90 Day Gala Planning Countdown

It’s July, you know what that means, fall galas are coming up fast! We’ve broken down the last 90 days before a gala for you to make sure you’re not forgetting anything on your list. 

90 Day Countdown

• Communications
  • Write & distribute press release if needed
  • Send Save the Dates
• Auction
  • Begin adding silent auction items and description to your tracking documents and event software/mobile bidding site
    • This will help you see if there are any categories that are not represented in your offerings
• Logistics
  • Revisit Budget to address concerns
    • With the bulk of your expenses confirmed, this should be an accurate picture of the full scope of your budget. Some things will shift, but the bulk (catering, venue, vendors, etc.) should be ready. 
  • Revisit Run of Show
    • As the program and day of the event is being finalized, be sure to keep an up-to-date run of show for your team. 
    • You can also assign staff different roles within the run of show so they are aware of their timeline and expectations
  • Create staff & volunteer schedule
    • As the run of show becomes more clear, you can also start creating your staff and volunteer schedule. 
    • Large categories to consider are usually set up, registration, greeters, spotters, auction check out, stage manager, and tear down.
  • Determine signage/printing
    • This list should be growing as items are determined but be sure to remember any day-of wayfinding signage, which can help with your guest experience. 
• Vendors
  • Finalize décor vendors, place orders

60 Day Countdown

• Communications
  • Send Final Invite
    • Typical timeline is 6-8 weeks out, but this can vary depending on the event and audience
  • Draft Slide Deck Presentation
    • Confirm tech needs and cues within
  • Draft Script
    • Gather speaker and emcee bios for introductions
  • Prepare event staff & volunteer materials
    • Having some general info for volunteers and staff ahead of time is a great way to welcome your team before the event. Aim to connect with them about 1-2 weeks ahead of time, and then 48 hours again. 
    • Create info sheets for each task to guide volunteers
  • Create event survey for attendees & key groups
    • Having even a basic survey for guests and sponsors can be a great way to get feedback and ways to improve the next year. Ask questions about the venue, parking, communications, food, etc. 
• Auction
  • Identify popular items for promotions
    • Social media and emails to guests ahead of time are a great way to get excitement going for your auction 
• Logistics
  • Design printed program
  • Confirm sponsorship incentives have been fulfilled
    • Be sure to cross check all logos and other incentives are fulfilled for all sponsors at each level offered.
• Vendors
  • Create photography shot list
    • If you have a complicated event, or need specific images, consider assigning a staff person to be with the photographer during the event. They can guide them through what images need to be captured and facilitate any group shots of certain sponsors and other VIPS.
  • Discuss event supplies with committee

30 Day Countdown

• Communications
  • Send staff & volunteer a note of shift details 1 week out
  • Communicate with guests on details (1 week & 48 hours)
    • Be sure to include the general Who What Where Why details in your Know Before You Go. Parking, dietary requirements, and accessibility are also hugely important to touch on. 
    • Be sure to have a contact person/email listed for anyone with questions. 
  • Final Print
    • Keep a list of what needs to be printed for the day of. This usually includes:
      • Name Tags
      • Dietary Cards
      • Physical Script with cues
      • On-Site Signage
• Auction
  • Finalize live auction, gather order from auctioneer
    • If you are working with an auctioneer, they usually will lead this conversation. We have some amazing partners who guide the live auction items and line up, as well as direction for any giving moments. 
  • Finalize Silent Auction
    • Be ready to open, and promote, the silent auction early to give guests a sneak peek and headstart on bidding before the event day.
• Logistics
  • Confirm day of packing list, place final orders
  • Schedule recap meeting for after event
    • This is something easily forgotten in the rush of the last 30 days. Scheduling something 1-2 weeks after the event gives everyone enough time to decompress and final numbers to solidify as well. 
  • Finalize printed program
  • Confirm transportation
    • This can be buses, rideshare codes, or any VIP airport pick ups. 
    • This can also be coordinating parking for VIP or political guests who may be making an appearance but then leaving before the end of the event. 
  • Review staff assignments for day of event and note in the ROS
  • Finalize Table Floorplan/Seating Chart
    • This is always a fluid process but having most of your guests seated and few changes can allow you to print your name tags. 
  • Finalize Slide Deck/PowerPoint Presentation
    • Save the final PowerPoint presentation on a flashdrive, just in case!
  • Update budget document
  • Coordinate special needs of attendees – wheelchairs, closed captioning, etc.
  • Run event health check in registration software – check for duplicates, errors, etc.
    • Most event and bidding software systems have a feature that will go over everything and give you ideas of any concerns it sees.
• Vendors
  • Finalize details with vendors
    • Send your vendors a similar Know Before You Go email with load in/out details and timelines, as well as your contact info for questions day of. 
  • Determine payment plans for vendors on-site
    • Some vendors, usually ones booked last minute and some performers, require payments onsite. Be sure you have a plan for these vendors. 
  • Confirm with AV event order and set-up/strike
    • Share any documents and presentation videos ahead of time, to allow your AV team to troubleshoot and identify any issues before event day.
  • Send caterer final count & meal requests
    • This date varies, but is listed in your catering contract. It can vary from 2 weeks ahead of the event to 72 hours before, so be sure to keep track of this and plan accordingly.

Everyone’s final countdown will look different, but the biggest tip we have, get ahead while you can! Events have so many last minute logistics, changes, and curveballs that it will always serve you well to start early.