20 Gala Dinner Secrets your event planner wont tell you!

Are you planning a gala dinner and running out of time?  Do you want to impress the guests, but don’t know where to start? Are you looking for gala dinner entertainment that is professional, but fresh and exciting?

The Gala Dinner should be Pure Celebration!  A Night of Nights!

There should be breathtaking surrounds, amazing entertainment, food and fantastic drinks.   It is your chance to get dressed in your best, and kick up your heels!! The gala dinner says a lot abut your organisation and the people within its family.

20 Gala Dinner Secrets your event planner wont tell you!

1. Always be Prepared, Plan your Gala Dinner in detail

From concept to completion, from design to delivery, you have to plan. Fail to plan, then plan to fail. simple as that.

2. Budget for everything your Gala Dinner needs

As an event planner you need to account for everything. Make sure you don’t have any  nasty surprises in your budget by having a thorough budget from day one.  Remember to ask for packages or bundles of services from your suppliers to deliver more bang for you buck!

3. Do you have a Gala Dinner theme?

Your choice of venue, decoration & entertainment should all reflect the theme? If you need ideas just check out our event theme section.

 4. Get Input

What did and didn’t work with last years Gala Dinner? Ask your team, ask your guests and listen to what they say.  Remember is is all about the guests, not you, so don’t take it personally

5. Make a good first impression

Make your invitation inviting!  Whether it is a physical invite or a digital one, make it attractive and inviting!

6. Get in the right space, suitable for a Gala Dinner

Choose your venue wisely!  The choice of venue will not only effect the bottom line for your event, but create a large part of the atmosphere or ambience for your event.

7. Know the Right People

From set up to pack up, know everyone on the team and have their contact details on you at all times.  The best GALA DINNERS are when the whole team comes together and feels connected in the delivery of something special. 

Choose your suppliers carefully, and where ever possible, work with professionals

8. Guests lists: Make sure you get them all

From Instructions to invitations- set the scene and build excitement. Don’t forget to               

include details of where to park and how to access the area.   Have a good database system to track who was invited and who has sent their RSVP.

9. Special Dietary Requirements

Do you have it covered? It’s extremely important to make all guests feel welcomed, and that you have their dietary needs covered. No one likes to go hungry!

10. Select the very best entertainment

Use entertainment that lifts there spirits.  The best events will touch their hearts &  captive their minds! 

Stage shows, roving acts, dancers, circus, comedians can all add life and excitement to an event.

11. Make Sure they Dance at your  Gala Dinner

Get your guests to move & dance- with one of Australia’s best cover bands, recordings artists or DJ acts, from instinctmusic.com.au

12. Dress to impress

Let everyone know the dress code! Make sure it is easily seen on the invitation.

13. Keep it Classy!

Professional with passion, present yourself with class!

14. Short is Sweet

Keep formalities to a minimum. Your guests are there to have fun, dance and enjoy them selves.

15. Centrepieces or centre of attention?

Keep these at a reasonable height (below 30 cm allows guests to still see each other and talk) Remember, if it isn’t beautiful don’t put it there! If you do go large, make it large enough people can see across the table underneath the centre piece.

16. Audio & Visual

Know it or have someone there who does! Technology is a big part of any gala dinner.   Good sound systems for music and lighting is critical.  The use of screens and projectors also adds to the experience of the guests who are in the second half of the room.

17. Use a professional event manager

Decide if you are running the event or spending time with your guests, staff and clients?  You can’t do both, so decide and plan accordingly. It is recommended that you engage a professional event manager with experience in similar events.

18. Stage management

Ensure if you have to get guests, keynote speakers, entertainer or senior management it is done smoothly and on time.

19. Got insurance covered?

Make sure that all suppliers have appropriate public liability insurance. This includes  the venue and all third party suppliers

20. Your state of mind

If You plan for everything, but even still things come up! Deal with it! Remain flexible and focused on solutions not blame!