Gala Dinner Checklist: 25 Things Planners Forget

Most gala dinners go wrong in small ways, not big ones: a microphone that dies during the CEO speech, an award winner who cannot find the stage, a table with no vegetarian option. Here are 25 details we check before every gala dinner we run in Hanoi.

Before the event

• Confirm the purpose of the evening with leadership
• Final headcount date agreed with the venue
• Dietary requirements collected with registration
• Seating plan, including VIP and award winners near the stage
• Dress code in the invitation, at least three weeks ahead
• Bilingual invitations if needed
• Transport plan for arrival and the ride home
• Run of show shared with the venue, AV team and MC

Stage and technical

• Enough wireless microphones, plus spare batteries
• Lectern microphone for speeches
• Walk-up music for each award
• Slides tested on the venue’s screen, in the right format
• A confidence monitor for speakers
• Lighting on faces, not only on the backdrop
• A technical rehearsal before guests arrive

On the night

• Someone at the entrance to welcome guests and guide them
• Photo wall ready before the doors open
• Trophies and certificates lined up backstage in award order
• Presenters briefed on where to stand and exit
• A show caller who keeps the timing
• Food service paused or quiet during key speeches
• A plan for the lucky draw: tickets, box and prize table

After the event

• Lost and found plan
• Thank-you message and photos shared the next day
• Debrief with your team and suppliers while it is fresh
• Survey to learn what guests enjoyed

Why a run of show matters

Almost every item on this list comes back to one document: the run of show. It tells the MC, the AV team, the venue and your own team what happens, when, and who is responsible. If you only prepare one thing in detail, prepare that. We explain more on our gala dinner and year-end party page.

Frequently asked questions

How many microphones does a gala dinner need?

At least two wireless handheld microphones for the MC and presenters, a lectern microphone for speeches, and spares.

When should we do the rehearsal?

On the day, after the stage and AV are set up and before guests arrive. Allow at least an hour.

Who should run the timing on the night?

A dedicated show caller who works with the MC and AV team, so your own team can host guests.