How to Plan a Gala

Plan your gala in advance so that everything is taken care of.

A gala is a large party that is often thrown to celebrate a holiday, a special event or to raise money for a nonprofit organization. Galas can be more difficult to plan than regular parties because they are often large events with elaborate decorations and food. When you are planning a gala, be sure to get started early so that you do not become overwhelmed when the date of the big day is approaching.

Instructions

1. Form a committee to help plan your gala. Planning the gala on your own is a big undertaking, so putting together a group of three or four other people can reduce your workload significantly. Be sure to choose people who you work well with and who you know will not procrastinate their duties.

2. Set a budget for the gala. The budget may already be set by the nonprofit organization or company for which you are throwing the gala. Knowing the budget or setting it is essential because it will help dictate other aspects of the gala. When you have the overall amount of money set, assign each aspect of the party --- such as decorations and food --- its own budget.

3. Choose a theme for the gala. If you are throwing a holiday gala, the theme might be easy. A gala that is not associated with any holiday or specific event is much more open as to the theme you could choose. Select a theme that fits with the feel of the event. For example, for a less formal gala consider a theme like Mardi Gras or a costume ball. A more formal ball could have a theme like a black and white ball.

4. Create the guest list. Decide on the number of people who will be invited and then make a list of all of the people who you would like to have in attendance.

5. Set the date for the gala. While you can set a concrete date if you need to, it can be wiser to choose several dates and then make sure a local venue can accommodate one of the dates before proceeding with the planning.

6. Choose a venue for the gala. Make sure the venue is large enough for the number of people you will be inviting. The venue should also have the proper look and feel for the gala's theme.

7. Choose decorations for the gala. If you or someone on your committee is an experienced party decorator or feels comfortable handling it, simply select the decorations and decorate the space yourself. However, most galas are large events and would likely benefit from hiring a professional party decorator and florist. If you hire professionals, make sure you work closely with them so that they understand your vision and the look you want for the party space.

8. Choose the food for the gala. While you can always do the food yourself, hiring a caterer is probably a better option for such a big event. Work with the caterer to see what he can do that is within your budget. For example, a seated dinner might be feasible for some galas, while a buffet or simply finger foods might work better for others.

9. Book entertainment for your gala. The type of entertainment you choose will be dependent upon the type of gala you are throwing and the theme you chose. Consider choosing a disc jockey, a band, dancers or even a comedian to entertain your guests at the party. If you are hosting a fundraising gala, consider planning an auction to take place during the event.

References

• American Association of Cancer Research: How to Plan a Fundraising Event
• Fundraising Guide: Fundraising Special Events: Charity Dinner or Gala