How to Plan a Fundraising Gala: 12 Planning Tips + 5 Elegant Ideas

Looking for an excuse for your nonprofit to fundraise in style? There’s no better option than holding a gala! From setting donation goals to seeking venues, this post will teach you how to plan a fundraising gala.

What is a Fundraising Gala?

A fundraising gala is a special event nonprofits run to—you guessed it!—raise funds to support its mission and initiatives. While planning an event like a car wash or fun run is fantastic, galas add a degree of formality to your fundraising.

Nonprofit and charity galas typically include:

• Live entertainment
• A formal dress code
• Delicious food and drinks
• An awards ceremony
• Fundraising activities like auctions
• Special programs and presentations

Along with being a night of entertainment and fundraising, these galas are also a huge networking opportunity! Not only do they strengthen your relationships with donors, but they also build community by connecting donors with one another.

However, planning a fundraising gala is no small feat. 

Is a Fundraising Gala Right For Your Organization?

While running a fundraising gala is fantastic in theory, it’s important to consider if it’s the best type of fundraiser for your nonprofit! After all, every organization has different needs, capacities and donor bases.

Some benefits of running a fundraiser gala include:

• Huge fundraising potential
• Plenty of sponsorship opportunities
• Great publicity
• A direct appeal for donations

On the other hand, fundraising galas:

• Are expensive to set up
• Demand lots of staff and volunteer labor
• Can exclude lower income supporters

If your nonprofit has relationships with sponsors and major donors, as well as the funds to plan a formal event, then a fundraising gala is a great pick. However, if you’re just getting started building up your donor base, this type of event may not be worth it.

But don’t get discouraged! There are plenty of cheap fundraising ideas that can successfully bring in funds for any nonprofit. If you’re dreaming of a future gala, getting started with more accessible events will build valuable experience and connections.

How to Plan a Fundraising Gala in 12 Simple Steps

Without further ado, let’s dive into how to plan a fundraising gala—and make it an event to remember!

1. Assemble Your Team

Running a fundraiser gala is definitely not a one person job. Any event benefits from having a team behind it—especially one with higher start up costs! Consider distributing the labor by putting together an event planning committee.

Some people you might want to have on a committee include your:

• Event planner
• Fundraising expert
• Marketing lead
• Tech and A/V team
• Volunteer coordinator

If you’re unsure where to source these roles, turn to your board of directors. They can either volunteer their time or help you find the people you need.

2. Set a Fundraising Goal

One key element of fundraising is setting a solid goal. Take a look at past fundraising efforts to get an idea of what an ambitious but attainable goal might look like. Plus, review your donors’ current capacity—before you set a $10,000 donation tier, can you think of at least one donor who would be willing to take it?

No matter what, be sure to make your goal public and highlight where the funds will go! Donors appreciate having an idea of the tangible impact their support provides.

Laurier Academy of Music & Arts’ Fundraising Gala & Showcase has a fantastic example of public goal-setting:

“This gala is the key event in our 2024 campaign to raise $20,000 to support group music and arts-based programming at LAMA. We do this to improve program resources and ensure accessibility for every member of our community. We need YOUR help!”

3. Review Your Budget

The worst thing you can do for a fundraiser event is end up losing money. Making a budget helps control costs and guide decisions, so the only red you see is on the red carpet!

Calculate your starting costs for things like:

• Venue
• Catering
• Decorations
• Entertainment
• Marketing
• Printed materials
• Auction or raffle expenses
• Security
• Tech equipment
• Hiring a photographer

With these costs in mind, you can determine how many tickets you would need to sell in order to pay back the event. Just keep in mind what it would take to hit your fundraising goals as well!

4. Choose a Date & Venue

Picking out the “when” and “where” is a key item on your event planning checklist, and for good reason. Depending on the venue, some places might need bookings over a year in advance! If you build a strong relationship with a venue, it’ll be easier to lock in recurring dates in the future.

Since fundraising galas are formal events, explore venues like:

• Hotels
• Banquet halls
• Historical or cultural venues
• Conference halls
• Botanical gardens
• Art galleries
• Private yachts

Depending on your theme and vision, galas can be flexible regarding dates. Some donors love an end-of-year charity gala—especially as a final way to get in those tax receipts. On your end, a winter gala can give a final push to your end-of-year fundraising goals.

5. Create a Program

The guiding document of these events is the fundraising gala event program! This includes the order and timeline of events, laying out the shape of the evening. Having a set program with different events breaks up the gala and gives attendees reasons to stay through the end.

Here’s an example of what a fundraising gala program could look like:

• Welcome and Registration (30 minutes before the official start time)
• Cocktail Reception (30-60 minutes)
• Opening Remarks and Appeal for Support (20 minutes)
• Dinner Service (60-90 minutes)
• Video Presentation or Impact Story (10-15 minutes)
• Live Auction or Fundraising Activity (30-45 minutes)
• Keynote Speaker or Entertainment (20-30 minutes)
• Closing Remarks (5 minutes)
• Post-Program Networking and Dessert

Distribute this program before the event and provide physical programs for attendees at their dinner tables.

