At a glance, a gala dinner may be a formal evening of dressing well, enjoying delicious fine dining, and taking in the entertainment. However, beneath all the grandeur is an opportunity for celebration, networking, and fundraising. From corporate awards nights, charity fundraisers, or a cultural event, a well-thought out evening will leave a lasting impression on your guests. Beyond that, it will hopefully encourage them to contribute to your company or cause.
To help you execute a successful gala dinner, here are some things to take note of when preparing for your big night.
What is a gala dinner?
A gala dinner is a large gathering, often conducted in a formal setting. The evening typically includes a drinks reception, a round table multi-course dinner, and a rundown of events. Depending on the function, there may be presentations, speeches, and/or awards ceremonies.
Why should you host a gala dinner?
The purpose of these events varies depending your goals. Corporations and organisations can throw a party as a year-end celebration, award star employees or partners, or raise funds. This is also the perfect kind of function to foster a sense of community, reinforce company vision and mission, and create a memorable experience for everyone involved.
Hosting a gala dinner
Have a big gala dinner coming up? Here’s how you can ensure that your company goals are met while also giving your guests the night they deserve.
Define your objectives
Before planning out the logistics, it’s good to have a clearly defined goal for the event. Is it to raise funds, reward employees, raise awareness, or attract investors? These objectives will determine everything else as you continue to plan your event.
It’s also helpful to have a definitive key performance indicator such as target donation amount or number of attendees to determine your success.
Determine the theme and rundown
Once you’ve laid out your targets, you can start building an event around it. Having a theme will enable you to build a cohesive function. Any visuals, decorations, speeches, and performances will be determined by this red thread. Sometimes, even the food and drinks served can be in accordance with the theme!
As for the rundown, in general the night begins with drinks as guests begin to file in. Many gala dinners open with a special video or performance before moving on to the main portion of the evening. This is where you can schedule in presentations, speeches, or awards, depending on the purpose of your dinner.
Select a venue
Choose a venue that reflect your event’s theme and can accommodate the array of activities you have planned. When selecting a location, be sure to consider:
- Capacity
- Accessibility
- Ambience or flexibility for decoration
- Parking and transport
- Technical capabilities for sound, lighting, and presentation
Hotel banquet rooms, museums, and cultural centres, are popular venues for gala dinners. However, if yours does not require a large capacity, an extensive rundown, and such grandeur, consider hosting your evening at a restaurant instead.
Restaurants are ideal for smaller-scale galas where the emphasis is on fine dining and exclusive experiences. This venue can provide a more unique, intimate setting for guests. Be sure to select an upscale restaurant with a suitable ambience, professional service, and of course a delicious menu.
Merah Putih restaurant in Bali’s Petitenget area offers an exceptional setting for an intimate evening. The location’s architectural elegance contributes to an elevated ambience, while the extensive menu features traditional Indonesian flavours with modern interpretations which are sure to spoil your guests. The restaurant also boasts a selection of over 200 international wines and signature cocktails that highlight the flavours of local ingredients.
Secure hosts and entertainment
Entertainment plays a crucial role throughout the evening. It should reflect your theme as well as the preferences of your guests, whether it’s live music, a dance performance, an opening video, or anything else.
The host for the night will be in charge of keeping the event on track; therefore, you’ll need someone likeable and charismatic, capable of reading the room and ensuring everyone has a good time. Additionally, the host also needs to understand the purpose of your event and be able to move the audience towards your goal.
For gala fundraisers, hire a professional auctioneer or fundraiser to maximise donations through live or silent auctions.
Invite your guests
Use a mix of channels to promote the event. Inviting the relevant guests through email marketing, exclusive physical invitations, and social media campaigns, will ensure you fill seats at your event and come closer to achieving your KPI.
If you’re selling tickets to your gala event, set up a microsite or registration page with clear details on pricing, location, dress code, and the evening’s agenda.
Ensure a seamless guest experience
From the beginning of the night to the moment the guests leave, be sure to provide them with the utmost satisfaction. Clear signage, seating plans, and a well-executed rundown are a testament to your professionalism and care for your guests, making the event feel like more than just a sit-down dinner.
Thoughtful touches such as photo booths, gift bags, or branded keepsakes will also elevate the experience and enable your guests to remember the night (and your cause!) long after they’ve left.
Document and share event highlights
Hire a professional documentation team to take photos and videos of your function throughout the night. This content can then be used for a variety of purposes, such as:
- Promotion on your company’s social media account or website
- Reports on fundraising goals sent to your donators and partners
- Follow-up emails to be sent to guests after the event
With a strong vision, attention to detail, and proper planning, your gala dinner can leave a lasting impact on your guests and achieve meaningful results for your organisation and the causes you serve.
To host your big evening at Merah Putih restaurant, book a table with these special gift vouchers.
FAQ
A gala dinner is a large gathering, often conducted in a formal setting. The evening typically includes a drinks reception, a round table multi-course dinner, and a rundown of events.
The word “gala” originates from the French word “gale” which means to rejoice. A gala dinner often includes celebrations and awards in its rundown, making this the appropriate name for the event.
Corporations and organisations can throw a party as a year-end celebration, award star employees or partners, or raise funds. This is also the perfect kind of function to foster a sense of community, reinforce company vision and mission, and create a memorable experience for everyone involved.
The dress code for an evening banquet will follow the event’s theme, but it’s customary to attend gala dinners in formal black tie attire.
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