A Gala Guide to Printing
There are so many ways to fundraise – at its simplest, you could host a lemonade stand or go door to door collecting pop cans. You could join your neighborhood’s annual yard sale or organize a charity walk (or run!) or send a personalized letter, but nothing says community and purpose like a well-planned gala. Simply put, galas over everything.
Let’s review what printed materials you may need to plan and host a proper gala or large-scale event, and then learn how Swift can help make all your printing dreams come true!
SAVE THE DATES & INVITATIONS
When you host an event, the first impression that your potential guests will have is the initial save the date, invitation, or announcement. It’s critical to make this memorable, and opting for an impressive printed piece can do just that.
A save the date should go out at least three months in advance. For this, a postcard will do if you have a smaller budget because you can save on postage. If your list includes 200 or more households, you may want to consider letting Swift Printing Company handle the mailing (ask for pre-sort standard!).
For galas, a formal invitation is a must. It’s part of the vibe! One of our first questions will be about how you’re planning to accept RSVPs and donations. If you opt for digital RSVPs and accept online donations, you can save on a reply envelope (and a stamp if you want to provide that!) as well as a donation envelope. However, we’d recommend doing a mix in order to meet the needs of your varied guests. Some options for this could be:
Printed invitation + digital RSVP + online donation or mail-in donation
Printed invitation + mail-in RSVP + online donation or mail-in donation
Printed invitation + mail-in or digital RSVP + online or mail-in-donation
You’ll notice that we included online and mail-in donations for all three options. Meet your people where they are! Some love mailing a reply and some prefer to enter information online. Offer options so that your guests can choose what works best for them, and don’t give anyone an excuse to not attend or send a donation.
If you want to go for something a bit fancier, ask about foil or embossing. This can add time to the production schedule, but if planned in advance, it will really make your invite next level! Learn more about printing timelines here.
Plan to send your invitations at least four to six weeks in advance.
EVENT SIGNAGE: WELCOME & WAYFINDING
By the time of your event, you’ve probably toured the venue at least a dozen times. As a result, where to park or where the bathrooms are or how to find the coat room are just not on your radar. Keep your guests at ease with directional signage in view from when they put their car in park (or arrive in their Uber!) until they find their seat.
Consider walking the venue as if you are a guest arriving for the first time or bring a friend who is unfamiliar with the venue. Take notes of the questions that arise and where you may need to develop signage to help direct guests.
If you’re having an event where parking can be a challenge to find, having yard signs or sandwich boards printed and placed along the street is critical.
Swift Says: Keep your outside signs neutral and free of specific dates, times, or branding that may change so you can save and use them for other events or for the same event the following year. The earth thanks you!
NAMETAGS, PLACE CARDS, PROGRAMS, OH MY!
It might seem simplistic, but nametags are something to really consider. If you have table assignments and a seating chart, consider how someone will know where they should sit. A few ideas for this include:
Color-coded dot stickers or table numbers on nametags
A seating chart board posted at entrances with names and table assignments, then a place card at their seat
Ushers or volunteers to walk guests to their assigned seats
If you go the route of sticky name tags, consider customizing the design to the event and pre-print them. Then don’t forget markers and extras for guest who show up without rsvping (or accidentally got misspelled) and choose a low tac option so they aren’t too sticky. If you choose reusable name badges, have baskets at the exits and ask your guests to drop their name badge in so you can reuse them for the next event (and the one after that, too!).
Swift Says: Send your RSVP list in an excel document and we’ll pre-print them and you just need to lay them out on the table.
An example of a seating chart sign by the Grand Rapids Urban League’s 2023 Martin Luther King Jr Breakfast event in Grand Rapids, Michigan. On the back of the sign I’m holding has all the table numbers and it’s a welcome prop.
Your tables need a centerpiece or table tent – or both! You can make these different for each table if you want to get creative and give a nod to your event theme. Our favorite is a new twist on the classic table tent – it has three panels to make a triangular tube. It stands on its own and really makes a statement! At Swift Printing Company, we also offer assembly so we can have these table tents scored, folded, and boxed up for you to transport directly to your event and onto tables. Work smarter, not harder, friends.
If you’re on the hunt for something different or more memorable to put on the table, you could try a custom paper charger or placemat. We saw this concept first at an art dinner on Grand Rapids’ West Side featuring work from eight artists. Everyone at the table had their own unique design and it looked super cool (see photo proof below).
Everyone from Grand Rapids love The Calder, did you know it means the Great Swiftness? Learn more about this artwork here
Upon arrival, you’ll have your guests asking each other “what’s next?” Giving your guests an agenda and what to expect for the morning or evening will set everyone at ease. You could consider a paper program handed out upon entry or at their seats that outlines the agenda and also highlights your valued sponsors or other important details.
You can get really creative with a program – combine it with facts from your yearly impact report (or include the whole darn thing!), feature a tear-off or slip-in donation remittance envelope, a branded sticker, or a thoughtful note from your president or executive director. If you work with children, you could even feature artwork done by those your organization serves.
Curious about envelopes? We have a blog for that. Read all about envelopes!
LARGE FORMAT PRINTING
Yes, we can make it bigger. At your event, you may want to set up easels with 24 by 36-inch foam core posters to highlight accomplishments, share renderings of a new space or building project, recognize sponsors or top donors, or thank guests for coming. These also provide a great backdrop for photos and an opportunity for you to connect deeper with your audience.
DON’T FORGET TO SAY THANK YOU
We have a friend who wasn’t allowed to cash her checks from graduation until thank you notes were signed, sealed, and delivered. While this may not be possible for your organization, it’s good practice to make sure that you have a plan to say thank you to your guests and especially to those who generously give back.
We recommend a tiered system. For example, major sponsors and donors over a certain dollar amount get a handwritten note from the executive director, all donors get a mailed letter, and all guests get a thank you email.
For your mailed pieces, especially if you’re sending handwritten notes, branded stationery is a nice touch.
At Swift Printing Company, we can print everything from invitations, save the dates, table tents, and large format projects. We are your one-stop-shop for every event printing need (even the ones you don’t know you have yet!).
