitude all on your own. By having two or three other people to help you, you can delegate some of the work and make the event planning easier.
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Draft a financial budget. You will need to set a budget so that you know how much money you are allowed to spend on aspects of the gala, including venue, food, entertainment and decorations.
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Set a date for your gala. Many organizations begin planning galas anywhere from a few weeks to a few months in advance, but the planning time frame depends on the size and scope of the gala. For instance, if you are throwing a gala for 300 guests, you will need more advance planning notice than you would for a gala for, say, 25 people, because more preparations will need to be made.
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Identify who you are inviting to the gala. When you consider who will be attending, do not forget to include your guests' dates. Each guest you invite will most likely want to bring his or her spouse or partner.
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Come up with a total guest count and label this your invitation list. Your invitation list will be helpful for making future decisions about venue space and catering.
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Select a venue for the event. Galas can be thrown in peoples' homes, in hotel conference rooms, museums, art galleries, zoos, gardens or fine restaurants. You should take a tour of your venue options to get a feel for how your gala would work in the space. You might have a good idea for a gala to be thrown in an art gallery, but upon visiting it in person you could realize that the layout of the space is not suitable for your needs.
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Decide on a theme for your gala. In her article, "How to Successfully Plan a Gala Fundraising Event for a Library, Shawn Elizabeth Personke, a community relations and development coordinator at the Chelsea District Library in Chelsea, Mich., suggests that gala themes should be chosen based on the interest of the guests in the area. For example, a gala being thrown in Arizona or Texas might inspire a Western theme. Era themes, such as a 1940s theme, work well for galas, too. Themes are meant to be exciting and inspiring for guests.
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Choose a caterer and work with him or her on your menu. He or she will ask you what type of food you want to serve at your gala. Advise the caterer of the gala's theme so that he or she can prepare menu items that complement it. A Western theme, for instance, might give your caterer the idea to serve burgers, ribs, grilled chicken, corn on the cob and beans, with fancy pies for dessert.
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Book your entertainment. This, too, should be based on your theme. There are many live musicians and bands out there that can offer you a variety of music styles, from steel-drum bands for a tropical theme to Latin guitarists for a fiesta theme. You should request a live demonstration by the band or musician before you book them for your evening, so you can be sure they meet your expectations.
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Send out your invitations a few weeks in advance, and give people a date by which they need to respond. You might include response cards with pre-stamped return envelopes inside of your invitations, so that guests can R.S.V.P. by putting the response card back in the mail for you. Or, you can give guests the opportunity to reserve seats to your gala by calling or emailing you. Always include your contact information on your invitations.
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Give the final guest head count to the venue space and your caterer as soon as you collect your guests' responses. Your venue will need to know how many tables and chairs to set up and arrange inside of the space, and your caterer will have to prepare enough food.
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Sort out any unfinished details. Think about how to decorate the gala and whether you want to include a live or silent auction to raise money for a charitable cause. If an auction is something you would like to host at the gala, look for local artists who are willing to donate items to be auctioned off. You should do this a few weeks in advance. You should also consult with local businesses to see if they are willing to donate products to be used for door prizes.
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Tips & Warnings
With so many details to keep track of, it helps to have a list of all of the things you need to do. You can make a simple to-do style list or create something sophisticated in a software spreadsheet. Either way, stay current by crossing off the tasks you accomplished and prioritize what still needs to get done.
References
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