Sample Gala Event Plan

Sample Gala Event Plan

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)

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.

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.

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

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.

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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