Are you organizing your first charity gala? Or maybe you’re a veteran and just looking to brush up on your knowledge of the field. We’ve compiled this event planning guide with a list of important points for event planners. Whether you’re a rookie or a seasoned pro, your event will be a hit and your cause will see a great benefit.

Invitations
For guests, the invitations will be their very first impression of the event and your organization, so they need to be eye-catching. Naturally, double-check all of the information to ensure that you have the location, date, time and all other relevant points correct. Any mistakes there could be very costly. Use a tone that matches the overall tone of the event, whether it’s formal or more relaxed. Make sure to highlight the charitable organization. Potential guests need to know which group stands to benefit from this affair.

A red carpet banner can help your event gain more sponsors.

Sponsors
Most charitable organizations are going to need sponsorships from other companies. In return for their help, you can offer your sponsors advertising. For instance, adding their logos to your event’s red carpet backdrop will help these companies gain brand awareness. Their branding will be visible in the many photos taken of your guests.

These sponsors can help in a variety of ways:

• Donating for raffles: Auctions and raffles are always a big hit at charity events. Your sponsors can donate products or services for lucky guests to enjoy.
• Providing a venue: A restaurant or function hall could sponsor your event and provide a venue, along with food and drinks.
• Supplying entertainment: You could partner with a local radio station or an entertainment organization for the services of a host, DJ or band.

Volunteers
Volunteers are often the unsung heroes of gala events. They do everything from serving the food to helping guests find their seats. In order to find these dedicated, hard-working individuals, you’re going to need to scour your professional connections. Seek out individuals who care about your group’s mission, leveraging connections from social media platforms and networking events.

Entertainment
Your patrons deserve the chance to kick back and have some fun at the gala. In addition to raffles and silent auctions, live music and comedy can also keep the crowd entertained. Sporting events like golf and bowling are also very popular for charitable fundraising.

Marketing
In addition to formal invitations, there are many other ways to get the word out. Social media, local newspapers and your group’s blog are just a few of the simplest ways to spread the word. You can also invite your corporate sponsors to use their channels to advertise the event.

Follow-up
Fundraising is all about donor management, and that means maintaining contact. Follow up the event with a thank-you note to each guest, along with your organization’s social media contacts and information on upcoming events. Depending on the size of your guest list, you can also personalize each message. Make sure that all of your guests understand that their contributions are appreciated, and keep them informed on how their funds are helping your organization succeed in its mission.