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A gala is a formal social event typically characterised by its elegance, sophistication, and purpose. It is often organised by corporations, institutions, or charitable organisations to raise funds, celebrate achievements, or honour individuals. A gala might feature a cocktail reception, a meal, speeches, artistic performances or an auction. These events provide an opportunity for guests to socialise, network, contribute to a cause or celebrate a significant milestone.
In short, a gala is a well-considered event—something that cannot be improvised. Here are some helpful tips on how to organise a gala.
Organising a successful gala event requires careful preparation and meticulous attention to detail. Here’s a checklist to guide you through the planning process:
Determine the objective of the gala, whether it’s fundraising, recognition, celebration, or a combination of any of these. A big part of defining the purpose is also asking the question: How do I want my guests to feel?
Establish a realistic budget that covers all aspects of the gala event, including venue, catering, entertainment, decor, marketing, and staff expenses. (More budget information below!)
Select a date that aligns with the organisation’s goals and doesn’t conflict with major holidays or other events. Choose a venue that can accommodate the anticipated number of guests and offers the ambiance and amenities suitable for the event’s theme. On that note, the Palais des congrès de Montréal offers a wide selection of venue options, from sweeping halls to intimate rooms.
Choose a theme that reflects the purpose of the gala and resonates with the target audience. In the past, popular gala themes have included Black & White, casino, Moulin Rouge, and Masquerade. Be creative and reflect upon what would work well for your attendees. If there’s a dress code, be sure to make it explicit for attendees, as it helps to take the guesswork out of choosing an outfit. Incorporate the theme into all aspects of the event, including invitations, decor, entertainment, and activities.
Design and send out invitations well in advance to give guests ample time to RSVP to your gala fundraiser. Consider using digital invitations to save costs and streamline the response process.
Select a caterer that can provide high-quality food and beverage options tailored to the gala theme and preferences of the guests. Consider dietary restrictions and preferences when planning the menu. At the Palais, the culinary experience is at the heart of our events. When you choose to hold an event at the Palais, you also choose to work with Maestro Culinaire, a leading caterer that offers world-class expertise and the richness of Québec-grown products.
Book entertainment that complements the theme and atmosphere of the gala, whether it’s live music, a DJ, a guest speaker, or performers. Ensure that the entertainment aligns with the preferences of the target audience. In Montréal, there are numerous circus companies to choose from!
Work with a decorator or event planner to create an ambiance that enhances the theme and elevates the guest experience. Consider factors such as floral arrangements, table settings, lighting, and signage. The TKNL’s audiovisual team, long-time partner of the Palais, are experts on how to organise galas, thriving on technological innovation and creativity.
If applicable, plan and coordinate auctions, raffles, or other fundraising activities to engage guests and raise funds for the organisation’s cause.
Coordinate transportation, parking, security, and other logistical aspects to ensure a smooth and seamless experience for guests. Consider access for your attendees. How will they arrive? Via public transport? Private vehicle? And why not seize the opportunity of demonstrating your environmental awareness by encouraging your guests to use sustainable modes of transportation.
Implement a marketing and promotional strategy to generate excitement and attract attendees. Utilise social media, email marketing, press releases, and partnerships to reach the target audience. At this step of organising a social gala or fundraising gala, you might want to reach out and partner with the most influential members of your community.
Recruit and train staff and volunteers to assist with various aspects of the event, such as registration, guest assistance, coat check, and cleanup.
Develop a plan for post-event activities, such as follow-up communication with attendees (for example, how do you plan to share photos and videos from the event?), donor acknowledgment, and evaluation of the event’s success.
Organising a gala event involves various costs that should be carefully considered and managed within the allocated budget. Here are some cost considerations to keep in mind:
The cost of renting the venue will depend on factors such as location, size, amenities, and date of the event.
Food and beverage costs can vary depending on the menu, level of service, and number of guests.
