Craft the perfect nonprofit gala invitation (free templates!)

An annual gala is a powerhouse fundraising event, whether you’re running a large nonprofit organization or raising money for a local community project. But to fill seats, you need to get the word out with an engaging gala invitation.

Luckily, we’ve got you covered. First, we’ll go over key sections of the invitation like your event description and call to action. Then, we’ll give you an editable invitation template, invitation design ideas, and fundraising tips straight from successful galas.

What to include in your gala invitation

Nonprofit galas allow nonprofits to bring together their donors, sponsors, volunteers, and other supporters to share their achievements and ask for their help to accomplish future goals. While traditionally held in person, virtual galas have become hugely popular, from pajama parties to black-tie balls!

No matter what kind of gala you’re planning, your invitation will set the tone. In addition to communicating the “what,” “when,” and “where,” the wording and design you choose will instantly inform your guest list about the event’s vibe—and get them circling the date on their calendars.

The number one rule? Don't crowd the card.

As we review the essential elements of a gala invitation, it may seem like there’s a lot of information to squeeze into your digital invitation, letter, or 5” by 7” invite card, but don’t worry. Each section should only be a few words or a couple of sentences long. Keep the essentials for your visual invite and the details for your more in-depth registration page. 

Here’s what to include in your gala invitation:

• Event description 🌃 Entice your audience with a short but exciting description of the event. For example, if you’re hosting an auction, tease a couple of interesting prizes. 
• Date, time, and location 📅 Be as detailed as possible, down to the time zone and venue suite number. If it's a virtual gala, include when the livestream will start and how supporters can tune in.
• Ticket price 🎫 Clearly list the ticket or table cost, along with any group discounts. Givebutter’s event ticketing feature allows you to customize all your ticket types and introduce ticket bundles to make the process easier.
• How to RSVP or register ✋ Explain how your invitees can reserve their spot, buy tickets, or learn more. On an e-vite, include a call to action (CTA) that links to your fundraising event page. 
• How to donate money 💸 Not everyone can or will attend, but they may donate, so provide instructions for giving and offer easy upsell options in your online checkout process.
• Dress code 👗 Are you hosting a formal event or can attendees come casually dressed? Is it a masquerade ball? Clearly state the dress code so they know what to expect.
• Event theme 💘 Mention your gala theme idea, along with any significance that it holds to your nonprofit organization. 
• Meal options 🍲 You may not have room to list the full menu, but briefly inform guests what you’ll be serving and how to get in touch with any dietary requirements. 
• Corporate sponsorships 🏢 Fundraisers commonly partner with corporate sponsors to help cover the costs of hosting a gala. Allow space to feature their logos or a brief acknowledgment.
• Contact information 📲 Let recipients know how to reach you if they have questions.

Save time with a free gala invitation template

We've thought of everything that you should include on your gala invite—so you don't have to! This simple copy-and-paste text template provides all of the details you may want to include in your invitations—whether you're sending via email, direct mail, or on social media.

Freebie alert!

Download a customizable gala invitation copy template ->

6 timeless gala invitation design ideas and examples

There are tons of design elements you can play with on your event invitations—including font, color, imagery, and shape—to communicate your theme and encourage supporters to buy tickets to your gala.

No matter what, make sure you select a design that will match your event decorations and signage to create a cohesive look.

Below are some popular gala invitation designs from Canva. Each can be customized using Canva’s editor to change fonts, colors, and shapes. You can also add your own photos or stock images to these gala invitation examples. 

1. Contemporary dots gala invitation

Invite your guests with sparkles using this black, white, and gold invitation. The square format of this gala invitation template gives it a contemporary feel, and the text can be easily tailored to your gala party theme and information.

🤩 Real-life example: For The McCall Gala and Auction 2024, the team at McCall Home and School Association used sparkly design elements to highlight their event sponsors front and center on their gala landing page. 

2. Indigo bordered charity gala invitation

Capture your audience’s attention with this bright and bold golden border invitation. That indigo sure is eye-catching, and the detailed border on this gala invitation sample adds a classic touch to the design.

4. Simple winter photo gala invitation

Hosting a winter wonderland gala? Look no further than this elegant seasonal-themed gala invitation. The subtle wintry photo on this nonprofit gala template is the perfect backdrop for your event information.

5. Patterned awards night invitation

This black and gold gala invitation has a real art deco feel to it, making it ideal for a roaring twenties inspired gala night. This sample gala invitation also works well for a black-tie evening.

🤩 Real-life example: It’s right there in the name—the 57th Annual Black & Gold Gala from the Dr. William T. Syphax Charitable Foundation features back and gold throughout the online ticketing page. 

5. Elegant chevron pattern gala invitation

This modern chevron invitation design also features gold tones, but you can swap those out for any color combination that matches your branding or event. There’s plenty of space on this invite for all your event details.

6. Formal photo gala invitation

If you’re a Canva Pro subscriber, we think this formal gala invitation is a wonderful choice. There’s space for you to add three photos that inspire your supporters to take action and buy their tickets.

🤩 Real-life example: Check out how the Beyond Baroque Foundation used a black and gold design and formal elements in the main graphic for their online invitation to The Beyond Gala, keeping most of the details in their story section further down the page. 

Still on the hunt for design inspiration for your fundraising gala invitations? Don’t be afraid to browse templates for baby showers, bridal showers, birthday invitations, and other events. There’s no telling where the perfect invitation template might come from, and with Canva it’s easy to make it feel unique to your gala.

⭐ Pro Tip: Did you know about Givebutter’s built-in Canva integration? Feature your Canva graphics on fundraising pages, emails, and letters seamlessly—without leaving Givebutter!

When to send your gala invitations and reminders

Even if your fundraising cause is near and dear to their hearts, your supporters live busy lives and might forget about your special event without a reminder or two. This is particularly true for virtual events, which sometimes struggle with attendance issues.

The good news?

A few well-timed messages can decrease no-shows and help you hit your fundraising goal.

Leading up to the big day, we recommend sending a minimum of four messages across email, direct mail, and social media.

Here’s an example of an effective communication schedule for a fundraising gala:

• Save the date 🎀 As soon as you have a date and location locked down, send out save-the-date cards and a follow-up email. Aim to send these at least six to eight weeks out from your gala.
• Invitation 📧 A few weeks after you’ve sent your save-the-date notices, send your gala party invitations. Support your announcement with social media posts, emails, and website updates.
• Reminder ⏰ When the event is one to two weeks away, give your supporters a gentle nudge with a reminder via email or text.
• Last chance 🔥 A day or two before the event, try boosting last-minute ticket sales with promo codes or special perks. 

Remember, there’s one final message you need to plan for—thank-you notes! Follow up a few days after your gala with a show of gratitude. Doing so will not only give your attendees the warm fuzzies, but it will also encourage them to support you again in the future.

Whether you decide to send your messages via email or snail mail, Givebutter’s got you covered. Create and send engaging emails with a link to your event page, or use our mailings feature to prepare and post invitations or thank-you letters to your donors. 

Make your gala go further with Givebutter

You’ve got all the tips and resources you need to craft a compelling gala invitation—elegant, informal, or something in between—and make your gala the can’t-miss event of the month.

After all your careful event planning, there’s one more step you can take to maximize donations on the big day—using the right fundraising platform. You need a tool that streamlines event coordination, creates engaging donor experiences, and makes ticketing a breeze. Givebutter checks all these boxes and more, plus it’s free to use! 

Sign up for your free account and see why millions of changemakers use Givebutter for simple, effective fundraising.

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