Sample Gala Event Plan

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Event Name: Annual Charity Gala
Date: Saturday, December 7, 2050
Time: 6:00 PM - 11:00 PM
Location: Grand Ballroom, City Convention Center
Theme: "A Night of Elegance"
Guests Expected: 300 (VIPs, Sponsors, Donors, Special Guests)

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1. Event Objectives:

1. Fundraising: Raise $100,000 for the organization’s charitable initiatives.

2. Networking: Create opportunities for sponsors, donors, and attendees to engage.

3. Brand Awareness: Highlight the organization’s impact through a video presentation and guest speakers.

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2. Event Timeline:

5:00 PM: Setup and Final Checks

• Venue decoration complete.

• Catering and bar setup finalized.

• Technical equipment was checked for sound, lighting, and presentation.

6:00 PM: Guest Arrival and Cocktail Reception

• Guests are welcomed with a red-carpet experience.

• Photographers are on-site for pictures with a branded backdrop.

• Cocktails and hors d'oeuvres served by waiting staff.

7:00 PM: Formal Welcome and Seating

• MC welcomes guests and introduces the evening.

• Guests were escorted to their tables.

• Music performance by a live jazz band.

7:30 PM: Dinner Service

• Three-course plated meal served by catering staff.

• Soft background music is provided by a live band.

8:30 PM: Charity Presentation

• Organization’s video presentation highlighting this year’s achievements.

• Keynote speech by CEO or founder.

• Special guest speech from a beneficiary.

9:00 PM: Live Auction and Fundraising

• Professional auctioneer presents 5 high-value auction items.

• Paddle raise to gather additional donations.

9:45 PM: Raffle Drawing

• Announcement of raffle winners for donated prizes.

10:00 PM: Entertainment

• Performance by a well-known artist or band.

• Open dance floor.

11:00 PM: Event Conclusion

• Thank you for the speeches from the organizers.

• Guests depart with thank-you gift bags.

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3. Budget Outline:

Budget Category	Description	Amount
Venue Costs	Rental fee for ballroom and AV equipment. Security, parking, and coat check services.	$10,000
Catering and Bar	Cocktail hour and three-course dinner. Open bar service for 5 hours.	$18,000
Entertainment	Jazz band and headlining artist.	$8,000
Décor and Setup	Floral arrangements, lighting design, and table settings.	$5,000
Marketing and Invitations	Printed invitations and event website.	$3,000
Miscellaneous	Gift bags, raffle prizes, and photographer.	$2,000
Total Budget		$46,000

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4. Logistics and Coordination:

1. Venue: Book the Grand Ballroom, and arrange the layout for the stage, dining, and dance floor.

2. Catering: Finalize menu selections with the chef and accommodate dietary restrictions.

3. Entertainment: Confirm the performance schedule with the band and artist.

4. Auction Items: Secure donations for auction and ensure all items are displayed.

5. Volunteers: Assign volunteers to greet guests, assist with registration, and guide seating.

6. AV and Lighting: Ensure the AV team tests the sound system, lighting, and presentation equipment.

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5. Post-Event Follow-up:

• Send thank-you notes to sponsors and donors.

• Post-event report on funds raised and event highlights.

• Share event photos and videos on social media and with attendees.

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