How to plan a fundraising gala event in 11 simple steps

Gala events are the ideal way to put the “fun” in fundraising. 

These parties-for-good bring together your biggest supporters, donors, and sponsors for an evening of celebration and raising money. But is it the right choice for your nonprofit? And, if so, how do you successfully plan one?

In this guide, we share expert advice on planning an impactful gala event and walk you through our step-by-step guide with tips for making your event more engaging.

What is a fundraising gala event?

A fundraising gala is a large, celebratory gathering designed to raise money for a cause, bringing donors and supporters together for a meaningful evening. Gala events are often formal, featuring a sit-down catered dinner with entertainment, speakers, and donation appeals. 

Nonprofit gala events are a powerful way to engage your audience, celebrate their impact, and encourage donations. Your gala should entertain and inspire attendees while reflecting your chosen theme or nonprofit mission—all of which puts your guests in the right mood to contribute. 

Since gala fundraisers are time-intensive and require a large budget, most nonprofits only host them once or twice a year. The planning process often includes adding other elements, such as a raffle or the launch of a new fundraising campaign.

Are galas good fundraisers for nonprofits? 

With a group of loyal supporters in one place, successful galas often generate significant donations. Hosting a silent auction or collecting pledges alongside your formal dinner can go a long way to help raise additional funds.

Fundraising galas can be particularly effective for nonprofits looking to increase donations at scale or attract new major donors or corporate sponsors. As galas are typically high-value events with a ticket price to match, those on the guest list often have the means to make a substantial or recurring donation. 

70% of nonprofits that have a donor engagement strategy host events to connect with supporters, making galas a proven way to build relationships and drive donations.

In addition to being a valuable fundraising event, a gala presents nonprofit leaders with an ideal opportunity to meet donors and supporters, strengthen existing relationships, and create a sense of community around their organization.

We used Givebutter for our annual celebration (a smaller scale gala) and it was user-friendly and we loved using it. It tracked all our donations and it was great to have a live display of them on screen to motivate others to donate. — Givebutter Review, Izzy A.

How to plan a fundraising gala dinner in 11 steps

The right gala party can secure a steady stream of donations and build a community of loyal supporters. Here’s how to turn your fundraising gala idea into a successful evening.

Step 1: Determine your goals 🎯

To evaluate whether an event was successful, you need clear goals. Consider your most valuable outcomes, such as fundraising, guest count, donated auction items, corporate sponsors, and social media coverage.

Set SMART goals (specific, measurable, achievable, relevant, time-bound) to clearly define your target and track your progress. Keep your goals visible in your event planning document or on a whiteboard in your office to stay motivated.

More to explore

Stay on track with our free event planning checklist →

Step 2: Set your budget 💰

Formal gala dinners can be costly, depending on the venue, catering, and size of the event. Finalize your budget early to avoid unexpected costs later.

Collect estimates from potential venues, caterers, event decorators, DJs, entertainers, and other vendors. Do the same for any event planner or external team members you plan to hire. Prepare a list of estimated supplies, marketing materials, and equipment costs. Combine everything into one event budget and use it to guide your decision-making. 

Step 3: Choose your gala party theme 🎨

A theme isn’t essential for your fundraising gala, but it can help create a lasting impression. Consider building an event theme around your organization’s mission, your latest campaign, a current trend, or the time of year. 

Choose a gala theme idea that aligns with your overall goal, values, and audience. You want your guests to feel excited about attending your gala, so use event design and theming to create an atmosphere that promotes celebration, joy, and giving.

⭐ Pro Tip: Did you know that 17-31% of nonprofit revenue is raised in December? Host a winter gala to increase donations during this time of year or plan a summer gala to help balance your revenue throughout the year.

Step 4: Book the right event venue 🪑

The success of your event depends on several factors, but the right venue can play a vital role in the number and amount of donations you receive. Look for a venue that’s a good match for your audience, budget, goals, and theme.

That being said, you can host a gala just about anywhere with enough space and amenities—ballrooms, dedicated event spaces, art galleries, hotels, country clubs, and school halls are all popular options. Be sure to confirm with the venue team that it meets your needs, including table capacity, the option for live music, and on-site catering. 

