Gala events are more than just elegant evenings or formal dinners. While such events are often associated with fundraising, celebrations or award ceremonies, they also help the organising charities, businesses, and institutions achieve their organisational goals, such as strengthening relationships with their stakeholders. With that being said, a lot goes into making a gala event a success and a truly memorable one for all the attendees.
If you want to learn more about organising gala events, you have come to the right page! In this guide, we will look at what gala events are, the various types of gala events, how they are planned and the common mistakes to avoid when planning such an event.
What is a Gala Event?
A gala event is a formal gathering often held to celebrate a milestone, raise funds for a cause, or to recognise professional achievements. These events typically involve a sit-down meal, speeches or presentations, and some form of entertainment. Galas are known for their dress codes and are usually held in the evening at a hired venue, such as a hotel ballroom, heritage site, or exclusive arena. Whether hosted by a charity, business, or cultural organisation, a gala event tends to carry a sense of occasion among an established community, and brings together guests for a memorable evening.
Key Features of a Gala Event
While details may vary depending on the host and purpose, most gala events share a number of standard features that define their tone and structure:
Seated Dinner or Banquet
Food plays a central role in gala events. Guests are served a multi-course meal at their set tables. These are usually arranged by table plan, often based on ticket tier, sponsorship levels, or social grouping, among other factors.
Formal Dress Code
Most gala events have a black-tie dress code. For men, this usually means a tuxedo or formal suit. Women typically wear evening gowns or cocktail dresses. Dress expectations should be made clear in the invitation.
Live Entertainment
Many gala events feature live performances, such as music, comedy, magic shows or theatrical acts. There’s also a well-known host to keep the atmosphere lively and engaging. The entertainment options are chosen carefully to suit the theme and audience of the event.
Speeches and Presentations
A gala would often include welcome speeches, award announcements, or presentations tied to the central cause or achievements. These are often scheduled between courses or during natural pauses in the evening.
Auctions or Raffles
Especially common at charity events, auctions and raffles encourage guests to donate more funds, while keeping them engaged. Auction items often include experiences, artwork, memorabilia, or sponsored packages.
Stylised Decor
The décor sets the scene. Gala events frequently adopt a theme or colour scheme, with attention given to lighting, table settings, centrepieces, and branded elements.
Who Hosts Gala Events?
Charities and Non-Profits
Charitable organisations commonly host galas to raise funds and increase awareness about their cause. These events allow them to engage potential donors, build connections, and celebrate their achievements.
Businesses and Corporations
For companies, galas serve different purposes, often centred around brand recognition, networking, or employee appreciation. A corporate gala might be held to mark an anniversary, reward employee achievements, or entertain cherished clients in a more formal setting.
Professional Associations and Industry Bodies
These groups may host annual gala dinners as part of their event calendar. The evening could include keynote speeches, industry awards, or the latest updates on industrial and organisational developments.
Cultural and Community Groups
Community organisations, arts bodies, and cultural institutions may hold gala events to support their programmes, showcase their work, or connect with patrons and stakeholders.
Political or Diplomatic Hosts
Political parties, embassies, or international delegations may use galas to entertain dignitaries or supporters. These events are usually formal and structured to reflect diplomatic protocol or share the party’s agenda.
Types of Gala Events
Charity Galas
One of the most widely recognisable formats, charity galas aim to raise funds for a cause. These events often include auctions, raffles, and donation appeals during the evening, with all proceeds supporting the chosen cause or organisation.
Corporate Gala Dinners
These events are organised by businesses, often as part of an annual calendar or to celebrate a milestone. They may involve awards, entertainment, or recognition of high-performing employees.
Award Ceremonies
Award-focused galas combine formality with celebration. Winners are announced across various categories, usually with a host or compère guiding the evening.
Cultural and Seasonal Galas
These include events tied to cultural celebrations or seasonal festivities, such as New Year galas, ball nights, and festival-themed evenings.
Political or Diplomatic Galas
Often hosted by embassies, political groups, or international organisations, these are formal dinners that focus on diplomacy, discussion, and relationship-building.
Planning a Gala Event
Organising a gala event takes detailed planning, and the process can take months. It often involves following a strict timeline, setting clear objectives and dealing with multiple suppliers to make the event happen. Below are some of the main steps in the planning process:
1. Outlining the brief
Outline what the event needs to achieve, who it’s for, and what the key messages are. Set a realistic budget early on, factoring in venue hire, catering, entertainment, production, staff, and contingencies.
2. Securing Sponsorship and Partnerships
Sponsors often support gala events in exchange for visibility and hospitality. This can include logo placement, branding opportunities, or inclusion in promotional materials. Securing sponsors early can help with budget planning.
3. Finalising the Event Format
The evening typically follows a structured schedule: welcome drinks, a seated meal, speeches or presentations, and entertainment. Some events include interactive elements such as auctions, raffles, or table games.
4. Choosing a Venue
Planners need to look for venues that are suitable for the target audience, can accommodate the expected number of guests, offer catering options, and support the technical needs of the event. Hotel ballrooms and banqueting halls are among the most popular choices.
5. Creating a Detailed Run Sheet
A detailed run sheet helps everything stay on track. This outlines when speeches, food and drinks service, entertainment, and any other formalities will take place during the evening. A good event planner ensures that everything stays on track and flows smoothly, without a glitch.
