How do you plan and host a successful online or hybrid theatre gala or auction?

1 Choose your format

Depending on your goals, budget, and audience, you can choose to host your gala or auction entirely online, or combine it with a live or recorded performance. Online events can be more accessible, affordable, and flexible, but they also need to be engaging, interactive, and secure. Hybrid events can offer the best of both worlds, but they also require more coordination, equipment, and logistics. Consider the pros and cons of each format and decide which one suits your theatre best.

2 Set your goals and budget

Before you start planning your event, you need to have a clear idea of what you want to achieve and how much you can spend. Set realistic and measurable goals for your fundraising, attendance, and engagement. Then, create a detailed budget that covers all the expenses and income sources for your event, such as venue, technology, entertainment, marketing, staff, prizes, donations, tickets, and sponsorships. Track your progress and adjust your plans as needed.

3 Design your event

Once you have your format, goals, and budget, you can start designing your event. Think about how you can make your event attractive, relevant, and unique for your audience. Choose a theme, a name, a date, and a time that reflect your theatre's brand and mission. Plan your program, including the duration, the agenda, the speakers, the performers, the activities, and the auction items. Use a variety of media, such as video, audio, images, text, and live chat, to create a dynamic and immersive experience.

4 Promote your event

To attract and retain your audience, you need to promote your event effectively. Use multiple channels, such as email, social media, website, flyers, press releases, and word-of-mouth, to spread the word and generate interest. Create a landing page or a registration form where people can sign up, get information, and donate. Send reminders, updates, and teasers to keep your audience engaged and excited. Encourage your audience to share your event with their networks and invite their friends.

5 Host your event

On the day of your event, you need to be prepared, professional, and enthusiastic. Test your technology, equipment, and internet connection beforehand and have a backup plan in case of any glitches. Assign roles and responsibilities to your team and communicate clearly and frequently. Welcome your audience, introduce your speakers and performers, and facilitate the interactions and the auction. Thank your audience, donors, sponsors, and partners for their support and participation.

6 Follow up with your audience

After your event, you need to follow up with your audience and evaluate your results. Send thank-you notes, receipts, surveys, and feedback forms to your attendees, donors, sponsors, and partners. Share the highlights, the outcomes, and the impact of your event on your website, social media, and newsletter. Analyze the data and the feedback to measure your performance and identify the strengths and weaknesses of your event. Celebrate your achievements and learn from your challenges.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?