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Gala Committees

The document outlines the various teams and responsibilities needed to plan a gala event. The Venue team is responsible for the physical layout, seeking decorations donations, finding volunteers, security needs, and set-up/breakdown plans. The Hospitality team develops the VIP guest list, provides visitor instructions, coordinates invitations and seating. The Food and Beverage team obtains licenses, finds chefs, and finalizes the menu. The Sponsorships/Donations team establishes sponsorship levels and community partnerships. The Speakers and Entertainment team plans the program flow, secures acts, and books accommodations. The Ticket Sales team determines ticket amounts and provides assistance. The Silent Auction team gathers donations. Finally, the

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176 views

Gala Committees

The document outlines the various teams and responsibilities needed to plan a gala event. The Venue team is responsible for the physical layout, seeking decorations donations, finding volunteers, security needs, and set-up/breakdown plans. The Hospitality team develops the VIP guest list, provides visitor instructions, coordinates invitations and seating. The Food and Beverage team obtains licenses, finds chefs, and finalizes the menu. The Sponsorships/Donations team establishes sponsorship levels and community partnerships. The Speakers and Entertainment team plans the program flow, secures acts, and books accommodations. The Ticket Sales team determines ticket amounts and provides assistance. The Silent Auction team gathers donations. Finally, the

Uploaded by

api-457217570
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Gala Committee Teams

● Venue
○ Plan the physical layout of the gala
○ Seek donations for decorations
■ Florists
■ Tablecloths
■ Lights
○ Find volunteers
■ Direct people to the dinner from the reception
■ Greet people
■ Set place cards and programs
■ Clean up plates from tables
○ Determine the need for security
○ Create a detailed plan for set-up and breakdown for the gala
● Hospitality
○ Develop a VIP guest list
○ Write instructions for visitors on how to get to the location and parking available
○ Send personalized invitations; may partner with Marketing/Design team
○ Coordinate with Venue team to determine the seating arrangements
○ Create follow up thank you letters for all the sponsors, donors, and special guest
● Food and beverage
○ Apply and obtain ABC license
○ Find chefs
■ Gather promotional material for marketing team
○ Determine the menu and finalize after tasting samples
○ Contact breweries and distilleries
● Sponsorships/Donations
○ Primary location: Staunton
■ Secondary locations: Harrisonburg and Charlottesville
○ Levels of sponsorships
○ Display on website
○ Partner with community organizations
● Speakers and entertainment
○ Determine the flow of the program
■ Estimate time for each segment
■ Set limited time on speeches
○ Secure entertainment/musicians
○ Find a special guest speaker
■ Book a hotel room reservation
● Ticket sales and registration at the event
○ Determine the amount of tickets can be sold and keep track of records
○ Assist attendees in case of refunds or other issues
● Silent Auction
○ Gather donations from businesses around the Shenandoah Valley region
■ Focus on local artists and popular businesses
● Marketing & Design
○ Design promotional images for social media and Open House event
○ Promote event through social media, community event calendars, and other
LGBTQ organizations
■ Develop media kit to send to local print media
○ Create a new page on the website as a place to purchase tickets
○ Get a photographer and/or videographer for the event
○ Design place cards for tables
○ Create program for guests

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