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Fundraising Gala Management
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Fundraising Gala Management · Available now

Run gala events with a clear review trail.

A gala begins with an event owned by a team member and scoped to an organization and venue. The team sets its dates and capacity, then uses admissions to record reservations and attendance.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen Event Capacity
Fundraising Gala Management · Events

Open Event Capacity

Approval conditions

New event
Events in view
6
Total capacity
1,790
Open
6
Record numberSubjectStatusStarts atEnds atCapacity
EVN-59616Harbor Lights Spring GalaOpen26 Oct28 Oct410
EVN-80076Autumn Garden BenefitOpen27 Oct03 Nov370
EVN-88579A Night for New ReadersOpen22 Oct30 Oct160
EVN-82834Riverbend Community DinnerOpen19 Oct26 Oct450
EVN-97738The Lantern Arts BallOpen14 Oct17 Oct200
6 of 6 records
Harbor Lights Spring GalaEvents · EVN-59616
Open
Starts at26 Oct
Ends at28 Oct
Capacity410
OwnerLeo Park
CounterpartyHarborview Assembly Hall
Approve eventEVN-59616 · Harbor Lights Spring Gala

Event Reviewer approves the exact event revision before opening.

Waiting for Event Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
12
Roles with set permissions
6
Reports and dashboards
8
Features

The gala work in view

Every feature works on the same records. Pick one to see the screen your team works in.

Event planning

Give each gala an owner, venue, schedule and capacity before opening admissions.

  • Preparation
  • Independent review
  • Operating follow-through
  • Events
  • Organizations
  • Team members
  • Venues
  • Review decisions
  • Operation receipts
Explore event planning
OverviewDraft Events
Fundraising Gala Management · Event planning

Draft Events

Review waits for the event coordinator

New
Record numberSubjectStarts atEnds atCapacityOwner
EVN-41909Harbor Lights Spring Gala24 Oct30 Oct360Theo Martin
EVN-19990Autumn Garden Benefit04 Nov09 Nov940Camille Dubois
EVN-19274A Night for New Readers27 Oct01 Nov510Isabel Rojas
EVN-26903Riverbend Community Dinner25 Oct30 Oct440Farah Siddiqui
EVN-46284The Lantern Arts Ball03 Nov06 Nov630Noemi Costa
6 of 6 records
Harbor Lights Spring GalaEvents · EVN-41909
Starts at24 Oct
Ends at30 Oct
Capacity360
OwnerTheo Martin
Example screen with sample data
Process

From planning through closeout

Plan and close a gala event ships ready to use. One step needs a named approval before the work moves on: Approve event (Event Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare event

    Set the organization, owner, venue, dates and capacity.

    Harbor Lights Spring GalaEVN-59616 · Event Coordinator
    Prepare eventBy Event Coordinator

  2. Review venue and capacity

    Check the eligible location and the planned admission limit.

    Harbor Lights Spring GalaEVN-59616 · Event Coordinator
    Review venue and capacityBy Event Coordinator

  3. Submit event for review

    Present the current event revision and supporting context.

    Harbor Lights Spring GalaEVN-59616 · Event Coordinator
    Submit event for reviewBy Event Coordinator

  4. Approve event

    Event Reviewer decides whether the gala can open.

    Harbor Lights Spring GalaEVN-59616 · Event Reviewer
    Approve eventBy Event Reviewer
    ApprovalEvent Reviewer approves the exact event revision before opening.

  5. Run admissions and pledges

    Record guests and review documented commitments.

    Harbor Lights Spring GalaEVN-59616 · Event Coordinator
    Run admissions and pledgesBy Event Coordinator

  6. Close or cancel event

    Reconcile the event and record the final outcome.

    Harbor Lights Spring GalaEVN-59616 · Event Coordinator
    Close or cancel eventBy Event Coordinator

Start with Event preparation

Inside a record

Provider evidence in context

Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Starts at, Ends at, Capacity and Owner.