The cost of talent will depend on the type of entertainment booked, such as live bands, DJs, speakers, or performers. Consider factors such as talent fees, equipment rental, and travel expenses when budgeting for entertainment.
Budget for decor and lighting expenses, including floral arrangements, table settings, linens, centrepieces, lighting fixtures, and props. Work with vendors to create a visually stunning gala atmosphere within the allocated budget. As such, the Palais maintains a close collaboration with GES Canada, a Canadian leader in furniture rental and event decoration planning. The Palais also offers technical support professionals from TKNL to help your gala shine a light on the subject at hand.
Allocate funds for marketing and promotional activities to generate awareness and attract attendees to the gala. Consider expenses such as printing materials, advertising, digital marketing, and promotional giveaways.
Factor in expenses related to staffing and volunteer coordination, including wages, training, uniforms, and any additional perks or incentives for volunteers.
Budget for miscellaneous expenses that may arise during the planning and execution of the gala event, such as transportation, parking, security, insurance, permits, and contingency funds for unforeseen circumstances.
Event professionals know to expect the unexpected. Set aside a contingency fund to cover unforeseen expenses or challenges that may arise during the planning or execution of the gala event.
Promoting environmental sustainability is becoming increasingly important in event planning. Here are some tips on how to organise an environmentally friendly gala.
Choose a venue that prioritises environmental sustainability, such as LEED-certified buildings or venues with green initiatives in place. Consider factors such as energy efficiency, waste management, recycling programs, and eco-friendly practices. The Palais is one of the first convention centres in the Americas to have a carbon-neutral building, among other sustainable development initiatives such as urban agriculture, carbon offsetting, recycling, and much more.
Implement strategies to minimise waste generation during the event, such as using digital invitations and registration, minimising paper usage, and providing recycling and composting bins for guests.
Work with caterers—such as Maestro Culinaire, the Palais’ exclusive food service partner—who use locally sourced, seasonal ingredients and eco-friendly dishware. Minimise food waste by accurately estimating the amount of food needed and donating excess food to local charities.
Encourage guests to carpool, use public transportation, or provide electric shuttle services to reduce carbon emissions from transportation to and from the event. Incidentally, it’s worth noting that the Palais is directly linked to more than 4,000 hotel rooms that are within a 10-minute walking distance.
Use sustainable decor options such as reusable or biodegradable materials, LED lighting, and potted plants that can be repurposed or donated after the event.
Consider offsetting the carbon footprint of the event by investing in carbon offset projects or donating to environmental organisations that support initiatives such as reforestation or renewable energy. In collaboration with Planetair , a leader in climate change awareness and greenhouse gas (GHG) emissions offsetting, the Palais has developed Palais Boréal, an innovative program for hosting carbon-neutral events.
Raise awareness about environmental sustainability among attendees by incorporating educational elements into the event program, such as guest speakers well-versed on environmental or social issues, interactive displays, or informational materials.
After the event, properly dispose of or repurpose event materials, donate reusable items to local charities, and evaluate the environmental impact of the event to identify areas for improvement in future events.
A gala is designed to focus on the experience of attendees. A good gala makes people smile; a great gala makes people feel honoured while evoking a sense of awe. These types of social events—whether a fundraising gala or a gala just for fun— require meticulous planning, budgeting, and coordination to ensure a memorable and successful experience for attendees. By following a comprehensive checklist, considering cost factors, and prioritising environmental sustainability, event organisers can create a memorable gala event that aligns with their objectives, resonates with attendees, and contributes positively to both the community and the environment.
The Palais offers an unbeatable selection of multipurpose rooms and state-of-the-art equipment ideal for hosting galas. Our internationally recognized planning services can be tailored to any event, no matter the size or format. We are a natural extension of your team, with a reputable history of incredible service. So, are you ready to start the planning process? Still have some questions regarding how to organise a gala? Start by completing our information request form, or contact our team by email at [email protected] or by phone at (+1)514-871-8122 or 1-800-268- 8122 (toll free in Canada).