How to Plan a Gala: A Practical Guide for First-Timers

When it’s gala season, it’s time to pull out all the stops and go big even for smaller gatherings. But don’t think that this type of event is the same as any other. There are many different types of galas, and you have to have details planned down to the very last piece of minutiae. 

It can be difficult to figure out where to start and how to approach a gala. There are so many facets to take care of! So here is a beginner’s guide to what you want to do when approaching this kind of event in a practical setting.

Budget and Sponsors

For most intents and purposes, galas are often funded by sponsors who have the same goals and ideas that you do. Think of a gala designed to raise money for cancer funds: those types of galas aren’t out on or arranged without sponsors to help with all of the elements that a gala has.

You may be an event manager for a specific organization, or you may already have a set budget that you can work with. Either way, you have to make sure that you have funding to cover the costs of the gala and support the goals of the gala.

Theme and Goals

Here, you can really start to have fun and let your creativity soar! As mentioned in the previous section, there are goals that you are going to have, and they need to be very clear. Without clear goals, it is hard to choose a theme, let alone know what you are doing with your budget. Some types of goals can be to raise money, create engagement, develop awareness, and so much more. Once you are clear on your goals, you can then dive into the theme.

Depending on your budget, event expectations, and goals, you can really have fun with a theme and bring together people from all walks of life. There are really no limits to the ideas that you can bring to the table. The biggest hint that you can follow is this: don’t let the theme overshadow the intention behind the gala.

Decor and Seating

We’ve seen the movies that depict grand galas with seating arrangements to avoid political or social uproar. Yes, you may have to deal with that sort of social planning that comes along with galas, especially those with sponsors/investors, and varying social groups. Is this common? Not necessarily when you’re first starting out, but it is a good idea to keep in mind.

Seating becomes part of the decor because you have to plan the decor and seating cohesively. For example, you don’t want an ethereal type of decor with stark black seating. It doesn’t necessarily flow unless you are doing a black-and-white themed gala. Plan your decor accordingly and use handy tip collections like this one to help you figure out what your next steps are when it comes to creating a cohesive look.

Food and Drink

Just like with decor, this can get a little convoluted if you aren’t careful and very selective with how you are going to approach catering. A good rule of thumb is to make sure that you have at least three selections that your guests can choose from . 

Another big element of food is dietary restrictions. When you send out gala invitations, it is a good idea to include a food survey so that you know who has allergies, special dietary needs, and a general idea of what people are going to choose to eat.

When it comes to drinks, you do want to have a few options. You can do bar tickets, which can be bought ahead of time, an open bar (which requires a hefty budget), or specific drinks that are paired with the meal. Each comes with its benefits and drawbacks. Not to mention, you will also need to have non-alcoholic options and always have water available!

Key Note Speaker or Live Music

Think of it this way: if you are having an outdoor garden gala where seating is spread throughout the garden to take advantage of greenery, you aren’t going to want to have a keynote speaker. It would be hard for them to engage with the guests, and it would also be difficult production-wise to set up speakers around the garden without causing several tripping hazards.

On the flipside, if you have a linearly designed seating option or tables closely arranged and a stage available, you have a much more effective environment for a keynote speaker. Plus, this all goes back to what are your goals? Are you trying to spread awareness? Then live music may not be the way to go.

Last Thoughts

Everything can seem rather jumbled when you are working on a gala, so make sure that you stay organized above all else. It’s a challenge, but one worth it in the end!