If you’re a novice at planning corporate events, you may wonder about gala dinners, what happens there, and how it’s arranged. But let’s hear first: What is a gala dinner?
Gala dinners are usually lavish and occur in formal settings. It’s marked by a multi-course meal and entertainment such as live music, dance, stand-up comedy, etc. Moreover, the dinner serves a specific purpose like fundraising for charities, product launches, or celebrating an achievement.
Let’s get into the details of what a gala dinner is all about and how to start planning one.
A gala dinner is a very formal affair. Guests dress their absolute best in evening gowns and tuxedos or suits while sitting for a multi-course dinner.
It’s a common corporate practice to host gala dinners to recognise employees, promote new products, or celebrate an achievement.
The event has an air of luxury too as it’s usually held at grand venues like ballrooms, luxury hotels, or banquet halls. Invitations are handed out to high-profile achievers in the business world and there is an air of exclusivity.
Typically, the menu options are upscale. A fine dining experience is created with expensive wine or champagne served to the guests.
To entertain the guests talented musicians, bands, dance performers, illusionists, etc. are also hired. Other than that, the itinerary involves speeches, award ceremonies, or even video presentations.
Organising an event on such a big scale can be a daunting task. But close attention to details and following our step-by-step guide will make a successful event possible.
Making a guest list is the first step as that determines the venue capacity you’ll be needing and the budget required. Specify the VIPs, key attendees, executives, clients, and stakeholders that will need special attention.
When making the list, ensure that there is a good mix of internal and external stakeholders to create networking opportunities. Send out save-the-dates to your most important guests so they can keep their calendars clear.
Based on everyone’s response, update the guest list.
Consider key factors like location, parking facilities, transportation options, and capacity to narrow down the venues you’ll visit. Talk to the venue manager and set a date for the visit.
When you’re there, confirm amenities like audio-visual equipment, lighting, staging, seating arrangements, in-house catering or decorating teams, etc.
Keep notes of all your visits and compare them later to make a final decision. Remember to ask questions about additional charges like service charges or taxes. Break down the cost as best you can to choose the best deal.
When there’s an in-house planner or decorator, organising the event becomes much easier. If that’s an option, you should consider hiring them even if it costs a bit more.
Otherwise, ask the venue to suggest decorators. Usually, they have good relationships with these external vendors. Otherwise, research local decorators online or ask your friends and colleagues for referrals.
Make a list of local caterers that have a good reputation. Before reaching out, decide whether you want a plated dinner, a buffet or food stations. Schedule tastings to book the best caterers and narrow down the menu.
Discuss options for guests with dietary restrictions and whether they are licensed to serve alcohol. You can ask for a full bar, wine service or speciality cocktails to give your guests the best experience.
You can do a limited option menu with a choice of main courses or entrees, usually provided when RSVPing or at the start of the dinner.
Having a pre-selected menu is also fine. However, ask your guests if they have any specific dietary restrictions that you need to accommodate when RSVPing.
When finalising the menu, select 3-4 appetisers, a main course, dessert, wine and other beverages to serve. If you have the budget, consider a cocktail menu with speciality drinks. It adds a touch of sophistication and luxury to the event.
You should enlist the help of your superiors if that’s possible for the seating chart. Your VIPs must be seated at the best tables the venue has to offer and with the right people next to them. These things can bruise someone’s ego if not done right.
Reserve seats with placeholders to avoid any confusion. Keep the internal networking opportunities in mind when seating your staff.
The table layout should be made while considering everyone’s accessibility and comfort as best as possible. A good view of the entertainment is essential.
Now that you have the food, venue, and decoration out of the way, it’s time for the printables. You can look at online templates and edit them on platforms like Canva, Evite, Paperless Post, etc.
You can also edit the cocktail menu or the meal menu if you are good with computers. You don’t need much design skills for just basic edits.
However, if you want things to be absolutely perfect consider hiring a professional.
When it comes to entertainment you can go in a lot of different directions. If your audience is going to be mostly young, then consider hiring a comedian.
You can also hire a pianist or harpist in case you don’t want to make a bold move. For a more engaging option, tribute bands and cover bands can be a good option.
If you have a big budget, you can choose a couple of different entertainment options for the night.
Securing written vendor contracts with your final hires is the best way to make everything go smoothly on the day of the event.
These contracts should detail the services provided, costs, timelines, and any contingencies in case of unforeseen circumstances.
In addition to the basic terms, review the cancellation policies. Include clauses that protect your interests, such as penalties for late delivery or non-performance.
Finally, to coordinate all the aspects of the night, detail the itinerary you have in mind. Include the specific timings for activities like guest arrival, cocktail hour to dinner, speeches, entertainment, and the event’s conclusion.
Share the itinerary with all vendors, key staff, and participants to ensure everyone is on the same page. It’s the best trick to avoid mistakes.
As the event date approaches, preparing a final checklist is essential to ensure that all details are covered.
Start by confirming all vendor bookings, deliveries, and setups in the days leading up to the event.
In addition to logistical details, compile a list of emergency contacts, including vendors, venue staff, and key event personnel, so that you can quickly address any issues that may arise.
To wrap up, what is a gala dinner? It’s a multi-course, sit-down dinner which is highly formal. In the corporate world, it’s usually held for fundraising, award ceremonies, or celebrating a success.
A corporate gala dinner has a lot of moving parts that may be hard to coordinate especially if you’re not an experienced event planner.
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