How to get Organised for a Gala or a Fair:
The Easy Gala Guide

Local community galas can be useful for small nonprofit fundraising, even when budgets are tight for everyone concerned.  This easy gala guide helped us at short notice and may be of help to you for your local gala or fair.

The Easy Gala Checklist PDF (2 pages)

Easy Gala Guide

We're sharing this guide with you in case it helps your next gala day, and there's a handy checklist to download - both were generated with the help of our AI ChatBot, Aileen so do make sure they are relevant to your situation and event, and we don't accept responsibilities for any errors or omissions - use at your discretion.

We asked Aileen how to run an outdoor community gala event, here's the output we got:

Organising a community gala event can seem like a big job, especially at short notice like we had, but with a clear plan and checklist, you can make it happen smoothly - even on a tight budget!

This guide is designed for community groups and organisations that want to raise awareness, sell items, promote their services, and bring people together for a fun day out (rain or shine, as is typical with the British summer!).

1. Planning Your Community Gala Event

Decide on the Purpose

• Is it to raise funds, promote local services, or bring the community together?
• Who is your target audience? (Families, local businesses, schools?)

Set a Budget

• List all expected costs (venue hire, insurance, food stalls, entertainment, marketing, etc.)
• Keep it low-cost by using volunteers, donated resources, and community sponsorships

Gather a Team

• Involve local groups, volunteers, and organisations to help plan and run the event
• Assign tasks such as marketing, setup, entertainment, and fundraising

2. Choosing the Location

Find a Suitable Outdoor or Indoor Venue

• A park, field, school grounds, or community hall are great low-cost options
• Check for shelter options in case of rain (gazebos, marquees, indoor space backup)
• Make sure it is accessible for pushchairs, wheelchairs, and elderly guests

Permissions and Paperwork

• Check with the local council if you need permits
• Ensure you have public liability insurance
• Arrange for first aid cover if necessary

Power and Facilities

• Will you need a generator for power?
• Are there public toilets available, or do you need to hire portable ones?
• Organise waste disposal and recycling bins

3. Picking a Date and Time

• Choose a date that doesn’t clash with major local events
• Consider a weekend or school holiday for a better turnout
• Plan for unpredictable weather—wet weather gear, covered areas, and backup plans!

4. Theme and Attractions

Plan Your Activities

• Stalls for local businesses, charities, and community groups
• Games, raffles, tombola, and craft activities
• Entertainment such as live music, dance performances, or storytelling
• Food vendors—think BBQs, cake stalls, and budget-friendly snacks

Decorations and Branding

• Simple and homemade decorations can add fun without breaking the bank
• Use banners and posters to highlight the purpose of the event and key groups

5. Organising the Programme

• Create a timetable of key activities
• Keep it flexible in case of delays or unexpected weather
• Have an announcer or MC to engage the crowd and promote different activities

6. Food and Drink

Affordable Catering Options

• Invite local businesses to set up stalls
• Encourage homemade cakes, sandwiches, and drinks for fundraising
• Consider picnic-style events where people bring their own food

Think About Dietary Needs

• Offer vegetarian, vegan, and allergy-friendly options
• Have plenty of water stations available

Licensing

• If selling alcohol, check licensing rules with your local council
• Keep alcohol separate from children’s areas

7. Marketing and Publicity

Get the Word Out!

• Use free promotion - social media, local noticeboards, community websites
• Ask local radio and newspapers to cover the event
• Hand out flyers at schools, community centres, and local businesses

Engage the Community

• Encourage local groups to spread the word
• Use a Facebook event page to keep people updated
• Offer early-bird deals or raffle prizes to attract attendees

8. Fundraising and Sponsorship

Sponsorships from Local Businesses

• Offer businesses a stall or advertising space in exchange for donations
• Ask for raffle prizes or sponsored activities

Fundraising Ideas

• Charge small fees for funfair-style games
• Hold a sponsored walk or bake sale leading up to the event
• Organise a ‘guess the weight’ or ‘name the teddy’ contest

9. Logistics and Setup

Plan the Setup

• Have a layout map for stalls, entertainment areas, and facilities
• Arrange for tables, chairs, and gazebos (borrow from local groups if possible)
• Make sure paths are clear and signposted

Power and Equipment

• Check where plug sockets are or arrange for generators
• Test PA systems, music equipment, and microphones

Money Handling

• Have a cash float for change
• Consider using a card reader for contactless payments
• Keep all money secure with a designated treasurer

First Aid and Safety

• Have a first aid kit and a trained first aider on site
• Make sure all fire exits and emergency routes are clear
• Arrange for security or stewards if needed

10. Running the Event

On the Day Checklist:

• Arrive early and set up before guests arrive
• Check that all stalls and activities are ready to go
• Ensure everyone knows their role for the day
• Have someone on standby to manage unexpected issues
• Make sure to take lots of photos and enjoy the day!

11. After the Event

Tidy Up and Pack Away

• Arrange waste disposal and recycling collection
• Return borrowed equipment
• Thank volunteers and stallholders for their help

Follow Up and Feedback

• Ask visitors what they enjoyed and what could be improved
• Gather feedback from stallholders and volunteers

Final Finances

• Count money raised and note where it came from
• Pay any outstanding costs
• Keep a record for future events

Final Tips for Success

• Start planning early – last-minute organisation leads to stress!
• Work with the community – involve local groups and businesses
• Be weather-prepared – have waterproof gear and covered areas
• Keep it simple – don’t overcomplicate things, fun and engagement matter most

With this guide, you’re ready to organise a fantastic community gala. Enjoy your event, rain or shine!

Or 'Ask Aileen' Yourself