- 1). Organize a gala planning committee. Hosting a Christian ball requires a team of people with clear responsibilities to ensure pre-event details are accomplished as well as day of event tasks.
- 2). Set a date for the ball. Large galas take longer to plan and require more lead time. A year in advance is often the benchmark used to plan large gala events. Check local event calendars to avoid date conflicts.
- 3). Choose a venue for the gala. Renting outside space, i.e. hotels or banquet halls can be expensive. The number of guests will be a determining factor for the type of venue needed. Have an idea of the estimated guest size when choosing a venue.
- 4). Vote on a theme for the Christian ball. Décor, entertainment, food and beverages can all be theme related to compliment the event. The theme will help determine if guest speakers are needed or if social or musical guests are suitable entertainment.
- 5). Decide what the entertainment will be. A live band, choirs or a comedian are examples of the type of entertainment appropriate for a Christian ball. If the gala is a fundraiser, musicians and other entertainment acts might donate their time for the event.
- 6). Create an event budget for the ball. A list of actual and estimated expenses should be listed. A budget will give planning members parameters to stay within during the planning process. A bulk of the budget will be allocated to the venue and food and beverages as these are normally per person charges.
- 7). Begin creating marketing materials to promote the ball. Flyers, invitations, tickets, announcements and e-vites are examples of different promotional items. Ticket prices should be calculated based off of the total cost of the event.
- 8). Contact members of the press to garner a press presence and coverage for the Christian ball. Press releases should be created and distributed followed by a formal invitation. A professional photographer should also be hired to photograph the event.
- 9). Organize a group of volunteers to help on the day of the event. Volunteers can help with guest registration, ticket collection, seating, coat check and any other area as needed.
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Create a day of checklist to make sure all tasks have been completed leading up to the day of the ball. Touch bases with all participating vendors to ensure orders are correct and confirm delivery times. Conduct a last minute walk-thru the day before the event and make sure set-up is correct. All planning members should attend so that everyone is prepared for the actual event.
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