How To Host A Gala Dinner

How To Host A Gala Dinner

A gala dinner event is usually a formal party (but can be themed semi-formal). The event features high-profile personalities who gather for certain purposes. Usually, a gala is organized to raise money for charity, a project, or an Organization. This means a gala has donors only as its attendants. A gala event is typically a social setting where invitees entertain themselves and have fun.

Gala Dinner And Product Launch

A gala can be themed for products launching. It is not only for charity or fundraising. The setup of a gala event can work well with product unveiling. And since it has to do with getting specific personalities on board, a gala seems to be a great method of having a successful launch.

What Is Product Launch?

Product launch means unveiling a new product to the public. It is expected that such product must be one with the features and potentials of competing with already existing similar products in the industry. The purpose of launching a product can be:

  • To gather money before the actual release.
  • To allow certain exclusive people test the product.
  • To gather in-house reviews and make improvements if possible.


How To Host A Gala For Product Launch

Hosting a product unveiling gala is not as simple as it sounds. There are crucial steps and ideas to consider if the host desires a successful launch. Below is a breakdown of essential ideas that should be implemented to host a gala for product launch.

·       Establish The Purpose

This is perhaps the first idea a gala host must consider when it comes to planning a gala event. What is the idea behind wanting to host a gala? In this case, the answer is for product unveiling. When the host is clear on the purpose, then other ideas on how to host a gala to launch product will fall in place.

·       Set Gala Dinner Goals

Another essential consideration to make is the goals of the product reveal gala. Here, it is expected that the host should highlight extensively what they want to achieve from the product or products launching. Sometimes, the goals are beyond just gathering money from invitees. Another goal may be to make all the attendants ambassadors of the product. This is a great marketing idea that has a long-term effect. It can also potentially bring more sales than the amount the host can record from the launching.

·       Analyze The Costs And Financial Implications

Part of the product launching plans for the gala must be the budget. No host wants to spend more than they can recover either in ticket sales or launched product income. Hosts should create a budget that details the event planning expenses so they can manage funds. Budget allows event planning to be clear as hosts can only spend on priorities. As a result, the host should take their time to list what they need and the amount they want to spend.

·       Choose A Ticket Price

As part of the products launch ideas, setting a ticket price is a great idea. For product launching gala, there is no need to have multiple ticket prices for different categories. All attendees should be considered equal and important. The ticket price does not have to be high because the host needs the attendees to spend on the product later. A ticket pricing system makes the gala looks exclusive. Hosts can also use a branded personalized or customized ticket.

·       Set Up Ticket Sales Method

Hosts do not want to frustrate attendees during the registration process. Simplifying the ticket purchase system is very important. It is advisable to set up a ticket sales system that is easy, fast, and convenient. This helps attendees a lot and also makes registration faster. In many cases, ticket sales might skyrocket if the process is super easy and fast. An online ticket sales method can work as long as the process is quick. Host should test multiple options.

·       Identify The Product Launching Method

How does the host want to do the product reveal? This speaks volume. The wrong method at the wrong time can make the whole product launch plans go wrong. A typical launching method is inviting every attendee to the stage to launch the product. The host can also make it simple by providing a personalized launching system attached to an online payment.

·       Target Your Invitees

To record enough income from product launching, having certain people in the event is crucial. No host wants to invite people that do not have interest in that business field or that may not launch. Hosts must run a check on potential invitees to see if they are best fit for the event. Targeting invitees can help hosts secure attendants who wouldn’t mind emptying their pockets to launch the product.

·       Seek Sponsorships

A gala is a classy event that requires a lot of preparations and expenses. More so, it is a product launching gala. So the host must create something special for the invitees. The atmosphere of the venue matters a lot. It is bad for business if invitees come into the venue and notice poor planning or mediocre gala management. If they are there to spend on launching a product, the best the host could do is to give them a memorable experience. Essentially, hosts should seek sponsors who can fund the gala planning and management.

·       Find A Venue

Venue like many other gala planning ideas passes a message to the invitees. It says a lot about the event setup and how topnotch the event is. The host should secure a venue that befits the purpose of the gala. The environment, setting, and structure of the venue should also be considered.

·       Select A Product Launching Theme

Galas are very unique due to the themes that usually accompany them. For a product launching gala, choosing a theme that fits the product or product industry is very crucial. The product launching theme can attract sponsors and attendees who are interested in the product.

·       Promote The Event

Product promotion before the launching day is not a bad idea. It is a strategy to attract more sponsors and attendants. Hosts can easily promote the event online through social media to give the public a taste of what to expect. This way, most invitees would not be afraid to pay the ticket price since they have caught a glimpse of the experience.

·       Sort Food And Drinks

Every gala has a rich atmosphere and that includes the food and drinks. It is not favorable if the invitees go hungry or are unimpressed with the catering services. The host can employ the services of a professional caterer to handle this department. Food, drinks especially cocktails should be available at the beginning of the event.

·       Don’t Forget Good Music

Gala is known for enjoyment, networking, and entertainment. The place of good music cannot be overstated. However, good music is not enough; the host must go for good music that complements the product launching event. Good complementary music brings good mood, and that’s how the money comes.

·       Employ Event Staff

Contracting event staff makes event planning and management easy and takes the burdens off the host. It is advisable to employ event staff to handle key areas like decoration, entertainment, catering, logistics, audio visual, and ticketing. The host obviously cannot manage all these.

