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What You Need to Know: Top Tips for Planning a Nonprofit Gala

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Planning a nonprofit gala or fundraiser can feel like a huge undertaking, but with the right approach, it becomes an exciting opportunity to create a meaningful experience for guests while supporting a great cause. We sat down with Ali Rea Baum, our Senior Event Director at Great Performances, to talk through some of the most common questions and challenges nonprofits face when organizing an event—and how to navigate them.

Where do you even start when planning a nonprofit gala?

Planning a nonprofit gala starts with one key question: What kind of experience do you want your guests to have? That’s the foundation for everything else—venue, catering, entertainment, décor, and even sponsorship opportunities. Once you have that vision in place, you can start making decisions that support it.

What’s the biggest challenge for nonprofits when planning a fundraising event?

Budget, hands down, is the biggest challenge for nonprofits when planning an event. The key is prioritizing. Every organization has to decide what matters most—is it the venue? The food? The entertainment? Once that’s clear, it’s easier to allocate funds where they’ll have the biggest impact.

How far in advance should planning begin?

Nonprofits should begin planning their galas and fundraising events at least a year out. That gives plenty of time to secure sponsorships, which can make a huge difference in offsetting costs. Sponsors also appreciate the advance notice so they can align the event with their own marketing plans and be sure to allocate their own budgets to supporting causes.

What should nonprofits look for when choosing a venue?

Choosing a venue goes beyond the basics like size and location; the venue should reflect the organization’s mission. If sustainability is a priority, choose a space with strong green initiatives. Accessibility is also key—guests should feel welcomed and comfortable.

How can catering enhance the guest experience and support the nonprofit’s mission?

Catering is one of our favorite ways to personalize an event! If the nonprofit focuses on food security, for example, we might create a menu that highlights local farms or zero-waste cooking. If the mission is about environmental conservation, a plant-based or sustainably sourced menu reinforces that message. The food should feel intentional and connected to the cause.

What are some creative ways to incorporate sustainability into event planning?

There are so many simple but effective ways to make an event more sustainable. Digital invitations instead of paper, compostable dinnerware, and reducing single-use plastics are easy wins. When it comes to catering, focusing on seasonal, locally sourced ingredients and donating leftovers to food rescue organizations can have a big impact.

What last-minute challenges tend to pop up, and how can they be avoided?

Rental costs can be a surprise if they’re not factored in from the beginning. Things like additional staffing, security, or post-event cleaning can also sneak up on budgets. The best approach is to be upfront about potential costs early on and build in a little flexibility.

When it comes to budgeting, where should nonprofits invest the most?

It’s hard to say what one area should nonprofits invest the most when planning a gala or fundraiser. It really depends on where it will make the biggest impact on the guest experience. That might mean high-quality catering, an engaging speaker, or immersive entertainment. If guests leave feeling inspired and connected to the cause, they’re more likely to donate.

What are some ways to create a high-end experience without blowing the budget?

Getting in-kind sponsorships is a game-changer in managing your budget for your gala or fundraiser. Donated wine, floral arrangements, or auction items can free up funds for other areas. Also, focusing on thoughtful details—like beautiful plating and great service—can make a big impression without requiring a huge spend.

What catering trends work well for fundraising galas?

Catering trends at galas and fundraisers vary widely, but lately we’re seeing a lot of demand for simplicity—seasonal menus, fewer but higher-quality choices, and interactive food stations. Family-style or plated dinners also work well because they create a sense of connection among guests.

Planning a nonprofit event is all about balance—staying true to the mission, creating an unforgettable guest experience, and making smart budget decisions. With thoughtful planning and the right partners, it’s possible to pull off a gala that’s both impactful and inspiring. If you’re ready to start planning your next event, Great Performances is here to help!

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