Gala Circle (Goal is 20 participants)
Renew and three more Consider Ringers
Underwriting
ACTION ITEMS development
ACTION ITEMS
Table Sponsorships
Promote yearbook, rings and tickets
Reach out to Alumni
Live Auction Items
Community Ticket?
2025 Gala Timeline
February 2025
● Week 1 (Feb 1-7):
○ Finalize goals and budget
○ Finish venue confirmation.
○ Outline gala program (schedule of events, performances, awards, etc.).
○ Develop a list of potential sponsors and begin outreach
○ Start Gala Sponsorship Circle recruitment ($1,000 per member; goal: 20 members)
○ Begin brainstorming live auction ideas
○ Deposit for Auctioneer
○ Deposit for venue
● Week 2 (Feb 8-14):
○ Confirm keynote speakers, performers, and honorees (if not done already).
○ Develop invitation design and prepare for approval
○ Continue securing Gala Sponsorship Circle members.
● Week 3 (Feb 15-21):
○ Begin drafting underwriting sponsorship outreach materials and outreach plans
○ Finalize live auction ideas and start soliciting contributions.
○ Finalize marketing materials for ticket sales
● Week 4 (Feb 22-28):
○ Send formal invitations (website, digital and print).
○ Open ticket sales and create RSVP tracking system
○ Confirm vendors (catering, AV, decorations, etc )
○ Finalize Gala Sponsorship Circle recruitment strategy.
○ Confirm French Gourmet
○ Confirm AV
March 2025
● Early March (Mar 1-7):
○ Begin active underwriting sponsorship outreach (Development Committee)
○ Promote ticket sales via social media and email campaigns.
○ Reach out to media outlets for event coverage opportunities
○ Draft event scripts (emcee, award presentations, etc )
● Mid-March (Mar 8-21):
○ Continue underwriting sponsorship outreach; set a deadline for commitments by March 31.
○ Secure live auction items and finalize structure
○ Host a Development Committee meeting to review progress on sponsorships and Gala Circle recruitment.
● Late March (Mar 22-31):
○ Finalize event branding and signage.
○ Host a brainstorming session to finalize live auction ideas by March 31
○ Final push for ticket sales and sponsorships
April 2025
● Early April (Apr 1-7):
○ Proof and finalize printed materials (programs, signage, yearbook station)
○ Confirm logistics for all vendors (setup times, deliveries, etc.).
○ Continue promoting ticket sales.
● Mid-April (Apr 8-21):
○ Finalize Gala Sponsorship Circle members and confirm benefits.
○ Schedule pre-event walkthrough or rehearsal with key staff and volunteers
○ Prepare volunteer training materials
● Late April (Apr 22-30):
○ Finalize seating chart and RSVP lists
○ Create guest packets and name tags
○ Confirm AV requirements and finalize entertainment schedules.
May 2025
● Early May (May 1-10):
○ Send reminders to attendees.
○ Begin venue setup preparations
○ Test AV equipment and confirm day-of logistics
● Week of Gala (May 11-15):
○ Conduct final walkthrough at the venue
○ Deliver all materials (live auction items, programs, signage, yearbook, rings) to the venue.
○ Finalize and distribute event scripts
● Gala Day (May 16):
○ Oversee setup and ensure smooth execution of the event.
○ Host Gala Sponsorship Circle members and sponsors prominently
● Week After Gala (May 17-23):
○ Deadline for yearbook inclusion (May 23)
○ Begin compiling yearbook materials and create production schedule
○ Send thank-you notes to sponsors, donors, and volunteers.
Guidelines for Successful Small Donor Cultivation Parties
Purpose:
Small donor cultivation parties are intimate gatherings designed to engage, educate, and inspire potential donors. These events focus on fostering meaningful relationships, showcasing the organization’s mission, and creating opportunities for future giving
Planning and Execution Guidelines
1. Define the Event’s Goal:
● Clarify the purpose of the gathering: Is it to introduce new donors to the organization, deepen relationships with existing donors, or raise awareness about a specific project?
● Set realistic fundraising or engagement targets.
2. Select an Engaging Theme:
● Choose a theme that aligns with the organization’s mission
3 Choose the Right Host:
● Engage board members, committee members, or long-time supporters to host Their personal connections and enthusiasm can greatly influence attendance and engagement.
