Gala etiquette & FAQs

Gala etiquette is mostly about thanking people properly and not wasting their evening. The rest is a short list of Ontario rules on raffles and alcohol that committees often learn the hard way.

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Gala etiquette and FAQs.

Gala etiquette is mostly about thanking people properly and not wasting their evening.

The rest is a short list of Ontario rules on raffles and alcohol that committees often learn the hard way.

Hosting.

Doors to the ballroom when the run of show says, and the chair's welcome within ten minutes of guests sitting.

Keep speeches short: one per course, under six minutes each. Thank sponsors by name once, from the stage, and on the screens.

The ask.

Make it before 9 p.m. and right after the strongest stage moment of the night.

Arrange the lead gift beforehand so the first paddle goes up at the top level.

Raffles and auctions in Ontario.

Raffles in Ontario need an AGCO or municipal lottery licence, and lottery licences are only available to charitable or religious organizations.

Raffles and 50/50 draws with prizes under 50,000 dollars are licensed by the municipality; over 50,000, dollars by the AGCO.

Stewardship.

The gala ends when the last thank-you goes out.

Call the lead donor, the presenting sponsor and the chair within 48 hours.

Privacy and photography.

pipeda governs how private-sector organizations collect personal information, and Ontario has no private-sector privacy law of its own.

Collect only what you need from table captains and guests, say why, protect the list and delete what you no longer need.

The full guide, with tables and checklists, continues below this video.

Hosting

• Start on time. Doors to the ballroom when the run of show says, and the chair’s welcome within ten minutes of guests sitting.
• Keep speeches short: one per course, under six minutes each. Thank sponsors by name once, from the stage, and on the screens.
• Seat major donors and the presenting sponsor near the stage, with the gala chair or a board member at each key table.
• Publish the dress code on the invitation. In Toronto, “black tie optional” means a tuxedo or a dark suit and a gown or a cocktail dress are equally correct.

The ask

• Make it before 9 p.m. and right after the strongest stage moment of the night.
• Arrange the lead gift beforehand so the first paddle goes up at the top level.
• Name what each giving level funds. “$5,000 buys a pediatric monitor” outperforms “please give generously”.
• Thank every paddle out loud, at every level. Nobody likes to be the bid that is ignored.

Raffles and auctions in Ontario

Raffles in Ontario need an AGCO or municipal lottery licence, and lottery licences are only available to charitable or religious organizations. Raffles and 50/50 draws with prizes under $50,000 are licensed by the municipality; over $50,000, by the AGCO. Live and silent auctions are not lotteries and do not need a lottery licence. If your organization is not eligible, run an auction or a paddle raise instead. Check the current licence fee and conditions with the municipality or the AGCO before you print tickets.

Stewardship

The gala ends when the last thank-you goes out. Call the lead donor, the presenting sponsor and the chair within 48 hours. Send sponsors a report with photos of every element they paid for within two weeks. Follow up unpaid pledges within a week, warmly. Send all donors an impact update when the funded project is complete. In our experience, next year’s table sales are decided by this year’s follow-up more than by this year’s menu.

Privacy and photography

PIPEDA governs how private-sector organizations collect personal information, and Ontario has no private-sector privacy law of its own. Collect only what you need from table captains and guests, say why, protect the list and delete what you no longer need. Give photography notice on the invitation and at the door, and honour opt-outs.

Frequently asked questions

When should gala invitations go out?

Save-the-dates six to nine months ahead; invitations for individual tickets at 8–10 weeks. Table sponsors should be committed well before the invitations go out.

Do we need a licence for a raffle or a 50/50 draw?

Yes. A lottery licence is required and is only available to charitable or religious organizations: from the municipality for prizes under $50,000 and from the AGCO above that.

Do we need a licence for a silent or live auction?

No. Auctions are not lotteries and do not need a lottery licence.

Should the ask come before or after dinner?

Towards the end of dinner, before 9 p.m., while every guest is seated and attentive. After dessert and the start of the music, the room has already moved on.

Is a cash bar acceptable at a gala?

At a ticketed Toronto gala it reads as poor hospitality. Ask a sponsor to underwrite the wine and keep a hosted bar during cocktails.

How long should the program be?

In our experience, no more than about 45 minutes of stage time across the whole evening, excluding the entertainment set and the ask.

How do we handle guests who want no photos?

Put a photography notice on the invitation and at the door, offer a discreet badge or wristband for opt-outs, and brief the photographer.

What do we owe sponsors after the night?

Exactly what the contract promised, documented with photos in a report within two weeks, plus a personal thank-you from the chair.