One Thing That Will Change Your Gala Forever

You’re in the midst of event season and the annual gala is just two weeks away.

You are up to your eyeballs in guest lists, all things auction (live and silent), finalizing the run of show, entertainment, and solidifying the final details. At the same time, during this “organized chaos” you are also receiving calls, texts, and emails from EVERYONE. What is the attire? One of my guests is a vegetarian. Is there a meal option for them? Can I add one more guest to my table?

Not to mention your table sponsors are playing musical chairs with their guest list. (insert eyeroll) I won’t get on my soapbox about that right now, but if you have ever managed a gala, you know exactly what I mean.

Does this sound all too familiar? If so, then I have a solution for you.

Here’s the secret, send a “What to Expect” email. (whispers)

Trust me.

It’s a game-changer.

Always Begin with Gratitude

I cannot think of a better way to kick off this email than by thanking your donors and sponsors. This is a fantastic opportunity to show appreciation for their continued support before the big day. Don’t miss this chance to extend a warm welcome and express your gratitude. Be sure to include a gentle reminder about the nonprofit beneficiary and the impact their support makes possible.

Communication is Key

Many of the world’s problems all stem from poor communication, or a lack of it entirely. Remember when I talked about the 7 donor touches? Yep. This counts as one of them. Another wonderful reason (and excuse) to reach out to your donors, without asking for money. Information only, please.

When the Timing is Right

Over the years, I’ve secretly run a few experiments (let’s just keep that between you and me) to determine the best time to send the “What to Expect” email. Sending too early could result in being asked multiple questions, multiple times leading up to the event, which is exactly what you are trying to prevent. Sending too late will also have the same result, and guests may already feel confused or unprepared.

Here’s what I’ve learned:

Three weeks, too soon.

One week, too late.

The sweet spot: Two weeks

What to Wear… or Not Wear

One of the most common questions I receive, especially right before the event, is about the attire. Every woman will ask. Any man who asks, is of course, asking for their significant other.

Causal

Business Causal

Smart Causal

Cocktail Attire

Themed Attire

Formal

Semi-Formal

And my favorite… Black Tie

Pro tip: If the venue has special restrictions (this is typical for country clubs and private clubs) then I highly recommend you post this information in multiple places, such as the invitation, event page or website, and definitely in the “What to Expect” email. Some of these restrictions include no jeans. One of the worst things that can happen is a major donor showing up in jeans and being turned away because of their attire. YIKES! (Actually, this would never happen. However, that donor could potentially feel embarrassed for being undressed and no one wants that.)

Guest List, Please

There are so many reasons why you need to know everyone’s first AND last name. The most important and obvious reason is you want to know who will be in the room that evening. Duh. Other reasons include, flow of registration, bidding paddle assignments, seating chart politics, etc.

Bonus: This also helps identify any dignitaries that you would (and should) acknowledge during the program.

Pro tip: Include a deadline to submit guest lists. This helps create a sense of urgency.

The Obvious Information to Include

Be sure to cover the basics. This includes the 5Ws: Who, What, When, Where, and Why.

Yes, it may feel repetitive, but remember, very few people save invitations.

As a lover of the good ole' traditional paper bid sheet, I understand (begrudgingly) that technology just makes things easier. That being said, adding a link to your auction portal is a great way to showcase items and packages.

The Not-So-Obvious Information to Include

I don’t know about you, but as a self-proclaimed “foodie”, what’s on the menu is always top of mind. Come on, share the menu. According to the 2021 Statista Global Consumer Survey, more than 40% of Americans follow a specific diet and/or require a dietary restriction.

Gluten-Free

Lactose-Free

Vegan

Vegetarian

Pescatarian

Food Allergies

Just to name a few…

Of course, you want every guest (donor and potential donor) to feel welcomed and comfortable. That is why one of the most important questions you can ask a table sponsor is if they or anyone on their guest list has a dietary restriction.

Bonus: Your catering vendor will absolutely love you for this!

Don’t Forget the Attachments

I always make sure to attach a copy of the invitation. This reiterates all the 5Ws, very few people save invitations, and it doesn’t hurt. The more information and details, the better. If you have multiple parking options or a complicated parking lot to navigate, please attach a map with directions. No one wants an angry or frustrated guest walking through the door.

Sending a “What to Expect” email, two weeks before your big event will help ensure everyone is on the same page, reduces dozens of last-minute questions, puts guests at ease, and last but certainly not least, provides an opportunity to communicate with donors.

Wanna know more? Need support in creating your “What to Expect” email? Don’t stress. We are here to help! Contact Purposeful Outcomes Philanthropy, LLC today!