Step 5: Assign roles and manage logistics 📋

Planning a successful gala is a collaborative effort, so gather your best team members early and assign roles to keep everything running smoothly.

Based on individual strengths and experience, delegate responsibilities across logistics, marketing, sponsorship development, speaker engagement, volunteer recruitment, and on-the-day support. Act as the manager or assign someone on your team to take on this role. In a smaller nonprofit organization, each team member might need to juggle multiple duties.

When we tell really good stories, we connect more, we invest more, and we feel a more positive connection and relationship. Then, we leave and are able to repeat and share what we learned. So, if you want people leaving your event and repeating your mission out into the world, you need good stories. — Samantha Swaim, Fundraising Events Consultant

Step 6: Find corporate sponsors ✔️

Hosting a gala event is expensive, but partnering with corporate sponsors can offset costs while providing extra perks like co-promotion and additional support.

Put together attractive corporate sponsorship packages and reach out to business leaders within your network. Start by inviting companies you have partnered with previously to be your headline sponsor or have their name associated with an element of your event—like sponsoring the dinner, live auction, or entertainment. You can also discuss matching gifts as another way for them to contribute.

⭐ Pro Tip: Not sure how to ask a business to support your event? Read our guide on how to find corporate sponsors.

Step 7: Create an engaging event page 🎉

Planning an event is one thing, but converting those ideas into ticket sales is another. Create an engaging online fundraising event page to promote your gala in a way that’s irresistible to your audience.

With Givebutter’s event ticketing feature, you can create custom ticket types and offer as many as you need on your fundraising page. You can also add an auction to your page, prompt donations with ticket purchases, and enhance the ticket-buying experience.

We love the customizable fundraising pages with branding options, storytelling tools, and multimedia support, allowing us to connect with donors in a meaningful way. — Givebutter Review, Dannielle A.

Step 8: Spread the word about your upcoming event 📣

Your incredible gala deserves a marketing strategy to match. Keep your audience and goals top of mind as you tailor your promotional plan.

Leverage email campaigns, social media channels, and your website to generate buzz. If you’re hosting an invite-only event, send customized save-the-dates, invitations, and reminders to encourage early ticket purchases.

⭐ Pro Tip: Provide marketing materials for your event sponsors and supporters to promote the event to their own networks.

More to explore

Capture attention and increase ticket sales with our free gala invitation template →

Step 9: Finalize your gala program 📝

As your event approaches, it’s time to finalize your gala event program. Confirm details with your speakers, vendors, and sponsors, and map out an event timeline.

Share your agenda with your hosts, speakers, or entertainers. Prepare your program early and rehearse it to address any potential challenges, timing issues, or conflicts in advance. 

Step 10: Be present on the day ☕

It’s the day of your gala event, and if everything’s going smoothly, you have the final details prepared and ready to go. Now it’s time to focus on managing the event, welcoming speakers and VIP guests, and being present for your team and event partners.

Create a plan outlining everyone’s assigned roles so your team knows exactly what to do, where to be, and who to go to with any on-the-day issues. Depending on your role in the event, you might assist speakers and vendors or network with business leaders, nonprofit CEOs, and major donors. 

⭐ Pro Tip: Have a direct line of communication with your team using a mobile chat app, walkie-talkies, or headsets.

Step 11: Send thank you messages 🎁

After the event has finished (and you’ve shared celebratory high-fives with your team!), it’s time to thank your event attendees for their contributions.

Write a thank you message and personalize it with each attendee’s details and donation amount if you have that data available. Use Givebutter’s built-in nonprofit CRM to streamline this process and promptly send those thank you messages—whether through email, direct mail, phone calls, or all of the above. 

For our annual gala fundraiser, we used Givebutter and it was a fantastic experience. We handled ticket sales, sponsorships, the silent auction, and other donations seamlessly. The process was incredibly streamlined and user-friendly. I especially loved using the app on my phone for card donations—just a simple tap of the credit card and the payment was done! — Givebutter Review, Kendra G.

13 standout charity event themes that attract donors

Having a theme for your gala can create a unique atmosphere and give you fresh ways to engage your audience. 

