When something feels “off” during a gala, it’s usually a breakdown in communication between the many moving parts behind the event. In this post, Shannon explores the roles that make up a successful fundraising gala and what happens when those lines start to blur. Through real-world examples, she shares how being observant, while still respecting structure, can make the difference between a smooth event and a frustrating one.
How many times have you been told to “stay in your lane”? For example, an event planner who recommended live auction items, or an AV company that talked to you about centerpieces. There are so many roles that are included in putting together a gala. Let’s talk about them and their responsibilities, and then what happens when they don’t “stay in their lane”?
The Three Core Roles Behind a Successful Fundraising Gala
There are three core categories in regard to a fundraising gala:
ONE: Revenue Strategy (Consultant + Development + Procurement)
These are the teams that will be focusing on pre-event. They’ll be working on sponsorships, table captains, pre-commits, and matches. This is an important core group, and it’s better to have 4–5 strong leads rather than 10–12 volunteers.
Development Director
Chairs/Co-Chairs
Committee
TWO: Room Energy (Auctioneer + Emcee + AV)
This will be the team that is consulting with you and developing your timeline, script, and assisting in the live auction acquisition. They are the team that will be energizing the room and creating momentum to raise money.
AV – Production Team
Stage Manager
Entertainment
Fundraising Team
THREE: Execution (Planner + Ops + Volunteers)
This core group will be the creative team that will not only be planning the evening, they’ll also be making it happen from registration to donating to settling it up.
Event Planner
Volunteers
Venue and Catering
When “Staying in Your Lane” Starts Hurting the Event
But the whole point of this article is, should you or should you not stay in your lane? As a fundraising consultant and auctioneer, I have an opportunity to see a lot of things that can happen, and many things that I can fix. But have I gotten in trouble for not “staying in my lane”?
The answer is yes….
The registration lines were long, and donors were getting frustrated with the wait. I pulled aside the banquet captain and had them serve drinks and the appetizers to those waiting. Happy donors spend more money. But… I didn’t stay in my lane.
As a planner or development director, do you appreciate the intuitive steps to keep your guests happy? Or do you get frustrated that your fundraising auctioneer didn’t stay in their lane?
Here are some other examples:
- The bar lines are long in the reception area, but there are two more bars in the ballroom that will be open in 30 minutes. Do you keep your guests waiting, or do you break protocol and open the ballroom early to keep your guests happy?
- You walk into the ballroom and see a room full of ostrich plume centerpieces that the decorator is so proud of. The decorator just left. Do you leave them and block the view of numerous guests, and possibly impede your fundraising? Do you move the ones in front to the outside edges in order to see the bid cards? Do you find the chair or Development Director and drop the concern on them?
- You’re getting ready to start the Special Appeal (aka Fund A Need or Mission Moment) and wait staff is entering the ballroom to start coffee service. Nooooooo!!!!! How do you stop it? Do you head them off and pull them back? Do you find the Banquet Captain and share your concerns?
Are you seeing the problem here? You identify an issue that needs to be addressed, but what then? How do you follow protocol and still get something done in a quick manner?
As a side note, consider whether your Room Energy Team has the experience to recognize these moments and respond with confidence. When you have people in place who can spot potential issues early and offer solutions, it gives you options and helps prevent small challenges from turning into stressful situations.
Communication Is What Keeps Everything Running Smoothly
COMMUNICATION!
By communicating with your team, you’ll find out what you can “get away with.” It’s absolutely critical to have THE TALK with the team members you’re working with. There are many individuals you’ll deal with who tend to own their positions and will not want you to take any kind of privileges.
But here’s the deal! You have to communicate with them to see if they’ll allow you to make those kinds of decisions. By talking and sharing possible issues that can happen that night, you’ll alleviate the hard debrief after the event. You’ll miss the comments that you “overstepped your bounds,” or the “you took liberties that you shouldn’t have” when you are getting feedback.
But WAIT!!! Let’s back up and see how we can all play in the sandbox together. Let’s go back to the examples above and see how those could have been addressed with “staying in our lane.”
In the case where I didn’t stay in my lane, I could have touched base with the Development Director and given them the idea of sliding over the drinks and apps to the donors in line. If he or she liked the idea, I could have offered to assist by finding the banquet captain. And if they said no, they could handle it? Back away… I could have just backed away and utilize the time to build relationships with the guests.
Now for the examples:
- Check in with the Committee Chair OR Development Director (the contact person you’ve been dealing with) and give them recommendations. Again, share the idea. However, if they do not want to, then back away. Learn to offer ideas but walk away if those ideas aren’t received well.
- Centerpieces, if the decorator is already gone, then go straight to the Development Director or Committee Chair and share the problem. Also, be prepared to offer solutions. If they are open to the conversation, great! If not, walk away…..do not engage. Just do your best to work around it.
- Ask first! Before making contact with the Banquet Captain to stall service, ask the Development Director or the Committee Chair. Also, by having this in your timeline/run of show, you can keep this from happening. BUT, if they miss it and start serving, make sure you’re going through the appropriate channels.
Stay in your lane… but be observant. That’s the key… By being observant and heading off challenges before they happen, you’ll be the Bell of the Ball. And remember to respect your chain of command.
If you’ve ever walked away from an event thinking, “that could have flowed better,” a strong timeline may be the missing piece. When you’re unsure how detailed it should be or how to structure the evening, it can leave too much up in the moment.
Start with this sample timeline to bring more clarity and confidence to your event planning.
written by…
Shannon Eason
CEO of Everything Gala &
International Auctioneer Champion
Shannon Eason, Founder and CEO of Everything Gala, is a dynamic and engaging force in the world of fundraising. As an International Auctioneer Champion, she’s mastered the art of captivating audiences—blending charisma, energy, and strategy to inspire generosity and help organizations crush their fundraising goals. A recognized expert in the field, Shannon has presented at workshops, seminars, and conferences from coast to coast, sharing her insights and passion for elevating fundraising events. Through Everything Gala, she partners with nonprofits, schools, and socially driven causes to turn purpose into powerful results.
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