  2. 2
    Admissions

    Each line is linked to this event.

  3. 3
    Who works on it

    Admin, Event Coordinator and Event Reviewer, each with their own permissions.

  4. 4
    Process stages

    Prepare event and Review venue and capacity, with the role that acts.

  5. 5
    Approvals

    Approve event, with who decides.

Open Event CapacityHarbor Lights Spring Gala
Fundraising Gala Management · Events

Harbor Lights Spring Gala

Harborview Assembly Hall · Open

Log activity
1
Record details
Starts at26 Oct
Ends at28 Oct
Capacity410
OwnerLeo Park
2
Admissions

Harbor Lights Spring Gala

Attendee referenceQuantityPrice USD
Guest 204, table 8720560
Guest 118, table 3950350
Guest 327, table 12720640
Admissions
6
Total quantity
3,410
3

Who works on it

  • AdminManage Organizations, team members, Users, Venues
  • Event CoordinatorManage Events, Admissions, gala pledges, record attachments
  • Event ReviewerManage review decisions
4

Process stages

  • Prepare eventEvent Coordinator
  • Review venue and capacityEvent Coordinator
5

Approvals

  • Approve eventEvent Reviewer
    Approved
Example screen with sample data
Approvals

Decisions tied to the event revision

OverviewApprovals
Fundraising Gala Management · Overview

Approvals

Signed in as Event Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • GP-24156Youth reading programs
    Winter Shelter CelebrationRequested by Admin
    Submitted3dActions
  • GP-26958Shelter meal service
    Harbor Lights Spring GalaRequested by Admin
    Submitted4dActions
  • GP-53565Arts teaching supplies
    Winter Shelter CelebrationRequested by Admin
    Submitted3dActions
  • GP-63372General operating support
    Riverbend Community DinnerRequested by Admin
    Submitted3dActions

Who approves what

DecisionApprover
Approve eventEvent Reviewer decides whether the gala can open.Event Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Fundraising Gala Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains organization setup, team access and event configuration.

  • Manage Organizations, team members, Users, Venues
  • View Events, Admissions, gala pledges, operation receipts, review decisions

Roles and permissions

Reports

Answers by event

Read capacity, attendance, pledge decisions and closeout exceptions by gala.

Overview
Fundraising Gala Management · Overview

Fundraising Gala Management dashboard

This quarter

Gala pledges in view
6
Total pledged USD
2,220
Submitted
6

Events by status

How far records got this quarter

StageReachedStep
Draft33
Review1339%
Approved431%
Open250%

Capacity by status

Sample totals per stage

0
-3000Draft
-1000Review
-4000Approved
-1000Open
-4000Completed
Example screen with sample data
  1. 01Event capacity by venue

    List each event's capacity, venue and scheduled dates.

  2. 02Admissions by event

    Review reserved quantities and admitted dates beneath each event.

  3. 03Pledge commitments by event

    Compare pledged amounts and current pledge statuses for each gala.

  4. 04Event lifecycle

    Review events by current status, owner and venue.

  5. 05Review decision history

    Trace each event's decisions, reviewer, reason and source revision.

  6. 06Operational exceptions

    Identify failed and review-needed receipts by action, event and reason.

  7. 07Verified provider events

    Review provider evidence type and amount beneath each event.

  8. 08Event evidence register

    Locate attached files by event, evidence type, visibility and uploader.

All reports and dashboards

Who it's for

For gala teams

See how Fundraising Gala Management fits your kind of team.

Nonprofit gala

Coordinate a donor gala with clear attendance, commitment and review records.

Benefit dinner

Plan a limited-capacity dinner and keep its attendance and pledge trail together.

Charity auction evening

Run the event schedule, guest entry and gala pledges around an auction evening.

Controls

A traceable operation trail

Each stage of plan and close a gala event names the role that acts and the status it records, so a change is never anonymous.

