Night of the Auction Chairman by John & Maureen Winter
Have you ever considered delegating the management of the night of your event to a specific person or a couple. This person or persons will be the major-domo for the night of the auction and will be responsible for organizing the event's orderly flow. They must have knowledge of all committees' needs and must create a logical format and timetable for the hours of actual operation.
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Displaying the Merchandise by Deane Brengle
In order to obtain the highest possible bid for an item you must display it as prominently and attractively as possible. The rule of thumb is the better the item looks the higher the bid. You must display something for every item in your auction.
Some items are easy to display and others take work.
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Security by Doug Nash
One of the major responsibilities of those organising a fundraiser is to ensure as best they can that the workers, usually volunteers are not put in possibly compromising situations. The most common in this regard are contact with and handling of stock and cash. For this reason, you, as an organiser should employ strict control over both these areas. There should be clarity, transparency and accountability.
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Certificates by John & Maureen Winter
Certificates designating donations of services are always numerous and must be handled with great care and organization. They are valuable, often impossible to replace if lost and come in every imaginable shape and form. Some donations ask that you create an award certificate for the donation and you must be prepared to complete the task.
The certificate coordinator should:
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Professional Auctioneer by John & Maureen Winter
With so much at stake, it is really important that the live auction be conducted by a professional auctioneer. A good auctioneer can increase the income substantially, compared to a do-it- yourself arrangement. We estimate the difference runs from 30% extra income to double the money. Local celebrities are sometimes good, if they make a living by talking, such as a radio or TV announcer, or a politician but you can risk an error that will cost you more money than the fee you might have paid.
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Evaluation by Doug Nash
Who benefits from evaluating? YOU DO!
Planning your event helps to avoid or minimize mistakes and so do the best you can, evaluation can help you avoid making the same mistakes and improve the return on your next effort both in the financial and fun departments. Companies and professional organisations use the tool of evaluation constantly to improve their performances in nearly everything that they do. As said elsewhere in this book, if it works for them then it will work for you and your organisation.
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Preview Party Before the Event by John & Maureen Winter
For the second straight year our client school in Atlanta has gained from a pre-auction cocktail reception. Charging prospective sponsors twice the regular ticket price, these individuals were invited to a pre-auction party featuring champagne, appetizers and a preview of the silent auction. All the spouses were accorded a corsage and parking at the hotel was complimentary. Almost one-third of the guests took advantage of this higher level of sponsorship. The preview party was a great success on many different fronts:
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Evaluate the Donation List by John & Maureen Winter
It is vital to concentrate your efforts on acquiring those donations that traditionally sell well at auctions. We have accumulated data from small and large schools and other institutions from across the country. The results are almost identical in a vast array of locales: What Sells to Value:
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Auction Catalog by John & Maureen Winter
Never underestimate the power of the written word. The catalog, the written itemization of all auction objects, has the ability to set the tone of your affair. One glance at your book should provide the reader with the understanding of the magical event about to unfold. It should build excitement and create a fever pitch during the auction. This can be expertly accomplished with organization, attractive presentation and widespread distribution.
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"Priceless" Items by John & Maureen Winter
When making a good faith estimate of the value of goods or services, the regulations provide that "any reasonable methodology" will suffice. Assigning a value that is within the range of typical retail prices will be accepted, even if the charity chooses the lower end of the price range. When the goods or services are unique, the estimate of fair market value may be made based upon the fair market values of similar merchandise or services. A value should always be assigned.
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The Invoice John & Maureen Winter
As of January 1, 1994, donors may not rely on a cancelled check to substantiate charitable contributions of $250 or more. The IRS requires nonprofit organizations to give donors written receipts of their contributions. The receipt must include the following:
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Spotters by by John & Maureen Winter
Second in importance to the auctioneer are the spotters. Often picked at the last moment, these individuals can play a crucial role in the success of a live auction.
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Displays by by John & Maureen Winter
Displays should be created for each item and should be visible during the silent auction bidding. PowerPoint presentations can be created with digital images of resorts, golf courses, and vacation sites obtained from websites. These presentations should be constant during the silent auction and then be available during the actual bidding.
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FUNDRAISER OF THE MONTH
"One fast fundraiser before school ends!"