A gala night in a hotel ballroom

A gala asks more of a ballroom than a casual dinner does. There is a dress code, an awards segment, perhaps a headline act, and guests who expect the room to look the part. Orchard Hotel Singapore, in the middle of the shopping belt and a short walk from Orchard MRT, is a typical example of the central hotel ballroom many teams shortlist for this kind of evening.

Start from the sightlines

Ask the hotel for a current floor plan before you think about décor. Pillars, doors and service routes decide where the stage can sit and which tables will need a side screen. Place the stage where the most tables have a clear view, then work outwards.

Seat people for the programme

• Put honourees and leadership close to the stage so walk-ups are short.
• Keep a clear aisle from the tables to the stage for award winners.
• Seat guests who need easy access near the exits.
• Leave room near the stage for the photographer and a camera position.

For worked examples of seating and staging in this kind of room, see Get Out! Events' ballroom layout notes for an Orchard Hotel gala.

Light it like an occasion

Lighting changes a ballroom more than flowers do. Warm wash on the walls, small spots on the centrepieces and a distinct look for the stage give the room depth. Plan changes for the awards, the entertainment and the finale, and save the brightest moment for last.

Give the reception time

On a weekday evening in town, people will arrive late. A generous cocktail reception absorbs that, and it is where most of the mingling happens. Put the leadership address early, while the room is still listening.

Plan setup with the hotel

Ballrooms are often booked back to back, so load-in and rehearsal time can be short. Agree crew access, loading routes and noise guidance with the events team well ahead.

Floor plans and house rules change between bookings, so check current details with the hotel.