Deconstructing a Gala: Best Practices from the Field

Deconstructing A GalaBest Practices from the Field

Vince A. Sales

July, 21 2016

Presentation to California Universities Event Planners Summit

2016

Set Your Priorities• What do you want to communicate about the

University? What is the guest experience?• Location/time: University Union Ballroom, spring break

– Transform space with draping, lighting, music, smiles and sequins/beads

• Reinforce brand/personality of the University: swag (CD from School of Music, Tickets to student production of Avenue Q)

• Theme: Forever Green & Gold– Legacy messaging

• How much do you want to raise?– Budget & financial benchmarks: ~30% rule

Event Format & Program• Black-tie/formal event• Guest experience–Champagne reception (on a CSU

budget)–Featured Grammy-nominated

strings faculty–Sit-down dinner and bestow

honors, recognize student recipients–Café style dessert bar and coffee

cart–Dancing to live band

Event Committee• External Committee• Internal Project Team-integrated

Advancement model

Campus-Wide Partnership• Epicure/Catering

Local wine/alumni wine• Public Safety• Parking• Academic Affairs/colleges

Tickets to Avenue Q• Student Affairs/Career

Center Student involvement Demonstrate impact

• Public Affairs/Advocacy

Corporate Sponsorships• Visibility/exposure; celebration; student

presence/success• Secure support well in advance of event

(sold-out!) Wells Fargo-video Western Health Advantage-alumni

speaker Sutter Health Sacramento Sierra

Region-video VSP Global-video Sand Hill Global Advisors SMUD

Student Involvement

• Performers• Greeters• Table

hosts/leaders• Dinner etiquette

& networking• Dinner service• Graphic design

Get the Right People in the Room

Fund the Need

Integrated Communications • Social Media

• Website, Sac State Magazine, Torchlight

• Save-the-date; invitations

• Capital Public Radio

• Sacramento Bee

• Sacramento Magazine

Alumni Engagement

Dancing—Make it Fun!

Signature Cocktail, Coffee Cart & Deserts

—Be Different!

Questions?