4. Keep It Intimate:
● Limit attendance to create a more personal and impactful experience. Aim for 10-20 attendees, depending on the host’s comfort and space
5. Showcase Impact:
● Share success stories or testimonials from beneficiaries of donor support
● Include a brief presentation or performance highlighting the organization’s mission.
6. Facilitate Personal Connections:
● Encourage conversations between attendees and key stakeholders, such as board members, artists, or program participants
● Provide name tags and icebreakers to make networking easy
7. Have a Clear Call to Action:
● Decide on the desired outcome: Is it donations, sponsorships, ticket sales, or something else?
● Share materials like donation forms, subscription brochures, or QR codes for immediate action.
8. Follow Up:
● Send thank-you notes within 48 hours of the event.
● Share updates or outcomes related to the event’s purpose
Questions to Guide the Development Committee
Event Purpose:
1. What specific outcomes do we hope to achieve from this event?
○ Sponsorships?
○ Donor Event Ticket Sales?
○ Build personal connections?
○ Encourage donations or memberships?
2. Who is the target audience?
○ New donors?
○ Existing small donors?
○ Potential supporters with connections to our mission?
Logistics:
3. Who can host or sponsor the event? Are there individuals with ideal spaces or connections?
4. What kind of theme or activity would appeal most to our target audience?
5 How can we ensure the event is intimate yet impactful?
Engagement:
6 What stories or successes can we highlight to showcase the impact of donor support?
7 How can we involve ensemble members, beneficiaries, or volunteers in the event to add a personal touch?
8 How will we share the organization’s mission in a compelling and memorable way?
Follow-Up:
9 How will we thank attendees and continue engagement post-event?
10 What materials or resources will we provide for attendees to take action immediately or later?
Additional Tips for Success:
● Personal invitations from hosts or committee members can boost attendance
● Providing refreshments or small tokens of appreciation (e.g., branded items, keepsakes) can enhance the experience
● Focus on storytelling and authenticity these are key to building trust and connection
1. Reflections & Revelations: A Musical Journey Through the Decades
● Theme: An intimate evening where Schick, Patel, Khaefi, and Chase reflect on pivotal moments in LJS&C's history, share personal memories, and discuss the evolution of the organization.
● Setting: Hosted at a donor's home with a cozy, elegant ambiance Set the tone with archival photos and music from past seasons
● Special Elements:
○ A Q&A session with the guests of honor
○ A mini-performance or demonstration by one of the conductors or musicians.
○ Exclusive anecdotes about behind-the-scenes moments in performances and collaborations
2. The Sounds of Legacy: Unpacking the Past, Present, and Future of LJS&C
● Theme: A roundtable-style salon where each guest speaker discusses a specific era or theme related to their time with LJS&C, followed by their vision for the organization's future
● Setting: A modern, art-filled home with refreshments inspired by global music cultures to represent LJS&C’s diverse programming.
● Special Elements:
○ Short video clips of milestone performances.
○ Guests can bring their favorite LJS&C memory or program to share with the group
○ A toast to the next 70 years, led by conductors or another guest of honor.
3. Conductors' Secrets: The Art and Craft of Shaping a Symphony
● Theme: A rare behind-the-scenes look at what it takes to bring a symphony to life, featuring conductors sharing insights on conducting, working with musicians, and crafting memorable performances.
● Setting: A grand living room or outdoor space with a piano or other instruments for demonstration.
● Special Elements:
○ Live conducting demonstration where attendees can “conduct” under guidance
○ Anecdotes about their favorite and most challenging pieces to lead.
○ Opportunity for attendees to ask technical or artistic questions about conducting
4. Musical Milestones: A Celebration of the Gala’s Legacy Theme
● Theme: A nostalgic and forward-looking salon where the conductors reminisce about the most significant milestones of their time with LJS&C and reveal what excites them most about the gala and beyond
● Setting: A beautiful estate with a display of gala memorabilia, such as programs, photos, and videos from past anniversary events.
● Special Elements:
○ A toast to the gala’s theme, “Tides of Time ”
○ Conductors highlight how each donor's contributions have directly impacted LJS&C’s growth
○ Preview of an exclusive gala performance or a snippet of a newly commissioned piece
