How to Plan a Fundraising Gala

Galas are typically held in ballrooms or large reception halls.

Raise money in style and promote a good cause by hosting a gala for your next fundraiser. A gala is a formal event typically held in honor of a specific charity or organization to raise a large sum of money. The premise is simple: invite guests to pay a ticket price in exchange for a night of dinner, dancing and socialization. Planning is key to a successful and profitable gala; therefore, start early, gather strong resources and always have alternate plans.

Instructions

1. Form a committee to plan the fundraiser. Planning committees are the backbone of the entire event. Choose people with several resources, with strong contact lists and have experience with various event planning. Form the committee up to a year in advance, advises Sharnell Bryan of "The Chronicle of Philosophy." Choose members that are passionate about the charity or organization. A successful committee size does not need to be large, 10 people can put together a successful gala.

2. Make a budget and plan for unexpected expenses. You will need to know how much money you can afford to spend on rental space, decorations, parking fees, advertising, entertainment and the largest expense -- food and beverages. Set one or two members in charge of the budget; however, the main chairperson should have access to oversee all ingoing and outgoing funds. Research different companies for the various expenses to ensure you are getting the best price possible. Everything is negotiable and do not hesitate to ask for donations or discounts in exchange for free advertising.

3. Request funding sponsorships for the gala. When you begin researching different companies to handle the various expenses, always ask for the donation first. Many companies will donate time, space, products or money to charities in exchange for free advertising during the event. Have a sponsor package available to present to different businesses, such as the rental space, so you can show them where their money will be used, and how you will advertise their sponsorships. Sponsorship advertising may include a sign with information such as, "Gala space provided on behalf of XYZ Company," or place business cards in goody bags for guests.

4. Secure your resources prior to advertising or sending invitations out to guests. Resources will include the food, music, location, decorations and other items or companies you may need to pull the gala off successfully.

5. Advertise the gala as much as possible. Talk to radio stations, newspapers, post the information on the charity website and send invitations out to the community. Members with a resource list should send e-mails and make personal phone calls to invite potential guests.

6. Recruit volunteers to help assist with the gala during the event. Create tasks and delegate duties to the volunteers.

7. Thank guests, sponsors and volunteers with a thank you note after the successful event. A small reception for volunteers and members only or simple thank you cards would be appropriate.

Tips & Warnings

• Make lists to stay organized throughout the planning process.

• Keep all vendor information and budget in a secure location.

• Retain gala information for the next event.

References

• The Chronicle of Philanthrophy; Tips for Creating a Fundraising Gala for the First Time; Sharnell Bryan; Feb. 9, 2005
• Fundraising Guide: Fundraising Special Events - Charity or Gala
• American Association of Cancer Research: How to Plan a Fundraising Event