6. Setting a Dress Code
Most galas require formal attire. For men, this generally means a black tie or dinner jacket. For women, floor-length gowns or elegant cocktail dresses are appropriate. You need to specify in your invitations if a themed or alternative dress code applies.
7. Catering and Menu Planning
Event planners work with caterers to design a suitable menu, while accommodating dietary requirements and ensuring smooth service throughout the night. Drinks or wine pairings are also considered.
8. Finalising Entertainment Options and Hosts
Whether it’s a live band, comedian, or celebrity speaker, entertainment must suit the guest profile and the evening’s theme. A professional host or compère often guides the event from start to finish, while keeping everything on schedule.
9. Focusing on Event Production
Lighting, sound, staging, and visuals must all work seamlessly. To ensure this, gala events often require dedicated AV teams to manage microphones, screens, and any live elements, such as performances or award announcements.
10. Sending Out Invitations and Managing Guest Lists
Formal invitations are usually sent well in advance, especially for high-profile or ticketed galas. Organisers manage RSVPs, table plans, and guest requirements. You can set up digital ticketing and registration through online platforms and mobile apps.
11. Planning post-event activities
Thank guests, share photos or a highlights video on the event’s social media handles, and communicate any results (e.g. funds raised). Use surveys to collect feedback from the guests. This helps maintain relationships, support long-term initiatives, and plan future events even better.
Choosing the Right Theme and Style for the Gala Event
A consistent theme adds structure and personality to a gala event. It shapes the mood, styling, and overall experience, helping guests feel engaged and make the event memorable.
Start with the Purpose
Choose a theme that aligns with the goal of the event. For example:
- Awards night – Classic black-tie, elegant lighting, formal table settings.
- Charity gala – Story-driven concept, emotional appeal, immersive design.
- Corporate gathering – Brand-aligned, understated styling, clean visuals.
Know Your Audience
Consider the preferences and expectations of your guests:
- Formal clients may prefer traditional styling.
- Younger audiences might respond better to modern, playful themes.
- Industry professionals may appreciate a refined but relaxed tone.
Maintain Consistency
Apply the theme across all touchpoints:
- Invitations and RSVP design
- Stage, lighting and table décor
- Music, entertainment and dress code
- Signage and digital elements
Keep It Authentic
Simple, well-executed ideas are often more effective than complex ones with no clear link to the event’s theme and purpose. Also, avoid choosing a theme that doesn’t feel naturally aligned with the event and its audience.
Common Mistakes to Avoid When Hosting a Gala
Even with the best intentions, a poorly planned gala can miss the mark. Below are some of the most common mistakes that can affect the success of the event:
Lack of a Clear Purpose
Every gala should have a well-defined aim. Whether it’s raising funds, celebrating an anniversary, or building client relationships, the evening must be shaped around that purpose.
Overwhelming Format
While it’s tempting to pack the evening with activities, including lengthy speeches, too many awards, or constant interruptions, can affect the delivery and impact of the event. A well-paced event keeps guests interested without overwhelming them.
Poor Time Management
Running late or finishing too early can disrupt the flow of the night. Timings should be tested in advance, and the run sheet must be managed closely by a team that knows how to keep things moving at the right pace.
Lack of Attention to Detail
Comfort, seating, access to food and drink, and clear communication all matter. Ignoring these basics can leave guests feeling undervalued. Clear signage, trained staff, and attention to detail help ensure a smooth evening.
Weak Follow-Up
The event may be over, but the relationship-building doesn’t stop there. Businesses that fail to follow up with guests, whether through a thank-you email, photos, or a post-event survey, miss an opportunity to maintain momentum and build goodwill with the guests.
Why Work With a Corporate Event Planner?
Partnering with an experienced corporate event planner can take the pressure off when organising a gala. They bring the planning expertise, creative input and supplier connections needed to deliver the event.
Here are some of the main reasons why working with an event planner is a good idea:
Efficiency: They can manage timelines, contracts, and logistics from start to finish.
Expertise: They have experience handling venues, production, guest management and troubleshooting.
Creativity: They will come up with ideas for styling, entertainment and experiences that suit your budget, goals and audience.
A full-service agency typically handles:
- Venue sourcing and contract negotiation
- Concept development and theme styling
- Technical production (AV, staging, lighting)
- Catering, guest communications and RSVP management
- On-site coordination and post-event wrap-up
Benefits for Organisers
- Save time and reduce stress
- Ensure consistency in delivery
- Impress guests with a smooth and professional experience
- Allow internal teams to focus on messaging and relationship-building
If you want your gala to reflect your brand at its best, while keeping the process organised and efficient, working with an agency makes practical sense.
Final Thoughts
A gala event, when planned properly, can work great for raising funds, celebrating achievements, or gaining industry recognition. Get the basics right, including the venue, food, schedule, and atmosphere, and the rest tends to fall into place.
If you’re planning a gala or any high-profile corporate event in the UK, Purple Patch can help you get every detail right. With years of experience delivering corporate events across various sectors, our team knows how to make your organisation stand out, while giving your guests a memorable experience. From venue sourcing to full event production, we manage it all, so you can focus on the people in the room.
Ready to make your next gala a success? Contact Purple Patch today!