·       Set Classy Event Activities

A product launch host cannot afford to make the event a boring one. The planning stage must include highlighting activities that entertain the invitees. Invitees need to be engaged, refreshed, and happy all through. Their mood is not what the host should joke with. Activities can be in the form of games, dancing, tricks, competition, raffles, etc.

·       Leverage Eye-Catching Decoration

The decoration of the event venue must be eye-catching. This is one of the elements that make the event generally attractive. Contracting an expert is advisable.

·       Use Branded Souvenir

Customized gift is one feature of a classy event. It is also a marketing strategy especially for product launching. Hosts should spend on branding the take-home gifts with inscriptions or materials that publicize the product launched.

·       Make The Event Exclusive

Exclusivity makes the invitees feel like VIPs. This can boost their interest in the event and make them spend more. The host should make the product launching gala exclusive and inform the invitees of the exclusivity.

·       Bring In Celebrities

Celebrities are crowd-movers. Promoting the product launch using them is one way to gather more invitees. It would be better even if the host can secure their presence during the launch. It adds glamor to the event.

·       Furnish The Public With Your Brand’s Accomplishment

The host must impress the audience before the launching. One way to do this is to share the brand’s progress and accomplishment during the event. The invitees are likely to give more if they are impressed with the brand. The same tactic goes for securing sponsors.

·       Allow For Networking

Gala events are not complete without a chance to network. The host must allow the space and time for invitees to meet one another and acquaint.


A gala event is an ideal event every host should consider whether it’s for charity, fundraising, project execution, or product unveiling. Not to worry about the stress of planning and management, SmartWorks helps hosts achieve their gala goals.

SmartWorks offers a complete spectrum of events management that covers:

  • Staff for all kinds of events (hostess, models, security, basic hands)
  • Venue selection
  • Off-site private gala dinner venue, restaurant selection, and management
  • Activity creation & management – leisure, cultural, team-building
  • Catering management
  • Transfer & Logistics management
  • Incentives
  • Latest AV solutions
  • Special decoration, design, and entertainment for all venues
  • VIP guests & motivational speakers
  • Exhibition design & Production
  • Housing & Registration



Key Points to Organize the Best Wine Tasting

If you are a wine lover, definitely you are familiar with one of the most popular activities: wine tastings. Next, you can see the key points to consider in organizing this type of event:

  1. Time: Preferably before meals; at 11:00 or 18:00
  2. Place: No parasitic odours (cooking, tobacco smoke, perfume); use tablecloths or a white table to facilitate visual view.
  3. Light: Daylight is ideal, but if electric light is used, normal bulbs are better than fluorescent lamps.
  4. Perfume: Although it is hard to be controlled, it is recommended to advise attendees in advance to avoid using perfumes as they alter the olfactory perception of wine.
  5. Decantation: It is necessary to decant red wines with grounds to eliminate, or simply to air them if they are produced with fewer years.
  6. Presentation: Serve the wines at the appropriate temperature. For “blind” tastings, you will have to hide the bottles and give them a number.
  7. Order: There is no perfect order, but, in principle, whites go before reds, dry ones before sweets, light ones before concentrates and simple ones before complex ones.
  8. Cups: the standard cup is called AFNOR; but if it is not available, you can use any cup that meets the minimum requirements for a proper tasting. It takes one drink per person for a “standing” tasting and a glass for each wine in a “sitting” tasting.
  9. Spittoons: individual containers for “seated” tastings and common containers in other cases, which can be cardboard boxes or wine boxes lined with plastic and filled up to half of the sawdust. It is also correct to empty the wine glass that is not going to be drunk in the buckets.
  10. Food: in the technical tastings, toasted bread or breadsticks are usually used (without flavours and with a little salt). By slightly altering the papillae, they are used to clean the palate, as well as water. In the case of tasting pairings, inform the attendees in writing of the various dishes that will be offered.
  11. Notes: Provide attendees with sheets of paper and pens for tasting notes in which each wine will be described.
  12. Talk: It is recommended that a person is in charge of directing the tasting, explaining the origin of the wines, the elaboration and performing the sensory analysis.

How to Choose the Best Catering Service for Your Event

The event is coming up and you still don´t know what to offer to your guests? In this post we will help you with some pro tips.

1. Select the type of service according to the timing of the event.

From early morning until 11:00 am: Breakfast or coffee break.

From 12:00 to 13:30 pm .: Classic brunch or finger food.

From 13:30 pm to 14:30 pm .: Lunch.

From 3:30 pm. to 6:30 pm .: The service can range from a snack or a coffee break to a light cocktail.

From 6:00 pm. to 8:30 pm .: In this hour interval, it is advisable to hold informal cocktails, accompanied by different drinks and snacks.

From 20:00 pm to 21:30 pm .: Dinner. Due to the culture of the attendees or the venue of the event, it must be adapted to the best time slot.


2.Take into account the intolerances of the attendees.

The catering company should consult with the event organizers about the intolerances of the attendees. They must also ensure the quality of the ingredients included in each dish to avoid possible contamination and subsequent problems in the cuisine served in the room.


3. Design the menu with convenient amounts of food.

Given to the importance of having your guests interacting and networking with one another, it is better to offer more options of smaller snacks rather than large copious


4. Quality over quantity.

The guests of company events are very demanding with the quality of the gastronomy, since they are used to this kind of events and they know what to expect from them. Its important for your event to meet their expectations.


Do you still have doubts? We can help you find the best caterer for your next event. Contact us!