How to Promote Your Virtual Gala: 11 Effective Ways

You could have planned the most mind-blowing virtual gala and still have the attendance numbers rival a 3 AM infomercial. That’s because online events don’t get the benefit of grand ballrooms or the natural FOMO of an in-person crowd. 

If people don’t sniff the buzz from afar, they won’t bother logging in. And while the internet is great for creating hype, it’s also a never-ending stream of distractions. Your charity gala isn’t just competing with other fundraisers– it’s up against viral trends and heart-warming cat videos. 

To win their attention, you need a promotion strategy so compelling that skipping your event feels like missing out on the Met Gala. Below, we break down how to make people want to show up and turn your nonprofit gala into the event of the year. 

11 Ways to Attract More Attendees to Your Virtual Gala

If given the choice, most people would rather attend an event in person. Research backs this up– attendees report a more immersive experience when physically present. 

And let’s be real: convincing people to swap their couch for a virtual gala (with no promise of food or an excuse to buy a new outfit) takes more effort.

But just because virtual events have to fight harder for attention doesn’t mean they can’t win. These 11 tactics will make your virtual gala feel as thrilling as an in-person affair.

1. Behind-the-Scenes Teasers

Humans are wired to be nosy. It’s why we slow down to look at accidents and why “leaked footage” gets millions of views overnight. 

Something about seeing what’s not meant to be seen makes us lean in closer. And that’s exactly why behind-the-scenes (BTS) content works like a charm.

Forbes highlights that it helps build a “deeper connection” with the audience and communicates a feeling of authenticity. 

So, consider teasing the juiciest parts of the event. It could be the most exciting auction item or a VIP speaker’s outtake. You can take things to the next level by creating a “leaked” text convo between organizers discussing a big surprise at the charity gala. 

Post a blurred-out image with the caption, “We shouldn’t be showing you this yet…” 

Make it feel stolen, as though they’re getting a secret preview no one else has. Because when people feel like they’ve seen just enough to get excited, they have to show up for the real thing.

2. Interactive Countdown Series

Anticipation is a powerful drug. That’s why movie trailers drop months in advance, and people camp outside Apple stores for a phone with “just enough upgrades” to justify the hype. 

Likewise, when you build excitement before an event, you make people invested. And one of the best ways to do that is through an interactive countdown series.

Each day leading up to your virtual gala should pull people deeper into the event. Here’s how to. 

• Mystery reveals. Post a pixelated image or blurred-out teaser each day, gradually revealing a major surprise (a performance or an auction item). Offer a shoutout to the first person who guesses correctly. 
• Choose-the-event elements. Let attendees vote on certain aspects. Would they like a song that plays during the gala, a themed Zoom background, or even a quirky icebreaker question for the host? When people help create an event, they love showing up for it.

3. Celebrity or Influencer Shoutouts

You could create the most intriguing charity gala invitation, but a 10-second shoutout from the right person will do more than an entire marketing campaign. 

That’s because social proof is king. When a familiar face endorses your event, it shifts the narrative from “Should I attend?” to “I can’t miss this.”

Avoid the obvious “Hey, check out this event!”. Instead, have them share why they’re excited or perhaps a challenge: “If we hit 500 attendees, I’ll reveal my most embarrassing virtual meeting fail.” 

Better yet, get them to drop an exclusive teaser about a surprise happening at the event. They must make their audience feel like insiders to increase the likelihood of boosting attendance.

4. Personalized Video Invites

You can create a short clip in which you address the participant by name, mentioning something relevant to them (“Hey Sarah, I know you loved last year’s auction!”), and tease an unmissable moment. This will make them feel the gala fundraising event was made for them.

We recommend using AI-powered video tools like Synthesia to scale personalization without manually recording each message. 

Besides, you don’t have to juggle multiple platforms to make it all work. BetterWorld takes the hassle out of virtual events, handling everything from ticketing to livestreaming. This lets you focus on inspiring donors and raising more. 

5. Limited-Time “Early Bird” Access

Scarcity sells. 

When something feels time-sensitive, it triggers FOMO (the fear of missing out). And that, perhaps, is all you need to boost your virtual gala attendance. It makes people feel like they’re part of an elite group getting access before everyone else.

But make the early access actually worth it. Here’s what you can do. 

6. Pre-Event Virtual Lounge

Would you watch a movie without a trailer? Probably not. So, how do you expect people to get excited about your virtual gala without a build-up? 

