How to Plan a Gala: Tips & Themes for an Unforgettable Night
Planning a gala is a balance between creativity, organization, and attention to detail.
Done right, galas can leave an extraordinary impression on your guests, not to mention strengthen your corporate branding with the right planning and create stellar assets to promote your next event. Here’s how to plan a gala and what to make sure you include.
How to Plan a Gala: 10 Tips for an Unforgettable Night
Set An Unforgettable Theme
Choosing a theme that resonates with your event's purpose and audience will set the tone for the entire gala. We’ll mention some more themes below, but even if you don’t want to go all-out on a specific theme, you can still decorate based on a centralized color scheme that matches your brand. This will be especially important when focusing on your gala event photography to capture the moment.
Find a Fitting Venue
Your venue should properly align with your gala’s theme while also comfortably accommodating all your guests. If you're planning a glamorous ball, look for venues with a grand ballroom.
For a more casual affair, a rooftop or garden setting might fit the vibe better. Your photographer might be able to make some recommendations, as we’ve been in and out of many gala venues and event spaces in the NYC area.
There are also a number of venues in New York City like Center 415 which are large empty spaces that let you design every element from the ground up. This can be a great option if you have a unique theme or if you want full creative control over every design element.
Have a Team for On-Site Logistics
Running a gala isn’t a one-person job. It requires more than just a great venue, but a solid team to both plan and handle on-site logistics.
Assemble a group of reliable and energetic staff members. Each person should have a clear role, whether it’s handling registration, assisting guests, or managing vendors.
During your pre-planning meeting, make sure everyone knows their responsibilities throughout the process. This will give everyone the confidence to properly collaborate and ask each other for help when they need it.
A few days before the event, you might want to set up a simple way to communicate during the event if you haven’t already. Walkie-talkies or a group chat app like WhatsApp can help solve small issues fast.
Work With Your Photographer Before the Event
As a NYC event photographer, I always like having a meeting or gathering information about your event before the date. This gives me time to ask questions and make sure that my approach is aligned with your goals. I’ll often ask questions like:
What is the main way you plan to use your gala images? Is it general event photography to put on your website and social media, something to have as collateral for getting grants, or something else?
Do you have any inspirational images from past events or other brands you’d like us to reference? A qualified event photographer will be able to use these examples to inform their approach and ensure that the photos are consistent with your goals.
What is your event’s schedule and for how long do you need photography of the gala? Share a copy of the agenda with your photographer so they can review the program and be prepared for all of the planned moments.
Are there any specific moments, locations, or people you want to make sure are captured? Put together a shot list for your photographer to ensure all of the key moments are captured. Create a lookbook with names and photos of key speakers and attendees – this will allow your photographer to familiarize themselves with important guests in advance of the event.
Create Elegant Invitations
Your invitation is the first taste of the gala and an opportunity to build intrigue and anticipation for your guests. Make it elegant and eye-catching to set the stage for excitement and sophistication.
Your invitations should mirror the gala's theme. Hosting a vintage-inspired evening? Opt for art deco fonts or lace detailing. For a modern, sleek gala, think of clean lines and bold colors.
The quality of the paper and printing can transform a simple invitation into something special. Consider thick, textured paper or unique touches like embossing or foil stamping to add a sense of luxury.
You can use a tool like Canva (which has a free version) to design your invitations, and MOO for printing your invitations. These will help you design your perfect invitation down to the last detail and choose a high-end print that matches the quality of your event.
Focus on Corporate Branding
This might not be the first thing you think of when considering how to plan a gala event.
Your organization's logo should be visible in all event materials, from invitations to programs and event signage. If possible within your gala’s theme, you can also incorporate elements of your brand’s color palette into the gala’s decorations to give the event a branded feel.
Consider areas within the gala where branding can be naturally incorporated. For example, custom napkins, coasters, or a step-and-repeat featuring sponsors' logos. These elements can enhance sponsor relationships by providing them visibility, showing that you value their support. You’ll also get more eyes on your brand (and mentions and tags on social media) when attendees post images with your logo and branding in the background!
You can also use videos or slideshows during the gala to highlight your company’s achievements or showcase testimonials that align with your brand’s message. This not only entertains but also reinforces your brand identity among the attendees.
Remember that your gala photographer will be there capturing the moment of this elegant social event, so having as many instances of your brand’s visual messaging is key.
Elegant Gala Theme Ideas
Now that you know how to plan a gala, let’s dive into a few themes to inspire you. These aren’t totally necessary but are a great touch for an immersive and memorable evening.
Black Tie
Encourage guests to dress in their finest.
Men can wear tuxedos, while women can choose between elegant evening gowns or sophisticated cocktail dresses. The clear dress code adds an exclusive feel to the event.
Hire a live orchestra or a jazz band to provide classic background music that complements the refined setting.
Masquerade Ball
This theme allows guests to immerse themselves in a fantastical night of hidden identities and dramatic flair.
Encourage guests to wear elaborate masks and period-specific costumes, adding to the intrigue and excitement. Offer a prize for the best mask to motivate creativity. Alongside traditional music for dancing, consider having live performers such as magicians, acrobats, or classical musicians.
Winter Wonderland
Incorporate a photo booth with a winter backdrop and props like scarves and hats can be both fun and fitting for the theme.
You can also serve dishes that warm the heart and body, like gourmet soups or a carving station with hearty meats. For drinks, offer hot chocolate and mulled wine stations. A dessert table with winter-themed treats like peppermint cheesecake or frosted blue cupcakes can be a delightful addition.
Roaring Twenties
Embrace the flapper fashion by encouraging guests to dress in 1920s attire, complete with feather boas, headbands, and pinstripe suits. Decorate with art deco motifs, geometric patterns, and metallic colors like gold and silver to reflect the opulence of the era.
Jazz music should be at the heart of your entertainment, setting the lively mood with a live band if possible. You can also have a speakeasy-style bar with prohibition-era cocktails, complete with bartenders dressed in period attire.
Consider having password-only access to certain areas of the venue to add an element of mystery and exclusivity.
Capture Your Gala With Johnny Wolf Studio
Now that you know how to plan a gala, showcase it in stunning detail with Johnny Wolf Studio. Our event photography will capture the unique grandeur and emotion of your special event.