A fundraiser gala has to welcome donors, tell the story of the cause, sell the auction items and keep people in the room long enough to give. Good gala lighting helps with every one of those jobs. This guide covers rentals a non-profit team or volunteer committee can set up itself, from color on the walls to your logo in light and a ceiling full of stars.
Key takeaways
- Uplights shine any color up the walls, and the uplighting cheat sheet suggests 24 uplights for 151 – 225 guests.
- A monogram light can project names, initials, logos or patterns, and the team emails a preview before shipping.
- Pin spots light up centerpieces, signs and displays, with 1-2 pin spots for each area.
- Rent My Wedding accepts purchase orders from qualified schools and non-profits.
Plan the light around the program
Whether your evening is a black-tie charity ball or a hotel dinner, the room changes several times in one night. Map out the program before you choose what to rent.
- Arrival and registration. Guests need to find the check-in table right away.
- Cocktails and the silent auction. The auction tables should be the brightest spot in the room.
- Dinner and the program. The stage and the screen need attention, and the tables should feel warm.
- The live auction or paddle raise. Everyone should be looking at the stage.
- Dancing. If the night ends with a band or a DJ, the light can get bolder.
Walk the venue with the events manager before you order. Ask how dark the room can get, where cords can run and when the committee can get in to set up.
Gala lighting that sets the mood
Color on the walls. Uplights sit on the floor and wash the walls in any color. The uplighting cheat sheet suggests 16 uplights for 76 – 150 guests, 24 for 151 – 225, 32 for 226 – 300 and 40 for 300+ guests. Place them 10 feet apart for a beautiful look or 5 feet apart for a dramatic one. The uplighting page also suggests using them to highlight specific areas like a registration area, which at a gala means the check-in table and the wall behind the stage.
Your organization’s colors are an easy choice, but a warm amber keeps dinner relaxed and a deep blue feels more formal. Our guide to wedding uplighting colors explains how each color changes a room.
A ceiling full of stars. The special effects page lists galas among the events that suit starry night lighting, which turns a dark ceiling into a star-filled sky. Most customers use 2-3 starry night projectors, and the farther away the light is from the wall or ceiling, the larger the area it will cover. Our starry night theme guide has more ideas for a night-sky look.
Pattern and texture. Texture effect lighting projects custom or pre-designed patterns onto walls, floors or ceilings, and the special effects page calls it perfect for weddings, galas and parties. The team emails you a custom design proof, then preloads your design onto the projector.
Put the cause in light
A monogram light is a gobo projector that shines custom designs, like names, initials, logos or patterns, onto walls, floors, ceilings or backdrops. Upload your organization’s logo or artwork, or choose from the design catalog, and the team emails a preview before shipping. The light arrives pre-loaded with your design, so you just plug it in.
A few places a logo works well at a gala:
- On the floor at the entrance, so every guest walks over it on the way in.
- On the wall behind the podium, so it shows up in photos of every speaker.
- On a plain wall near the bar, with the name of the event and the year.
If you would like to show a sponsor’s logo, get the sponsor’s permission first. Our guide to corporate event lighting covers logo projection in more detail.
Light the auction and the details
Pin spots put a focused beam on one thing. The spotlights page suggests them for centerpieces, welcome signs, seating charts and dessert bars, and it recommends 1-2 pin spots for each area that you want to highlight.
At a fundraiser, aim one at the top auction item, the donation display or the board that tracks progress toward the goal. In a dim room, a few bright spots tell guests where to look.
After the program
When the speeches end, moving spotlights can take over. They arrive preset to a light show, and their beams move to the beat of the music. Switch the uplights to a brighter color at the same time, and the ballroom feels like a new space.
If you would rather order one bundle, the Ultimate Lighting Package on the packages page includes uplighting, a custom monogram light and spotlights, in sizes based on the guest count. The small size, for up to 75 guests, has 10 uplights, 1 monogram and 1 spotlight, and the larger sizes add more uplights.
Payment and delivery
For qualified schools and non-profits, Rent My Wedding accepts purchase orders. Ask the team about the details before you order. There is no minimum order, so you can rent a single monogram light or light the whole ballroom.
Your rental package will arrive at least two days before your event, and the rental period is 5 days. Each rental includes setup instructions, and 24/7 support is available. Shipping is free both ways within the continental U.S. You can find more answers on the FAQs page.
After the event, repack everything in the boxes it came in, attach the prepaid return labels and take them to a physical FedEx location within two days. Never leave them in a FedEx drop box.
Good gala lighting does not need a production crew. Start with the walls, add your logo and light the things you want donors to notice, and the room will do some of the fundraising for you.
Planning a fundraiser gala?
Tell us about the venue, the guest count and the program, and the team can help you choose what to rent.
FAQ
How do you light silent auction tables?
Put a pin spot on each table or display you want guests to notice. The spotlights page recommends 1-2 pin spots for each area you want to highlight, and a warm uplight wash on the wall behind the tables makes the whole area stand out.
What is texture effect lighting?
It is a special effects light that projects custom or pre-designed patterns onto walls, floors or ceilings. The team emails you a custom design proof, then preloads your design onto the projector.
Does starry night lighting suit a gala?
Yes. The special effects page says starry night lighting is perfect for weddings, receptions, galas, corporate events, and any occasion where you want to create a unique and enchanting atmosphere. It is particularly popular for evening events.
People Also Ask
How do you light a gala dinner?
Keep it warm and low during dinner. Use uplights on the walls, a pin spot on the centerpieces you want to feature and dim house lights. Save brighter colors and moving lights for after the program.
What are good fundraiser gala ideas?
Choose a theme that ties back to the cause, project your logo or the event name at the entrance and light the auction items so they stand out. End the night with a dance floor, or a starry ceiling for a black-tie evening.
