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1. Choose the right date for your silent and/or live auction
Choosing the right date for your auction is critical. Most auctions are held in either the spring or the fall. Summer is not a good time to hold a major event since many guests may be vacationing. Winter is also determined a bad time of year as many are preparation or recovering from the holidays. Fall is usually determined the best time of year to hold an auction because many of your guests are beginning to get into the holiday shopping mood and may find that what you have to offer is on their shopping list. Weekend evenings are the most beloved time to hold auctions since most auctions last well into the night.
2. Pick the right auctioneer for your live auction
You have two choices, a expert auctioneer or a volunteer. This decision commonly comes down to the following considerations. A expert auctioneer will charge for their services. However, they will auction more gifts faster and for more money. A expert auctioneer can auction practically 75 items in an evening, at 20-25% higher than an amateur auctioneer. If you are running a small auction, you may want to use a volunteer. It might also make sense to use a volunteer if you have person in your assosication that has a great personality and is known by many of your possible guests. Best of all, they are free. However, volunteers can cause the evening to run very late and ruin the opening to get guests to return to hereafter auctions.
3. Use the most sufficient strategy for acquiring gifts for both your silent auction and your live auction
Teams furnish the moral preserve essential to advent a possible donor. Additionally, using teams helps ensure that the paperwork is completed properly. When setting up teams, pay concentration to personal dynamics. Certain team members will be more comfortable request donors for gifts than others. These individuals should be teamed up with team members who do not necessarily have this talent. Also, this allows teams to share the workload by allowing the more reserved person to take on tasks which are more marvelous to them (documentation, collection of the gifts, etc.).
4. Obtain tangible gifts for both your silent auction and your live auction whenever possible
Many businesses, especially restaurants, will offer to furnish you with gift certificates instead of actual gifts. Focus on local businesses that can donate tangible items. You should not turn away businesses that can only furnish gift certificates, but they should not be the focus of your campaign. Tangible gifts generate a very exciting auction night environment. Just dream an auction with no actual gifts, but rather just a bunch of gift certificates lying around on a silent auction table. Secondly, a gift certificate is only going to bring in the amount on the certificate, or unfortunately, sometimes not even that. A tangible gift is much more likely to bring in a value that exceeds its real value.
5. Know what to put in your "Auction Packet"
The auction packet is given to guests when they arrive. Some of the items you should comprise in your packet are:
The auction program
Addendum to auction Catalog
assosication fact sheets
Auction rules
payment options
Advertising
Silent auction table conclusion times
Drink coupons
Raffle tickets
Flyers for other upcoming events
Auction paddles
6. Close down the silent auction tables properly
Closing down the silent auction can be a bit tricky. There may still be any bidders bidding on the same item right up until the conclusion time. To prevent a situation that is perceived as unfair, it is foremost that the table be done at exactly the time advertised. It is a good idea to announce the conclusion of table at prescribed intervals before, such as 15 minutes, 5 minutes, etc. This helps to get concerned bidders to enter their "best and final" offer before the time for bidding expires. It is also helpful to close dissimilar sections of the silent auction at dissimilar times, to allow your volunteers time to pick up all the bid sheets quickly.
7. Take advantage of other opportunities to make money at your auction
Admission fees, the sale of beer, wine and cocktails, raffles, door prizes and the sale of advertising in your program are a few of the ways you can augment your auction revenue.
8. Send out invitations for your auction
If you are lucky enough to have a database of your members or guests from previous auctions then you can send out formal invitations. The form of your invitation can range from very straightforward to very elegant. Your should mail them practically 90 days before your event to make sure your guests have not already made other plans for the evening. You should also form a plan to send out reminders at periodic intervals to those who have not sent in their Rsvp. Remember, Rsvps also tell you who has declined, which reduces the amount of reminders you need to send.
9. Know the laws regarding silent and live auctions and stay out of trouble
Fundraising events generate tax consequences for the guest and the assosication hosting the event. According to the Irs; "A donor cannot claim a tax deduction for any particular offering of 0 or more unless the donor obtains a contemporaneous, written acknowledgment of the offering from the recipient organization." Also, "A donor may only take a offering deduction to the extent that his/her offering exceeds the fair market value of the goods or services the donor receives in return for the contribution; therefore, donors need to know the value of the goods or services.
10. Use checklists to make sure all goes smoothly
Room reservation checklist Room setup checklist Refreshments checklist Sound ideas checklist Check-in checklist Check-out checklist Raffle and door prize checklist Silent auction checklist Live auction checklist Auction cleanup checklist
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