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Benefit Auction Planning Basics
More and more organizations, from local schools and churches to national nonprofits, are utilizing auctions to raise funds and fill the gap left by shrinking budgets. Here are some valuable tips to help ensure a successful event:
Plan Early and be Thorough
Planning should start 11 months ahead to make sure there's enough time to secure a venue, recruit enough volunteers, procure auction items, and organize event details, and market your event early enough to ensure a great turnout. Start your planning by outlining your auction goals, creating a detailed task timeline, and putting together a realistic budget.
Pick a desirable venue where your guests will feel comfortable, and determine what entertainment, decorations, theme and food will create a special environment. While many items and services can be donated, there will still be hard costs involved. Utilize ticket sales and sponsorships to cover these costs. By planning ahead, you can accurately determine how much auction revenue you’ll need to exceed your revenue goal.
Don't Go it Alone
In addition to an auction chair and co-chair, establish a committee of dedicated volunteers divided into areas of responsibility including procurement, silent auction, live auction, decorations/set up, entertainment, invitations, volunteer coordinator, publicity, registration, check out, item pick up, and clean up. Your task timeline should outline key activities and all the tasks required for each, with deadlines and assignments for every task. This timeline will allow you to be clear with your staff and volunteers regarding the responsibilities and time commitment involved to ensure a successful event.
Be sure to meet regularly with staff and volunteers for progress reports, and recap meetings and action items to ensure consistency and follow up. The night of the event, a good rule of thumb is to plan for one volunteer for about every 10 guests. For example, a 250-person event would have six volunteers at registration, four spotters during the live auction, six at check out/item pick up, nine at set up and tear down, etc.
Seek Attention-Getting Items
Procurement is one of the most important aspects for auction success. When determining procurement items, consider your prospective bidder attendees, their likes and interests, and a realistic budget range. The best auction items are objects, experiences and activities that are not easily found. For example, for a school auction, offer the latest electronics or entertainment systems, a family ski or raft trip, mother/daughter outing, or a vacation to a unique destination. Put kids’ artwork or class projects up for bid—parents can't resist bidding on artwork made by their own children!
Getting great items is all about networking. Assign committee members specific categories to target, such as electronics, restaurants, entertainment and hotels. Find out who knows whom, and leverage those relationships. Don't be afraid to ask. You're not asking for you, you're asking for your charity.
Finally, don’t forget to promote the items you’ve worked so hard to get. Showcase your best items with an online catalog prior to the event to drive attendance. Leverage an online auction with its own set of unique items to allow donors who can’t attend the event to share in the bidding fun and contribute to the cause in absentia.
Simplify Logistics
Depending on the size of your event, a variety of resources are available to help save time and increase efficiency. Many larger organizations utilize event management software to electronically manage auction event planning and processes from procurement to bid tracking. New payment processing technology helps streamline auction check in, virtually eliminate end-of-evening cashier lines, speed fund transfer, and lower credit-card processing expenses for nonprofits meaning more funds directly benefit the organization.
Spread the Word
Make sure to publicize your event well in advance. Send a "Save the Date" notification six months before your event, and invitations six to eight weeks in advance. Utilize public relations and advertising opportunities to help increase visibility for your auction, its sponsors and volunteers, unique auction items and auction beneficiaries. Target vehicles that reach your key audience, whether it's a school flyer, local newspaper or wine trade publication. Consider recruiting a local television or radio station to help sponsor and promote the event in exchange for benefits. Make sure your Web site contains the most recent and relevant information about your event, and check it often to make sure it’s up-to-date.
Say ‘Thank You’
Even after the auction is over, there's still work to be done. Thank your volunteers and staff for their hard work and dedication. And thank each attendee and donor. Emphasize the importance of their contributions and highlight important programs and services they are helping fund. Make sure every participant feels good about their contribution—they’ll return next year.
Host a post-event meeting with volunteers and staff recapping what went well and what can be improved for next year. Make sure that the recap is positive and constructive rather than a finger-pointing exercise.
Early and thoughtful investment returns great dividends. With thought and planning, auctions can be terrific fund-raisers, social gatherings and community-building events. Donors go away feeling positive about your cause and often turn into long-term supporters. Sponsors appreciate the visibility, and staff, volunteers and supporters enjoy a great team-building activity. And your constituents will benefit most of all.
More information here>> http://benefitauctionsecrets.com/PDFs/Benefit_Auction_Planning_Master_Checklist.pdf
| 11 years ago. Rating: 4 | |
