Non-Profit Virtual Gala Fundraising Guide

Gala fundraisers are the most important part of the year for non-profit organizations. It’s a chance for organizers to explain their impacts on the cause the organization is centered around. But it’s also a chance for new members to become involved and for supporters to donate to the cause.

The coronavirus pandemic is still in full swing, but that doesn’t mean that the annual galas have to suffer. Instead, opt for a virtual gala this year with a fun theme that allows attendees to stay involved, interact, and donate from the safety of their home. 

Virtual Gala 2020

The pandemic has changed the way we conduct business and interact with others. Gathering in large groups face-to-face is still unthinkable to many people, and unadvisable, so holding a gala online through a platform like Zoom could ultimately attract more attendees and increase participation. Remember – just because your gala is virtual doesn’t mean that the effects won’t be felt. 

Similar to an in-person gala, virtual galas take a significant amount of organization and planning.  You should consider what platform you will use to host the gala and fundraiser, how you will spread the word to attendees, and how attendees can interact with hosts and each other.

Virtual Gala Ideas

No matter how large of a crowd you are expecting, virtual galas can still have as much personality and impact as in-person gathering, 

It’s up to you, the hosts broadcasting the event, to bring in creative aspects that keep your viewers engaged throughout the gala’s entirety. Here are a few ideas to encourage interaction both before and during your event:

Before:

• Advertise an item that will be raffled off randomly during the gala.
• Pose conversation starters online while advertising for the gala.
• Post about your donation goal and the progress made every day toward that goal. 

During the gala: 

• Greet every viewer as they log in to the live gala stream.
• Ask questions or play games with viewers.
• Take a screenshot photo with all viewers who tuned in (if possible with streaming choice).

How to Host a Virtual Gala 

The first thing you should think about when you decide to switch to a virtual platform is how you’ll advertise for the event. 

Fortunately, social media makes that step easy. Simply tweet or post as soon as you decide to go virtual, as well as frequently leading up to your event. 

To get your viewers in the mood for the event, consider sending out an email newsletter or posting on social media with videos and pictures. The more interaction you have leading up to the event, the more likely people are to tune in online. 

Next, be sure to set a reachable, advertised goal of donations. Dream big while still making sure it’s a feasible amount. Services like GoFundMe offer a live view of donations received in comparison to the overall goal. 

Now, when planning for the event itself, make sure you have a space that you can set up your camera without a distracting background. A secure WiFi connection is crucial, but so is making sure your viewers will be able to see and interact with you easily. 

Virtual Gala Platforms 

There are many avenues to pick from to host your virtual gala online successfully.

Remember, with any virtual gala, you’ll want to announce the date and time of the live stream well before the day of the event so attendees will have time to make sure they’re available to tune in. Share the link or describe how to access the event several times beforehand, so no one has technical difficulties on the day of the event. 

Some sites to choose from to host virtual galas include Facebook Live, Instagram Live, Zoom, and Youtube Live.

Facebook Live: Facebook is the most widely used social media site on the Internet. So, if you’re planning on inviting lots of people, this option requires the least amount of work.

Facebook Live allows some interaction with the streamers, but not too much. Organizers streaming the video will see who is watching, and viewers can comment and react in real-time. 

Instagram Live:  Similar to Facebook Live, Instagram Live allows the organizers to stream and react to viewers in real-time. If there are multiple organizers of the event or two separate locations, there is a split-screen option where the viewers can see two different streams simultaneously. 

Zoom: A little different from other options, Zoom allows everyone who views the event to be seen and/or heard by others, providing more of a community feel. A secure link to the Zoom meeting can be shared ahead of time, and attendees will “join” the meeting that the host is leading. 

It’s important to consider how many people you plan on having to attend your gala. Currently, all basic plans for Zoom allow up to 100 users. A large meeting add-on can be enabled for an upcharge to allow up to 500 users simultaneously. 

Youtube Live: Live Youtube videos can be accessed through a link and watched from anywhere with a secure WiFi connection. Though the video is live, it can be saved and found online later. 

Unlike Instagram and Facebook videos, Youtube Live videos are automatically saved and can be found again at a later date. 

Virtual Gala Software

The software used for your gala extends beyond the way you’ll broadcast your videos. Since fundraising is likely the main point of the gala, it’s crucial to make sure you have a secure network that will allow attendees to donate to your cause. 

Most websites require at least a small payment to ensure the security of funds and resources, but consultations are often available to decide what plan is best for your size event. 

The services Bidding for Good and One Cause are two of the most popular online bidding services if you plan to host an auction or bid. 

One Cause has a “virtual” plan completely geared toward non-profits that initially planned for an in-person event that is now pivoting to a more socially distant option. Mobile bidding or auctions, registration, social media integration, and software support are among the services offered with this plan. 

Bidding for Good has two plans to choose from, including crowdfunding, customizable donation forms, and online auctions or mobile bidding options. 

Another idea for fundraising is to use GoFundMe, which is known as the #1 crowdfunding donation service. The platform is easy to use and customizable with a photo and description of your choice. The link to the fundraiser can be shared on social media so anyone with the link can donate. 

Whichever fundraising service and platform you choose, make sure you are transparent with your soon-to-be donors and advertise your event multiple times. Virtual galas are still new to many of us this year, so don’t fret if there’s a slight technical malfunction or miscommunication. Most people will understand and stick it out through the end if they care about the cause your organization is centered around.