OverviewPlan and close a gala event
Fundraising Gala Management · Process

Plan and close a gala event

Each stage, the role that acts and the status it records

Process stages
8
Approval steps
1
Roles involved
4
Tables touched
8
Submit event for review
Event Coordinator
StatusDraft → Review
RecordsEvents
Approve eventApproval
Event Reviewer
StatusReview → Approved
RecordsReview decisions, Events
Run admissions and pledges
Event Coordinator, Pledge Reviewer
StatusSubmitted → Approved
RecordsGala pledges, Admissions, Events
Plan and close a gala event
  1. Start
    Submit event for reviewDraft → Review
    Events
  2. Approval
    Approve eventReview → Approved
    Review decisions
  3. Step
    Run admissions and pledgesSubmitted → Approved
    Gala pledges
  4. Approval
    Review cancellationEvent Reviewer
    Admissions
  5. Step
    Close or cancel eventOpen → Completed
    Operation receipts
Example screen with sample data

See each stage in detail

AI agent

A useful assistant for the team

Ask an assistant to prepare and inspect gala work with the right review handoffs.

It can

  • Event Coordinator: Prepare a gala record with organization, owner, venue, dates and capacity for human review.
  • Event Reviewer: Gather the current event revision, venue context and supporting attachments for a decision.
  • Pledge Reviewer: List submitted gala commitments with amounts, restrictions and event context.
  • Finance Reviewer: Compare admissions and pledges with verified provider events and operation exceptions.

Stays with a person

  • An assistant can organize records and surface exceptions, but the Event Reviewer makes the opening or cancellation decision.
  • Pledge Reviewer decides submitted commitments.
  • Finance Reviewer checks provider evidence before funds are treated as reconciled.
  • The team should inspect the current event revision and operation result when an action is repeated or interrupted.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Fundraising Gala Management
  • Payment provider
  • Finance system
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Event planning6
  • Venue and organization setup5
  • Admissions and capacity4
  • Pledges and decisions4
  • Event review7
  • Evidence and closeout7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set operating context

    Establish Organizations, TeamMembers and eligible Venues, including ownership and time zones.

  2. Prepare the event

    Enter a gala with dates, capacity and owner; agree what capacity means for admissions.

  3. Rehearse review

    Send the current event revision to Event Reviewer and inspect the decision and operation receipt.

  4. Run a sample gala

    Record a reservation, attendance and a submitted pledge, then compare verified provider evidence.

  5. Rehearse closeout

    Complete a reconciled event and review a separate cancellation with unused admission scope.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Fundraising Gala Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Fundraising Gala Management for your business. Begin with one organization, one eligible venue and a gala whose admissions and pledge decisions can be rehearsed through closeout.

Who owns an event?

Each event references an owner in team members. Event Coordinator prepares and operates the gala, while Event Reviewer handles the independent opening decision.

How is a venue checked?

The venue record carries its active state, organization, address, contact and eligibility note. Review that record with the event's current revision before opening the gala.

Can I see upcoming galas on a calendar?

Event Calendar shows approved and open events with their start and end dates. Event Lifecycle Board gives the team a status view of gala work.

How do admissions relate to capacity?

An admission records its event, attendee reference, quantity and reservation or admitted dates. Compare those quantities with the event's capacity using a unit the team has agreed on.

How are pledges reviewed?

A pledge can move from Draft to Submitted for Pledge Reviewer to decide. Its amount, donor restriction, organization and parent event remain visible with the review status.

Does a pledge mean payment was captured?

A pledge is a documented commitment. Payment evidence separately records provider authorization, capture, refund or void events and whether the evidence is verified.

What happens when event approval fails?

The operation receipt records the action's result and reason. Operation Exceptions brings failed and review-needed results together for investigation using the original operation key.

How is cancellation handled?

Event Coordinator checks admission use and reconciliation, and Event Reviewer records the required decision for the current event revision. The operation receipt records the guarded result.

Where do supporting files belong?

Record attachments connect a file to the event and records its title, evidence type, uploader and internal or shared visibility.

Set up Fundraising Gala Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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