Behind The Scenes: NY Flyers Gala

Stephanie T
(with family! :)

Whether you’re a relatively new Flyer or a veteran one, you’ve likely attended or at least heard about the New York Flyers’ Awards Gala. Held in late January or early February every year, the Gala is our running club’s most anticipated social event. It’s an evening during which our fellow Flyer and non-Flyer friends don cocktail attire and dress shoes in lieu of the usual tech tees, running tights and sneakers to dine, drink, dance and celebrate our respective running achievements together from the past year.

You Make Me Feel Like Dancing

While you may be familiar with the exciting festivities, do you know what it takes to organize the Awards Gala? Well, it takes a village, and months too.

Roughly four months prior to the Awards Gala, the Gala Chair (me!), who is nominated by the Flyers President (Alan G), researches and books a venue for the event -- which has been held at Battery Gardens for the past few years -- connects with the Executive Board on the pricing details for the party, and organizes the initial Gala Committee meeting. The Committee is comprised of Flyers who have volunteered in previous years as well as new recruits. During the meeting, we nominate emcees, a male and female Flyer to host the awards portion of the event, start delegating important tasks to be accomplished over the next few months, and consider new or revamped ideas to be realized for the Gala.

By December, after the Awards Gala details are finalized by the Gala Chair, one of our webmasters, Richard G., publishes an announcement on the Flyers’ website with information about the event and includes an on-line registration form. The Gala also is promoted via Flyers Facebook, in eblasts to the entire membership, and by the Flyers Team Captains.

For the 2014 Awards Gala, we were fortunate that Jim C., who has a background in illustration and advertising art direction, composed a unique illustration for the evites and redesigned the Flyers logo. A few Gala Committee members, namely Linda C. and Maggie S. this past year, also secure from a number of health and wellness businesses the raffle prizes that are given away during the event.

January is “crunch time,” as there are a lot of tasks that need to be accomplished early on in the month. The Awards Committee, which is comprised of all of the Flyers Team Captains and chaired by the Team Captain Liaisons, finish deliberating on award winners, and the Awards Committee Co-Chairs (last year Lara K and Dave K) submit the names of award winners and provide write-ups to Richard B. so that he can order awards. 

Meanwhile, the Year-In-Pictures Subcommittee, last year namely Richard B., Julie W, Lara K, Maggie S and Bob C, work together to compile a comprehensive PowerPoint presentation of photos of Flyers who have been active over the past year. A group of Gala Committee members, namely Paul N., Lara K. and I, put together and have the programs printed. Our Member-At-Large Louie R. secured a DJ for us for the post-awards dancing portion of the night. A week prior to the event, the Gala Chair submits the remaining balance to the venue based on the number of RSVPs and the final menu. Leading up to the event, our emcees, who were Debbie P. and Dave K. this past year, finalize their awards presentation, rehearsing the presentation with Richard B., Ed A. and Lloyd H.

Debbie and Dave Hamming it Up

On the night of the Awards Gala, a group of Committee members (Jerry F., Linda C. and Tran L.) set up, print out and bring the name tags to the event.  A dozen volunteers help to check in guests and sell raffles, and our photographer Bob C. photographs guests as they arrive. This past year, Liz C. and Lloyd H. also hosted a New Flyer Social during the first half hour of the cocktail hour!

For the 2014 Awards Gala, it took the support of two dozen volunteers on the Gala Committee, including the Gala Chair, our Executive Board, the Flyers’ team captains and other uber important behind-the-scenes non-Gala Committee members to organize and execute the big event. It certainly does take a village to pull off the Gala, but there’s a reason it’s the most-anticipated social event of the year—it’s a guaranteed great time for everyone that joins!

We’ll be getting together for our initial meeting soon! We'll be getting together for our kick-off meeting on Monday, October 20th at 6:45pm at the Coliseum located at 312 W. 58th Street (btw 8th and 9th Aves)! If you’re interested in volunteering for the Gala Committee, please email me at: stephtangs@gmail.com.

-Stephanie T