What better way to celebrate the efforts of your team than organizing an annual gala? This important event typically casts the spotlight on both personnel and the organization as a whole. The team at HAPPENING.CA has been involved in more than its fair share of galas, and has had the privilege of organizing the most memorable and grandiose events. Here are some essential musts for pulling off a successful gala!
An Inspiring Location
An annual gala is all about customized preparation, so it’s important to choose a space that reflects your ambitions, both for the event and its overall brand. It all starts with a captivating location that can accommodate the number of guests you’re expecting.
At this step, don’t hesitate to call on the experts in design and conception who will guide you on all the particulars, challenges and possibilities offered by your venues of interest. The key factors to consider in your choice of space are accessibility, room layout and its capacity, what’s included, the technical equipment that’s available, catering space, parking and any particular rules in place.
Whether you’re considering a classic ballroom or a more offbeat venue, you want a space that provides a unique identity for your event while being highly customizable! For instance, a museum might be the perfect venue for your event if you’re in the arts and culture sector. How about the Science Centre for the more techie industry? Or a heritage building to commemorate a company’s history?
An Adapted Theme
A gala is only as memorable as it is original. This is where a theme comes in, as it will serve as the inspirational guide, from the overall mood of the evening right down to all the different choices of elements (invitations, music, decor, furniture, animation, catering, etc.). Even more importantly, however, a theme is a proven tactic to evoke all sorts of emotions within your guests. The more emotion they feel, the higher their level of engagement throughout the evening and on social networks!
At this stage, you will want to turn to the Internet or magazines for some visual inspiration that you can share with your event designers, so that you all have a collective vision. The designers, in turn, will advise you on appropriate furniture, decor, lighting and accessories that will bring your ideas to life.
Depending on the type of organization you’re a part of, you can opt for a theme that is festive, nostalgic, professional, glamorous or even eccentric. Let your unique theme be inspired by the world of cinema, by an era, a season, or simply by the venue you’ve chosen.
Well-selected Suppliers
A successful gala depends on the many different players who will help the evening unfold without a hitch: Valets, hostesses, waiters, technical team, emcee, DJ, caterer, photographer, florist, security guards: make a list of all the services you want for your evening and choose suppliers that are professional and that come recommended.
At this stage of the planning, you want to select an animation that’s reflective of the overall spirit of the event. Having a proven impact on the overall ambience of your evening, animation is one of the most memorable aspects of a gala.
To add some spice to the evening (and prestige), don’t hesitate to bring in a high-profile speaker. Just remember that the star of the show is your company, so let your team share the spotlight!
Rehearse That Script!
Pulling off this type of evening is all about perfect timing. Thanks to the wealth of its hands-on experience, the team at HAPPENING.CA is expert at coordinating the different steps of a gala. Keep a script handy, and rehearse, rehearse, rehearse on-site to make sure that everyone knows his/her role. This is also where the technical and logistical team considers every possible challenge to avoid any missteps.
Let your guests in on the action, either with a heads-up in the invitation or with a program distributed on-site. A small pamphlet in your chosen thematic colours is an effective way to build up the anticipation among all the guests coming together for your unforgettable evening!
