Gala AV Checklist for Charlotte Nonprofits
Sound, screens, lighting and staging for your nonprofit gala, in one checklist. What to plan before the mission video, the live auction and the ask.
A nonprofit gala has two jobs. It has to feel like a special occasion for your guests, and it has to deliver the program: the welcome, the mission video, the honorees, the live auction and the ask. If a microphone cuts out during the paddle raise or the back tables can't see the video, the room loses its focus right when you need it most.
Audio, video and lighting are what hold the program together. Use this checklist to plan your gala AV, whether it's your first event or your fifteenth.
1. Start with the run of show
Before you think about equipment, write down everything that happens on stage, in order. Who speaks, for how long, and do they need slides or a video? When does the auction start? Is there a band or DJ after dinner?
Your AV plan comes from this document. It tells your production team how many microphones you need, when screens switch, where spotlights go and when the room changes from program mode to party mode. Share it early, and share every update.
2. Sound everyone can hear
Bad sound is the fastest way to lose a room. Plan for:
- A podium microphone for scripted remarks
- Wireless handheld microphones for the emcee, auctioneer and honorees
- Speakers sized for the room, so the back tables hear as clearly as the front
- Background music during arrivals, dinner and transitions
- A dedicated sound tech running the board the entire program
That last one matters. Someone should be watching every microphone, every cue and every speaker in real time.
3. Screens the whole room can see
Your mission video is often the emotional peak of the event. It deserves a screen everyone can see clearly.
- An LED video wall is bright enough for a lit ballroom and big enough to be the centerpiece of your stage. You can choose from ATG LED walls in several sizes, up to 9' x 16'.
- 65" TVs work well as side screens for the back of the room or as sponsor displays.
- A projector and screen is a good fit for smaller rooms.
Screens also carry sponsor slides, live auction items and bid totals, and live camera shots of speakers. Custom motion graphics in your organization's colors tie it all together.
4. Lighting for the program and the photos
Lighting does two things at a gala: it sets the mood, and it tells guests where to look.
- Uplighting around the room in your brand colors
- Moving heads that act as spotlights for speakers and honorees, then turn into dance floor lighting later
- Pin spot lighting on centerpieces so the tables look as good as the stage
- A custom monogram with your logo or event name on a wall or dance floor
- Stage lighting so speakers look good in person, on screen and in photos
5. Staging
A stage puts your speakers where everyone can see them and gives the room a focal point. You can choose a white, black or LED stage, and pipe and drape can frame the stage or hide service areas.
6. Plan for the ask
The fundraising moment needs special attention:
- Rehearse the transition into the ask with your emcee and AV team.
- Have the mission video cued and tested.
- Decide in advance whether bid totals or a giving thermometer appear on screen.
- Light the room so guests can see each other's paddles go up.
7. Interactive moments
A few ideas get the whole room involved. A roaming Social Booth captures guests at their tables, so nobody has to leave the program to get a photo.
8. Online donors and remote guests
If supporters can't be there in person, consider live streaming the program so they can watch and give from home. Your in-room audio, video and live broadcast can all run from one crew. See our live streaming page for more.
9. The after-party
Many galas end with dancing. If yours does, your guests can move straight from the program to the party with a DJ, dance floor lighting, a photo booth or a silent disco, all handled by the same team.
10. Load-in, venue rules and timing
- Confirm load-in and load-out times with your venue.
- Ask about power, rigging points and any in-house AV requirements.
- Schedule a sound check and a full tech rehearsal with speakers if possible.
- Build in extra time. Things go wrong, and your guests should never see it.
11. One team, one call
The simplest way to avoid gaps is to have one team handle sound, video, lighting, staging and entertainment. One plan, one point of contact, and nobody pointing fingers on event day.
This is the kind of event we love being part of. Our third year with Curetivity at Trump National is a good example: the gala raised over $700,000 for pediatric cancer research benefiting St.
FAQ
What AV do I need for a nonprofit gala? At minimum: microphones, speakers, a screen for the mission video and slides, basic stage lighting, and a tech to run it all. Most galas also add uplighting, an LED wall and spotlights for honorees.
How much does gala AV cost? It depends on the room size, the number of screens and microphones, and how much lighting and staging you want. Every ATG quote is custom and includes setup, breakdown, planning and travel.
Can you show our sponsors on screen? Yes. Sponsor slides and logo loops can run on the LED wall or TVs during arrivals, dinner and breaks.
Do you provide a DJ for the after-party? Yes. The second half of your event can have a DJ, dance floor lighting, photo booths and more, all from ATG.
Let's make your gala shine
Learn more about our gala and fundraiser production, LED walls and staging, and everything we do for corporate and nonprofit events.
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