Fundraising Galas are some of the highest-stakes events you can take on as an event planner. Not only do you have all the usual pressures of pulling off a showstopping NYC event, but you also need to be sure your gala is successful as a fundraiser, too. After all, your client is paying you to plan an unforgettable event that both keeps guests entertained and encourages them to donate. So, how can you be sure your fundraising gala is a resounding success? Here’s our guide of high-value insights to planning a successful fundraising gala in NYC.
Select the Perfect Venue For Your Fundraising Gala
While the main purpose of a fundraising gala is, obviously, to raise funds, you also want your guests to enjoy themselves. Galas have a long history as elegant formal events filled with fine dining, dancing, and philanthropy. In order to create the right atmosphere for your event, you need a venue worthy of the occasion.
Fortunately, NYC has plenty of stunning venues to choose from. From private yachts to swanky ballrooms, it’s easy to find a venue your guests will love. Before settling on a venue, however, make sure it has all the amenities you need, including plenty of parking and accessible options for your guests.
Choose a Theme
Choosing a theme for your fundraising gala is a great way to encourage participation. You can stick to traditional black tie with themes like “A Night in Paris” or a masquerade ball, or mix things up with a creative theme that pairs well with the organization’s purpose. For instance, a safari theme is perfect for a wildlife protection organization, while a superhero theme is an excellent choice for a fundraising gala benefiting a children’s hospital.
Be sure to communicate the gala’s theme to your guests in advance, and encourage them to dress for the occasion!
Consider a Hybrid Event
Virtual and hybrid events have become commonplace, so it’s wise to consider holding a hybrid event for your fundraising gala. Remember, no matter how alluring your event is, there will always be guests who can’t attend in person. If you offer a hybrid option, however, you may reach a greater number of donors.
This approach worked particularly well for Shriner’s Children’s, whose hybrid event more than doubled the number of attendees and raised $1.6 million. It’s worth considering a similar approach to your event. Try live streams and interactive elements, like silent auctions, to help virtual guests actively participate in and enjoy the event.
Seek Sponsors
Fundraising galas require significant investment, but sponsors can defray much of the expense of hosting a gala. Additionally, sponsors are often willing to match donations, which exponentially increases the success of your event.
Offering sponsorship levels, website recognition, and branded merchandise often attracts sponsors. Additionally, seeking sponsors that align with the organization’s mission is especially effective.
Tell a Great Story
Telling a great story is one of the most effective ways to ensure a successful fundraising gala. After all, people love to support a great cause! So, think about all the ways you can tell the story behind your event and make the organization’s mission tangible for guests.
Videos are an excellent platform for delivering your story. For instance, footage of volunteers in action, interviews with people who have directly received assistance from the organization, and messages from sponsors and celebrity endorsers make a compelling video, particularly when it is professionally produced.
Alternatively, invite speakers to tell their stories directly to your guests. Particularly active volunteers, celebrity sponsors, and people who have poignant testimonies about how the organization has helped them make excellent speakers.
Have Multiple Ways to Raise Funds
Thanks to technology, it’s easier than ever to incorporate multiple ways of raising funds into your NYC gala. In addition to accepting traditional forms of donations, consider offering text-to-donate options and QR codes. It’s easy to embed these into your presentations so guests can choose to donate during moments when they feel especially inspired.
It also helps to think beyond donations to alternative ways of raising funds. Gift shops, auctions, raffles, and social media challenges are all excellent options to include in your fundraising gala.
Stay on Top of Marketing
Finally, you absolutely must stay on top of marketing in order to plan a successful fundraising gala in NYC. No matter how worthy the cause is, donors won’t show up if they don’t know your event is happening or aren’t excited to attend your fundraising gala.
Start advertising as early as possible, use multiple channels, and be sure to highlight your venue, entertainment, and sponsors. Reach out to known supporters and invite them to attend, and consider asking top volunteers and donors to act as ambassadors for your event. Additionally, be sure to send out frequent updates to potential guests to keep your event fresh in their minds.
Planning a successful fundraising gala is one of the most challenging but most rewarding projects for event planners. In addition to helping worthy organizations raise the funds they need, successful fundraising galas boost your reputation as an NYC event planner.
Want to learn more about how to plan a successful fundraising gala in NYC? Attend The Event Planner Expo! As NYC’s number-one network event and trade show, you’ll have unparalleled opportunities to learn from industry pros and network with other event planners, vendors, and marketing specialists. Get on the waitlist for The Expo 2025!
