Podcast – Episode 15: Gala Magic On & Off the Stage
In this episode of Auction is Action with U in it!, Bobby D. Ehlert sits down with Rob Gardinelli (host of the Fun & Fundraising podcast) to break down what creates true gala magic—not just on stage, but all around the room.
From designing golden goosebump moments through ethical storytelling to building a live auction that actually performs, Rob and Bobby dig into the behind-the-scenes planning that turns a standard gala into an experience donors remember—and talk about the often-missed piece that can make or break next year’s results: post-event guest engagement and gratitude.
If you’re a nonprofit leader, development director, or event chair, you’ll walk away knowing how to:
Build impact moments that lead to bigger paddle raise results
Prepare your live auction so donors arrive ready to bid (and give irrationally)
Use strategic seating and guest alignment to raise more and deepen relationships
Key Takeaways
Impact moments don’t “just happen.” You can design them—with storytelling, surprise moments, music, pacing, and intentional transitions.
Ethical, simple storytelling wins. Tell one story well, keep it “crayon simple,” and always show hope + transformation.
Auction success starts before the event. Marketing, visuals, clear details, and donor prep eliminate confusion and raise bids.
Avoid the “snow globe effect.” Don’t cluster all bidders near the stage—spread bidding energy around the room for a full-room heat map.
Auctions and paddle raises are different tools. Auctions are transactional (for a few); paddle raises are philanthropic (for many). Plan the transition.
Afterparty + post-event gratitude are where the long-term money lives. Follow up fast (24–72 hours), personalize outreach, and use handwritten thank-you notes.
FULL TRANSCRIPT
Bobby D.:
You are listening to the Auction is Action with U in it! podcast presented by Call to Auction—where our favorite four-letter word is S O D.
Rob and I have known each other for almost a year now. We’ve followed each other on LinkedIn and socials, and I’ve been a big fan of Rob’s podcast, the Fun & Fundraising podcast…
Rob:
Bobby, you’re the expert of being on the stage. I really admire your work…
Bobby D.:
Thank you. I’m actually on the road right after this to Las Vegas—I’m doing the keynote for their National Philanthropy Day tomorrow morning…
Agenda: Gala Magic On and Off the Stage
Bobby D.:
Today we’re covering: creating impact moments, auction prep and guest alignment, understanding audience makeup, making the auction magical, the transition to the afterparty, and post-event guest engagement—which is probably the most important part because it’s how you fundraise beyond the event.
Designing Impact Moments
Bobby D.:
Impact moments can be created through storytelling—video or in-person. I love dynamic storytelling, not just someone behind a podium.
One example: spotlight storytelling where storytellers are in the audience. One person stands, shares a quick impact moment… then another… then another. You can feel the golden goosebump moment building.
Impact moments can also happen during the live auction:
Surprise items
Upgrades (“but wait, there’s more”)
Video for items
Musical bumpers to keep energy up
If your guests leave saying, “I was at this gala and I saw this…” you won.
Rob:
Sometimes surprise auction items go for the most. That “But wait, there’s more” moment is powerful.
Ethical Storytelling That Moves Donors
Bobby D.:
Storytelling must be organic, authentic, and ethical. Your storyteller must be comfortable sharing their story.
And the key to telling one story… is truly telling one story. Keep it crayon simple. If your audience’s eyes glaze over, you lose them—especially after a beverage or two.
Rob:
If it’s not ethical and the storyteller isn’t comfortable, it can cross a line and feel exploitative. I’ve seen events go sideways when that happens.
Bobby D.:
Also—stories need hope. People don’t give for hopelessness. They give for hope.
Start Storytelling Before the Stage
Bobby D.:
Storytelling can start at the front door. It can happen in the connection hour. Then it takes hold in the ballroom.
Rob:
Theater and arts organizations can use performances to connect donors emotionally—especially if it ties back to a childhood memory or identity. Whatever story you tell must show a transformation.
Audience First: No Two Events Are Alike
Rob:
An event is like a fingerprint. No two are alike. Understand your audience and who you want in the room. Some million-dollar galas are designed around a theme, a headliner, even a dress.