A pre-event virtual launch is your opening act. It’s where you set the tone and get attendees hyped up before the big day.

But again, it should feel like an event in itself. Think mini-games and surprise guest appearances. You can also let attendees access an exclusive sneak peek (maybe a live performance snippet). 

And what better way to host this than with BetterWorld? 

With interactive features and beautifully designed event pages, it makes your pre-event lounge as unique as the main event.

You can build anticipation with exclusive sneak peeks, surprise giveaways, or whatever you plan without worrying about technical hiccups. 

7. Augmented Reality (AR) Invitations

A regular invitation tells people about your event while an AR one immerses them. There’s a difference. The latter lets your audience experience a sneak peek right from their phones. Here are some ideas. 

• Scan and reveal a surprise. Let guests scan a QR code to get a sneak peek of the entertainment or a 3D walkthrough of the virtual venue. 
• A personal invite. Consider featuring a 3D hologram of the host personally welcoming the audience. “Hey Alex, can’t wait to see you at the gala” is the kind of personalization that makes people feel chosen. 
• Gamify the RSVP. Offer a perk to those who respond to your invite. Simply put, registering should give them something in return - an early access or a chance to win a VIP experience. 

8. “Pay What You Can” Entry

What if the price of entry wasn’t a barrier but a choice? A pay-what-you-can model would make gala charity events more inclusive and profitable. 

That’s because some people will give way more than you’d expect when they feel empowered to do so.

Here, you aren’t forcing a set price but gently tapping into generosity. The guest who might have skipped because of a fixed fee? They’re now in. And the donor who loves your cause would probably contribute beyond what a standard ticket would’ve cost. 

Plus, it removes the mental friction of “Should I buy this?” and replaces it with “How much can I give?”

Be strategic with your ask, though. Show attendees the impact of different contribution levels. Explain what $10, $50, $100, or $500 actually does. When people see the value in their choices, they’re more likely to give wholeheartedly.

9. Live Q&A With Speakers Before the Event

What’s better than watching an inspiring speaker at your gala fundraising event? Talking to them before it even starts. A live pre-event Q&A gives people a reason to show up and feel excited before the big night.

We recommend letting guests submit questions in advance. You can run a poll to figure that out. 

Further, throwing in a rapid-fire round where speakers reveal something unexpected (funniest career moments) would be exciting. 

Once the live pre-event is over, share the clips on social media. This way, people get a taste of what’s coming, and who knows, they might clear their calendars for it.

10. Host a Mini Challenge to Win VIP Access

Everyone wants VIP treatment, but when they have to earn it? That’s when things get interesting!

A mini challenge builds hype before your event starts. The more creative the challenge, the more buzz it generates. 

• “Roast or Toast” Challenge. Have participants record a funny or heartfelt tribute to your gala’s theme or host. The best roast (or most touching toast) wins VIP access. 
• Digital Dress Code Duel. Since it’s a virtual gala, why not have a “best-dressed” battle before the event? Attendees submit their most creative look - AI filters, digital outfits, anything goes. Winner gets the VIP pass.
• Six-Word Story Contest. Can they describe why they deserve VIP access in exactly six words? The most hilarious entry snags the top spot. 
• “Caption This” Showdown. Post an out-of-context photo related to a gala fundraiser you had in the past and let participants battle it out for the wittiest caption. The comment with the most likes wins.
• 10-Second Pitch Challenge. Have people submit a super-short video explaining why they deserve VIP access. It can be a comedic skit or a heartwarming plea. 

11. Themed Social Media Filters

This is a simple way to make your attendees walking (or scrolling) billboards for your event without them even realizing they’re doing your marketing for you.

But let’s not settle for a basic frame with a logo in the corner. You’ve got to give people a reason to use the filters through a countdown challenge or just pure FOMO. 

Here are some ideas you can implement. 

Conclusion

Unlike in-person events, where ambiance does half the work, a virtual gala lives or dies by how well you capture attention before it even begins. 

If your event feels transactional, people will likely treat it like another link in their inbox. 

Remember, the best promotions don’t feel like promotions. They draw people in by building anticipation. 

So, as you finalize your promotional strategy, ask yourself: Would I be excited to attend this event? If the answer isn’t a resounding yes, you better rethink your approach.

Besides, having the right platform matters. BetterWorld makes it easy to create an experience that keeps attendees hooked from the first invite to the final bid. Sign up for free and see it in action!