Gala Success Blueprint: Strategic Planning for Entertainment Excellence
Why, What, and who? They all go into finding the perfect entertainment for you. Truthfully if you cannot answer these questions, considerations for your entertainment should be taken into account.
Why: Why do you want to bring Entertainment in? Do you need entertainment? Are you struggling to bring people in? Do you think having entertainment will coax the right people into the room? Is your program too short and needs to be filled in? Can you make your story and gala compelling without it?
All these questions should be answered before even considering hiring people to entertain your crowd.
What: What kind of Entertainment will best fit with your theme? Does a magician, comedian, band, fit your atmosphere? Are any of these groups supported by your nonprofit: I.E. your Honor’s Choir at a School fundraiser? Perfect!
Does this mean that hiring a band, or magician to bring people in is wrong for your nonprofit? Of course not, but it’s value should be weighed against the cost, both financially, and to the timeline of the event.
Who: Who should be your entertainment? This is easy, right? Also not true. What do you need from your entertainment? Are they expected to play quiet music during the networking? Give a Musical break during the Program? Are they going on stage after it’s over? If they’re comedy is their comedy a good fit for your nonprofit? If they are music Which Genre? Do you need their sound system for the event? If so how do you test that sound system beforehand? And these are all questions to ask before the cost to benefit ratio of hiring an entertainer.
The Right entertainment.
The best entertainment will not only entertain, but also shows values of the nonprofit. The best entertainment will bring the right clientele into the event, Without bringing fans that don’t care about your nonprofit. At the end of the day, the best entertainment adds to your event, without distracting from it, or being financially crippling.
The Wrong Entertainment.
While talking about the right entertainment it’s imperative to discuss what can go wrong. Comedian tells jokes that your nonprofit does not stand with, or makes you uncomfortable. Maybe the Band is too loud, showed up too late didn’t adequately sound check, or the audience doesn’t connect with the music. The Magician typically works childrens shows and doesn’t connect with adults as well. Does the Honor’s Choir take entirely too long to get on, off the stage, sing too many songs in the middle of the program?
Cost Considerations and Budgeting for Success:
How much should I spend on entertainment though? While there is no such thing as a complete consensus, as galas vary in priorities. For some, anything over 10% of their budget is out of the question, but for others, more entertainment based as much as 40% of the budget could be devoted to entertainment, assuming your prioritizes entertainment over other aspects of the event. Another option would be sponsors that would help offset the cost of entertainment to keep the costs at a reasonable amount.
How do you budget for success?
Determine Overall Budget
Set Priorities: Is entertainment a main attraction of your gala, or do you wish it not to pull away attention from other fundraising pieces?
Research Costs: Many different considerations should be taken into account. Setup, sound and lighting equipment, duration of entertainment, fame of performers, and technical requirements
Consider Other Expenses: does your entertainment come with Audio visual equipment? Can that budgeted money be taken care of by Entertainment?
Adjust for Impact: Higher cost entertainment can affect fundraising efforts, but that isn’t a guarantee, however some entertainment groups make fundraising part of their service, If this service is worth the cost, it might be worth the investment
Review and Adjust: Look at your plan, the cost, and other Adjustments, and keep track of these problems and fixes. Learn from your successes and failures in preparation for the next year's event.
In conclusion, the strategic selection of entertainment for your gala is more than just an addition; it's a crucial component that can define its success. The right entertainment can enhance your event, align with your mission, and significantly boost fundraising efforts, while the wrong choice can undermine your goals. With the myriad factors to consider—from aligning entertainment with your cause, to budgeting wisely, and ensuring the entertainment adds value without overshadowing your mission—the process can seem overwhelming.
That's where our expertise comes in. As specialists in fundraising consultancy for nonprofits, we're here to navigate these complexities with you. Our experience in gala planning can help you find the perfect balance between engaging entertainment and your fundraising objectives, ensuring your event not only entertains but also supports your cause effectively.
If you're looking to make your next gala a memorable and impactful event, let's connect. Reach out for tailored advice on integrating entertainment that resonates with your audience and amplifies your fundraising efforts. Together, we can craft an event that celebrates your mission and maximizes support for your cause. Contact us today to elevate your gala and achieve greater fundraising success.