Also: avoid copycat themes. Donors attend multiple events. If they’ve seen the same theme five times, there’s a diminishing return.
Live Auction Prep: Gone Are the “Just Throw It Out There” Days
Bobby D.:
People want to be informed now. They research. They compare. You need to market the auction before the event:
Social posts
Email previews
Beautiful photos + clear details
Any exclusions
Great copy that sells the sizzle
At the event, keep reinforcing the items:
Projector wall in the connection hour
Foam core signage
Program inserts
Items on the back of paddles
Strong PowerPoint visuals + video when possible
The more they know, the more they bid.
Rob:
How do you decide what’s live vs. silent?
Bobby D.:
Live auction items should be experiences—especially “in-home chef” packages. Silent auction is great for gift cards, memorabilia, golf foursomes, swag, and smaller-value items.
Consignment travel packages can work well—especially if you can sell multiples (“you’re going to Fiji!”). But what wins is inoptanium—something you can’t just book online.
Rob:
I’ve seen chefs go for more than jewelry or international trips. There’s something about hosting a chef at home—people will pay whatever it takes.
Auction vs. Paddle Raise
Bobby D.:
Auctions are transactional. Paddle raises are philanthropic. They’re not the same.
Paddle raises engage 100% of the audience. Auctions might engage 5–10% of bidders. That’s why the paddle raise matters.
Transition matters too. You can’t just go from bidding mode to “now give money.” You need storytelling to bridge it.
Also: set expectations in your marketing and program that you’ll be asking for money—surprise asks create resistance.
Rob:
And paddle raises let you clearly say what gifts do. That helps donors feel impact at every level.
The “Snow Globe Effect” and the Heat Map
Rob:
The snow globe effect is when all major donors sit near the stage, and the auction happens inside this bubble while the rest of the room checks out.
You want an evenly spread heat map—bidders around the room—so the auctioneer is engaging all sides and the whole room stays in it.
Strategic Seating: Fundraising + Relationship Building
Rob:
Seating is incredibly important. The work begins after someone buys a table. Research who’s coming and create connection opportunities—sometimes even introducing table buyers to each other.
Bobby D.:
Audience development is everything: capacity + connection. Put a dollar figure on seats. If a sponsor fills a table with people who think it’s just a thank-you dinner, they’ll be confused when you ask for money—and you’ve lost the room.
Rob (Q: teachers at a school gala):
If a sponsor wants to invite teachers, place them thoughtfully—maybe not in the highest fundraising section—and integrate them into the mission energy.
Bobby D.:
Teachers can be an incredible cheer squad and gratitude team—keeping energy and mission focus high.
Matching Gifts
Bobby D.:
Matching gifts can match:
The full paddle raise
A specific giving level
The next X paddles at a level
Example: someone offered $5,000—so we matched the next 50 paddles at $100. We got 67 paddles up.
Match gifts can come from individuals, foundations, or companies. Some donors want anonymity—say “a friend of the organization.”
Afterparty: Keep Energy Seamless
Rob:
After the paddle raise peak, guests either run to the dance floor or run out. Seamless transition matters—music ready, beat drops immediately, no dead space. Surprise-and-delight moments can help:
Surprise performer
A thank-you note under each seat
A quick gratitude video from kids or program participants
Also: last impressions matter. If you do gift bags, make them high quality—no coupon clutter. Valet moments can be magical: water bottles, cookies, or small thank-you touches.
Post-Event Engagement: Where Long-Term Fundraising Happens
Rob:
Personal outreach within 72 hours (24 hours for major gifts). Use the method they respond to—call, text, email.
And always do a handwritten thank-you note. It’s rare now—which makes it powerful.
Bobby D.:
Volunteer leadership and board members should help with gratitude. When donors feel valued, they’re more likely to give again—and often give more.
Check out our FREE Post-Gala Gratitude Checklist for a straight-forward list of follow-up timing and actions.
Ready to Raise More?
At Call to Auction, Ready to Raise More? We specialize in turning galas and fundraising events into mission-driven, revenue-generating experiences. From paddle raises to live auctions, our team knows how to excite donors, engage audiences, and inspire generosity in the moment.
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