Planning Guide
Charity Gala Planning Guide
A charity gala is the flagship fundraising format: a seated dinner, a program, an auction, and a paddle raise. This guide covers how to plan each element.
Gala format and venue
- Choose a seated gala for 200–500 guests in a column-free ballroom with a stage and pre-function space.
- Confirm capacity for seated rounds plus a dance floor and stage, and separate space for check-in and a silent auction.
Program and run of show
- A typical gala runs 5:00 PM to 11:00 PM: reception, silent auction, dinner, program, live auction or paddle raise, dessert, and dancing.
- Keep the program tight — 60–75 minutes of speaking maximum.
Revenue: tickets, sponsors, auction
- Set ticket prices to cover per-guest cost plus a margin.
- Build sponsor tiers (presenting, table, bar, program) as the largest revenue line.
- Use a live auction and a fund-a-need paddle raise for high-margin revenue.
Run-of-Show Timeline Builder
Adjust each segment to see your total event length and end time.
Program timeline
90
60
30
30
90
Reception & silent auctionGuests seated & welcomeDinner serviceProgram & speakersFund-a-need paddle raiseLive auctionDessert & dancing
FAQs
How long should a gala program be?
Keep the seated program to 60–75 minutes. Longer programs lose donor attention and reduce auction energy.
Request Fundraising Venue Information
Tell us about your nonprofit event — guest count, format, and goals — and we'll help you evaluate venue fit across NYC.
Request Venue Information