Navigating the Complexities of Entertainment at Gala Fundraisers

There are many variables to consider when considering integrating Entertainment into a gala. To properly address this one must consider the impact of Entertainment on galas, risks that Entertainment poses in galas, and how to balance them both. In this blog we’re going to explore some of these challenges.

Understanding the Impact of Entertainment on Gala Dynamics: What is the impact of Entertainment? How can it affect engagement? The dynamics of the event? Is it possible Entertainment can detract from the event? 

Setting the Tone: Different entertainment (Music, Performances, speakers, and interactive activities for your event) will set a different mood for an event. Elegant and formal? Lively and Engaging? However you want your events tone to be portrayed, make sure your entertainment follows that tone, not your tone set by the entertainment.
Engaging and Interaction: How is your entertainment engaging with the guests? Is it reinforcing your mission or disconnected from it?
Enhancing Fundraising Efforts: Can your entertainment bring people back to the mission? Can they speak to why it’s important to give? Can they highlight your cause? Because if they are actively taking time from your event, they should be actively giving back to it.
Creating Memorable Experiences: It’s important to create moments during the night that will stick with attendees. Your event needs to move them to give and emotionally connect with them so they come back. Can your entertainment help facilitate that?

The Entertainment Balancing Act: What is the chance of Entertainment overshadowing fundraising? Here are some of the pitfalls that a fundraiser needs to be aware of. The balance between entertainment and fundraising is important, as is it important that the Entertainment doesn’t overshadow the Mission of the night. The main focus needs to remain on the fundraising goals, ideally the entertainment isn’t bigger than the mission.
Risk of Distraction: Overly extravagant or attention grabbing entertainment can detract from the event. Yes you want your entertainment to be entertaining, but never at the cost of losing sight of fundraising efforts.
Audience Relevance: Is your entertainment relevant to the audience? Are they connected? Or separate? Is anyone asking “Why is this person playing here?” once again, Tone is important, otherwise you risk the entertainment not being relevant, or wrong for the crowd.
Timeline Collapse: Every minute of your audience's attention is a valuable resource. If you only hope to hold their attention for one to two hours, how much of that can you give to Entertainment? What if they go over? Sound problems, AV, all of these are risks to your carefully curated timeline. Every awkward silence leads to more people looking at their phones when they should be focused on your mission, on your goals, on the goal of the evening. People will only pay attention for so long, and entertainment if used correctly can be a balm to this abrasion, but used incorrectly, can cause more people to stop paying attention all together. It’s important to practice, have everything practiced and as planned, and people ready to move for unforeseen circumstances.

Mitigating Risks while Leveraging Entertainment. How can you Mitigate Risks while leveraging Entertainment? Here are a couple steps.

Vetting Process: Perform a thorough vetting process, or have people watch the potential entertainment. Ideally get references from other fundraising events this entertainment has worked with. Important things like timeliness, tone, values, and content.
Contingency plans: The best laid plans are just that, plans. Contingency needs to be in place. A solid AV team is important, and a backup plan if things go wrong as well. Also in depth AV checks before the event goes live are required. Maintain good communication with the entertainment. Designate a single point person who is in charge of contact with entertainment and all contact goes through them to lower confusion.
Alignment with Event Goals: Previously touched on but cannot be overstated, to get the most out of your entertainment, they should be part of your event, not a show that interrupts your event. Communicate your goals clearly to the Entertainment so they know what to expect, and what’s expected of them.
Logistical Preparations: Plan ahead for Challenges by coordinating with Venue Staff and technical teams well in advance. Assess the Venue for suitability with concerns for space, technical requirements, and Audience comfort. Create a detailed timeline with schedules for setup, rehearsals, and performances with time in between for any issues that arise.
Stay flexible and Adaptable: Changes happen, plans never work out perfectly, be ready to accommodate small last-minute changes. Be prepared to change the timeline if necessary to give your attendees the best experience possible. Lastly, empower your staff to handle unforeseen issues promptly and effectively with an eye towards problem solving.
Post-Event Evaluation and Feedback: Assess the entertainment from the Staff and their experience working with them. Gather feedback from attendees, and even the entertainers themselves to see points of improvement moving ahead. Use this feedback to refine your Entertainment strategy moving into the next year.

Successfully integrating entertainment into gala fundraisers requires a balance that ensures the evening's entertainment supports rather than detracts from the fundraising mission. By carefully selecting entertainment that aligns with the event's goals and audience, and planning for any unforeseen challenges, organizers can use entertainment to enhance the event's impact, creating memorable experiences that encourage generosity and support for the cause.

If the intricacies of planning your gala's entertainment seem overwhelming, I'm here to help. As a Benefit Auction Specialist, I offer the expertise to ensure your event not only entertains but profoundly connects with and motivates your guests toward your mission. Let's collaborate to make your next gala an impactful celebration of your cause. Contact me today to elevate your event's success.