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:
Fundraising: Raise $100,000 for the organization’s charitable initiatives.
Networking: Create opportunities for sponsors, donors, and attendees to engage.
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
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
9:45 PM: Raffle Drawing
10:00 PM: Entertainment
11:00 PM: Event Conclusion
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:
Venue: Book the Grand Ballroom, and arrange the layout for the stage, dining, and dance floor.
Catering: Finalize menu selections with the chef and accommodate dietary restrictions.
Entertainment: Confirm the performance schedule with the band and artist.
Auction Items: Secure donations for auction and ensure all items are displayed.
Volunteers: Assign volunteers to greet guests, assist with registration, and guide seating.
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.
Plan Templates @ Template.net
