Objective
To plan, manage, and deliver a high-quality fundraising gala event. This is a delivery-focused role. You will be responsible for taking the event from concept to execution.
Gala Event: Saturday, 28th November 2026
Scope of Work
Pre-Event Planning
* Source and secure venue
* Develop and manage event timeline and delivery plan
* Set up and manage ticketing process (freelancer is not accountable for ongoing ticket sales management)
* Coordinate guest list, invitations, and table allocations
* Support planning of fundraising mechanics (auction, pledges, donor engagement), providing operational support on the night as required.
* Conduct weekly check-ins with project lead to review progress, outstanding tasks, and any issues
* Finalize run-of-show draft and staffing/volunteer plan
Event Delivery
* Produce full run-of-show itinerary
* Lead all event logistics and coordination
* Manage suppliers, staff, and volunteers on the day
* Ensure a professional, high-quality guest experience
* Oversee delivery of fundraising activities during the event
Post-Event
* Distribute and collect attendee feedback via online form; include key insights in post‑event report.
* Deliver a full post‑event report including attendee feedback, suggested improvements, and key learnings
* Event delivered to a high professional standard
* Event delivered on time and within agreed budget
* Ensure a positive experience for attendees
* Freelancer present on the day to run the event
Payment Structure
Option (recommended): Hybrid model
* Fixed project fee
Payments will be made in milestones:
50% (Pre‑Event) – split into structured milestones:
* Clear event plan and timeline submitted
* Event concept agreed
* 10% – Venue & Date Secured
* Venue contract signed
* Catering, AV, and core suppliers booked
* Entertainment / Acts booked
* Contracts or confirmations in place
* Initial run‑of‑show draft created
* 10% – Ticketing & Guest Management Live
* Ticketing system set up
* Guest invitation process launched
* RSVP / guest tracking system in place
* Prepare feedback form template for post‑event distribution
* 10% – Final Event Plan & Run‑of‑Show Completed
* Detailed run‑of‑show completed
* Staff briefed of the event and their role for the evening
* All logistics finalized ahead of event
50% post‑event delivery (Final Payment) paid after successful delivery of the event, including:
* Freelancer present on the day to run the event
* Event executed as agreed in the plan
* Distribute and collect attendee feedback via online form; include key insights in post‑event report
* Suppliers managed and closed out
Note: Milestone payments are subject to satisfactory completion of agreed deliverables.
Person Specification
* Proven experience delivering fundraising gala events or charity dinners
* Experience managing on‑the‑day logistics and supplier coordination for large events is essential
* Strong project management and supplier coordination skills
* Able to work independently and take full ownership of delivery
* This is a standalone project role (not part of the core team)
* You are responsible for end‑to‑end delivery, not just coordination
* Applicants without direct experience delivering similar events will not be considered
* All pre‑event milestones are tied to deliverables fully under the freelancer’s control
* The freelancer’s physical presence on the event day is mandatory; final payment is contingent on this
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