6. Connect With Sponsors

Once you have the shape of your event organized, it’s time to reach out to sponsors. Creating a valuable set of event sponsorship levels can bring significant donations or entice sponsors to cover core costs like food or venue. This means the money you raise goes straight back to your programs—which donors love to see!

Looking for an example of what excellent sponsorship levels look like for a fundraising gala? Check out the PSI Starry Night Gala to see the difference between individual tickets and sponsorship packages.

7. Finalize Refreshments & Entertainment

Depending on your venue, catering and drinks might be available in a larger package. If you need help, contact catering during the lead up to your event to ensure everything’s in order. It never hurts to double check!

If you have musical entertainment, have your A/V team connect with them early to make sure they have all the tools they need to perform. This will avoid any day-of panic if a specific cord or adapter isn’t on hand.

8. Send Out Invites

Make a solid first impression with an elegant fundraising gala invitation! With some help from Canva, you can make a branded invitation that highlights both your event theme and your nonprofit.

Make sure your invitation includes the following:

• Brief information about the event and its purpose
• Name of your nonprofit
• Date & time
• Location
• How to RSVP

We recommend sending the invitation out to all of your members and past donors. Email is the easiest way to reach them, but a paper card can add a degree of elegance. This is especially true when it comes to inviting major donors!

9. Recruit Volunteers

According to an Independent Sector Study, the labor volunteers do is worth roughly $28.54. With numbers like that, you can see why volunteers are the lifeblood of nonprofits—and great to utilize for your fundraising gala!

Get the most out of your volunteers by:

1. Bringing on a volunteer coordinator for your gala fundraiser
2. Making a list of roles that volunteers could fill (plus their qualifications!)
3. Reaching out to your network of past volunteers
4. Holding a robust volunteer training session
5. Including them in the thank yous at the gala
6. Sending out one more thank you after it’s done

If you run an awards ceremony, you can even recognize a “volunteer of the year”! Many donors don’t realize the labor volunteers do behind the scenes, and acknowledging their work is very meaningful!

10. Market, Market, Market

Setting up a marketing plan for your fundraising gala is the key to getting registrations—plus media recognition. Whether you’re running a major foundation or a scrappy up-and-coming nonprofit, treat your gala as the event of the year.

Get the public’s attention with:

• A social media campaign
• An email campaign for members
• Media slots on TV and radio
• Print materials in the paper
• Flyers and advertisements

11. Put Your Cause Front and Center

A fundraising gala isn’t just about putting on a great party—it’s an ideal opportunity to really highlight your cause. Talk about your beneficiaries, proudly share your organization’s impact and urge supporters to keep up donations. Providing impact stories and inviting keynote speakers are two great ways of making the work feel real and personal.

12. Send Out Post-Event Surveys

Every event is a learning opportunity; it pays to ask your attendees how you did. Gather a list of post-event survey questions and request feedback within a week of the event. Not only will this gather positive testimonials, but it will also show you areas of improvement for next year.

We’d also recommend sending out a volunteer survey! Like we said, volunteers are indispensable, and learning how to improve their experience should always be a priority.

5 Fundraiser Gala Ideas

Let’s explore some fundraising gala ideas that’ll motivate people to donate:

Choose a Unique Theme

Choosing a fundraising gala theme can tie your whole event together. From decorations to music to attendee outfits, a theme makes your event unique and memorable.

A few fundraiser gala themes for nonprofits could include:

• Masquerade ball
• Old Hollywood
• Under the stars
• Enchanted garden
• Winter wonderland

Check out “A Night at the Chocolate Factory” from McMaster University’s Student Union. This theme isn’t just creative—it also sets up some great opportunities for creative catering!

Offer Group Tickets & VIP Packages

Group fundraising gala packages help you sell larger quantities of tickets and encourage attendees to bring their friends. A plus one package ensures everyone can bring a partner, but a group package invites social groups to your event. This helps attendees feel comfortable and potentially introduces new donors to your cause.

A VIP package takes it to the next level, offering attendees prime seats, special thank yous and other exclusive perks.

Lay Out a Red Carpet

People dress up for formal events—let them show it off! A red carpet gives your attendees mementos and your organization great marketing materials for the future. Be sure to hire a professional photographer to elevate the experience.

Hold an Auction or Raffle

Many donors are used to filling out forms or writing cheques. A fundraising gala activity like an auction or raffle gamifies donating, adding excitement and value to the experience.

Reach out to partners and supporters to see if they’re willing to donate:

• Unique experiences
• Travel packages
• Event tickets
• Memorabilia
• Luxury items
• Art pieces
• Local business certificates

Hold a Fundraising Challenge

All of your attendees want to see you go above and beyond your goal, and want to participate in seeing that number rise! Setting up a fundraising thermometer at your event keeps your goal at the front of donors’ minds.

A physical representation of your efforts can be what motivates someone to add that extra amount to their auction bid.

Running a Fundraising Gala to Remember

We hope this guide has helped you understand how to plan a fundraising gala. With a great plan in place, you’ll be sure to smash your fundraising goals and remind your donors why they care so much about your organization!