Discover how to transform any event space into the ultimate gala and fundraiser destination. Expert tips on guest flow, AV setup, unique fundraising opportunities, and venue marketing to attract high-profile events and maximize bookings.
"Any event space, with the right setup and thoughtful planning, can be used for fundraising and gala events in a successful capacity. Sometimes, the spaces that seem like challenges end up creating the most unique and engaging experiences." -Ryan Scanlan, GOAT Events
Gala season is the perfect time for venues to shine and help organizations raise big money for great causes.
A well-executed gala does more than just fill seats. It positions a venue as the must-book destination for high-profile events. Whether your venue is a classic ballroom, a sleek modern space, or an unexpected setting like a museum or theater, the secret is in creating an unforgettable experience that keeps donors engaged.
To help venues maximize their potential to become THE go-to event space for galas, we collaborated with the fundraising event experts at GOAT Events. Their team brings over a decade of experience in high-profile galas and fundraising events, redefining event management since 2021.
They know how to transform any venue into the ultimate gala destination. Here are their top tips for hosting a fundraiser that impresses guests, maximizes donations, and keeps organizations coming back year after year.
A common myth about hosting a gala? Thinking they have to be in standard banquet halls.
The best fundraisers break the mold. Unique venues such as theaters, museums, botanical gardens, and even zoos can serve as stunning backdrops for fundraising events.
"We’ve seen more and more venues step outside the box and move away from the traditional hotel banquet hall model. We work a lot of events where the venue isn’t traditionally used for galas, like theaters,” says Ryan Scanlan of GOAT Events. "With the right setup, nearly any venue can be transformed into a gala space."
For venues ready to claim their spot as the go-to fundraising destination, versatility is everything. Highlight past events that flip the script on traditional spaces. Venues can do this by showcasing bold transformations (think elaborate décor or unique setups) that highlight creativity and inspire potential clients to envision their own event.
The flow of your fundraiser needs to be flawless. After all, fundraisers are about raising money. That will not happen if guests are stuck in a messy check-in line or wandering around confused. They need clear and conscious direction.
“If the entrance is too small, it creates bottlenecking issues that can slow down check-in and frustrate guests,” notes Jordan Johnson of GOAT Events. “Having an open front area or designated check-in zones is ideal.”
Every moment is a chance to amplify the experience. From the moment guests arrive to the final farewell, the flow matters. Silent auction? Make it easy to find. Main event? Guide them there without a second thought.
A well-designed event is not just about what happens on stage. It’s about every step leading up to it, and intentional design.
Get the flow right, and guests will stay focused on what matters: donating.
The main event is the centerpiece of the gala. Organizations spend countless hours creating speeches, videos, and presentations designed to inspire and command attention.
The best presentation in the world means nothing if the audience can’t see or hear what’s happening.
"Proper AV setup is non-negotiable for galas and fundraisers,” explains Ryan. "A poor sound system or lack of visual support can completely undermine the impact of speeches, presentations, and fundraising appeals."
It’s imperative that venues have the infrastructure to support microphones, speakers, projection screens, and lighting. On top of that, having staff who understand AV logistics (or a trusted vendor) can prevent last-minute technical issues that could hinder the event’s success.
When the sound is clear, the visuals are sharp and the lighting is on point, not only will your speakers feel more confident, but guests will stay engaged and walk away with a lasting impression.
Fundraisers often feature additional activities beyond a dinner and presentation. Silent auctions, photo booths, raffles, games–the list goes on! Showcasing designated space for these extra fundraising elements can really set your venue apart from the competition.
"Venues that provide spaces for silent auctions, donor recognition walls, or live appeal stages set their clients up for success," Ryan shares. "Even small spaces can be used creatively, like utilizing a second floor for auctions or highlighting sponsors on a large projection screen."
Maybe there is an area of your venue that doesn’t get much attention but could be perfect in a fundraising event. For example, a lounge area could be turned into a VIP space for premium ticket holders, while a hallway gallery could showcase powerful storytelling or mission-driven visuals.
Think outside the box!
A fundraiser or gala is the ultimate sneak peek into what your venue can do.
A well-executed fundraiser doesn’t just serve the hosting organization; it introduces your venue to potential clients who may consider it for future events, or even additional fundraisers.
"A huge benefit of hosting a gala or fundraiser is cross-pollination," says Jordan. "Attendees may be board members of another nonprofit, part of a school PTO, or even planning a wedding. If they have a great experience at your venue, it can lead to future bookings."
To capitalize on this, venues should make every effort to leave a lasting impression. By creating an engaging, and memorable atmosphere, one successful gala can turn into a steady stream of bookings.
Behind every successful fundraiser is solid event management—and the right CRM can make all the difference. From tracking leads and managing timelines to streamlining communication with clients and vendors, having an all-in-one tool ensures nothing slips through the cracks.
GOAT Events is a fan:
"We've loved using Releventful to elevate our business, both as a CRM and sales tool, but also as a client event portal tool as well."
Whether you're managing one gala or a full season of events, a powerful CRM like Releventful can help you stay organized, impress clients, and scale your success.
So, what’s next?
Step up, stand out, and make your venue the place where fundraising magic happens. Nail the details, create an unforgettable experience, and watch as organizations line up to book their next big event with you.
By optimizing your venue’s layout, offering strong AV capabilities, and thinking creatively about event flow, your space can become a sought-after location for fundraising and other events.
Transform your event management journey from concept to analysis with Releventful. Elevate each step with our comprehensive tools designed for unforgettable event experiences.
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