If you’re looking for inspiration, try one of these standout fundraising gala themes:

• Art Deco 🍸 Take your guests back to the glamour of the Roaring Twenties.
• Masquerade ball 🎭 Add a sense of mystery and intrigue with elegant masks.
• Casino night 🃏 Set up casino tables and make charitable giving fun.
• Retro disco 🎤 Invite everyone to boogie the night away out on the dance floor.
• Carnival 🎡 Bring the excitement with themed stalls and decor.
• Hollywood 🎬 Roll out the red carpet and feature live entertainment.
• Black tie event 👞 Elevate your event with an elegant dress code and fine dining.
• Under the sea 🐟 Transform your venue into an underwater paradise.
• Vintage tea party ☕ Swap the traditional dinner for an afternoon tea party gala.
• Secret garden 💐 Fill your space with flowers and celebrate the great outdoors.
• Halloween 🎃 Host your very own monster ball.
• Winter wonderland ❄️ Create a magical, snowy wonderland.
• Holiday themed 🎄 Celebrate the season of joy and giving.

With the right audience, styling, and budget, almost any gala theme can be successful. Take inspiration from these ideas or poll your community to find out what they’d be most excited to see at your next fundraising event!

How to take your gala night to the next level 

With the game plan we've outlined and your fun theme, your gala is sure to raise funds and strengthen connections with your audience.

Want to take it a step further? Check out these go-to gala ideas and tips for high-impact events: 

• Add an auction 💰 Give your supporters another opportunity to give with a live or silent auction.
• Make check-in easy 📝 Speed through the line and check in attendees on our mobile app.
• Include a live display 📈 Showcase real-time donations using a live display.
• Have exclusive gala swag 🎁 Surprise your attendees with a thoughtful thank-you gift or bag of goodies.
• Add an event livestream 🖥️ Sell even more tickets by hosting a livestream of your in-person event to virtual attendees everywhere. 81% of US donors attend fundraising events, so adding a livestream can increase your reach and your revenue!
• Use QR codes to promote donations 📱 Simplify the in-person donation process with QR codes.

If you scan that QR code and click donate, your name shows up on the screen. I have seen folks sitting in an event give, give again, and then give again to see their names show up on the screen. So donor stewardship in real time is a really powerful thing. — Samantha Swaim, Fundraising Events Consultant

⭐ Pro Tip: Watch our webinar replay on mastering fundraising events for even more expert tips.

Make this your best fundraising gala yet with Givebutter

Gala events can be highly profitable for nonprofits, but they also take a lot of time, energy, and a big budget to pull off. Use our guide and these real-life gala fundraising ideas to help you plan an unmissable event.

Simplify your gala planning and give your community even more ways to engage with Givebutter. Our all-in-one fundraising platform has the tools you need to create an engaging fundraising event page, host winning auctions, engage directly with your donors, and so much more.

I love the sleek, modern design and user experience. The admin tools are easy to use. It’s also far and away the easiest online platform I’ve used. During our virtual gala, we received countless compliments on Givebutter—and we exceeded our goal by $30K. I’ve already referred another organization to Givebutter. — Givebutter Review, Ryan R.

Sign up for free to discover all the ways Givebutter can help you plan a gala event that reaches your fundraising goals.

Fundraising gala event FAQs

Still have some questions about fundraising galas? Here are some of the most asked questions about gala events, along with our best advice.

How far in advance should I start planning a gala?

Ideally, start planning 9–12 months in advance. This gives you time to secure a venue, line up sponsors, and build a strong marketing and fundraising strategy.

How much does it cost to host a gala?

Gala budgets vary widely based on location, size, and scope. A small nonprofit gala might cost $10K–$20K, while larger events can exceed $100K. Be sure to budget for venue, catering, A/V, entertainment, staff, and fundraising tech.

How can I make my gala stand out?

Focus on a memorable theme, engaging entertainment, and storytelling that highlights your mission. Personal touches—like video testimonials or interactive donor walls—help guests feel connected and inspired.

Can a gala be hybrid or virtual?

Absolutely. Hybrid galas can expand your reach and increase accessibility. Consider livestreaming the main program, offering online auction bidding, and including virtual shout-outs or video chats with remote donors.

Is a gala a charity event?

Yes, a gala is usually a charity event. Nonprofits and charitable organizations use galas as a way to raise awareness, connect with donors, and raise money for a good cause.