How to Run a

Wildly Successful

Auction Fundraiser^©

Chairman’s Handbook

 

 

 

Contents

Background                                                                         4

            Fact Sheet                                                                      5

            Master Schedule                                                             6-7

 

To Do Before First Meeting

            Set Up Committee                                                          9 

            Prepare for First Committee Meeting                 10-12

 

First Steps to Your Wildly Successful Event

            Agenda for First Committee Meeting                   13-15 

§         Soliciting Auction Items                                       16 

§         Donations Brainstorm                             17 

§         Silent Auction                                         18 

§         P.R.                                                                   19 

            Agenda for Second Committee Meeting                          20-21 

§         Get Great Attendance                            22-23 

§         Donor Thanks                                        24 

§         Goody Bags                                                       25 

 

The Auction Catalog                                                       26 

            Catalog Basics                                                    27-28 

            Printing Specifications                                         29 

            Pre-Auction Catalog                                                       30-32 

            Final Auction Catalog                                         33 

            Catalog Addendum                                                         34 

 

Auction Night

            Schedule Overview                                                         35 

Items to Bring Auction Night                                          36-37  

Five Hours Before the Event                                           38-39 

            Immediately Before Auction Begins                                 40

            At the End of the Auction                                                41   

            Job Descriptions for Roles Auction Night 

Guardian / Spotter / Displayer / Runner               42 

                        Registration (Check In) & Check Out     43-44 

                        Recorders                                                          45 

                        Designated Bidder (Left Bids)                 46-47 

                        Raffle Salesmen                                                  48

                        Auctioneer                                                          49-50   

 

The Morning After                                                           51 

 

 

Samples

 

            A – Items I am Responsible For                                      52 

            B – Solicitor’s Responsibilities                            53 

            C – Auction Contract                                                     54 

            D – Fact Sheet                                                               55 

            E – To Do Follow Up List                                              56 

            F – Advertising Spec Sheet                                             57 

            G – Committee Sign Up Sheet                            58 

            H – Ideal Room Layout                                                  59 

            K – Sample Addendum                                                  60

            L – Rules of the Game                                        61

            M – Left Bid form                                                          62

            N – Pick Up Item form                                                   63

            O – Sign In form / Bidding Log                                       64 – 66

            P – Raffle Salesman’s Uniform                            67

            S1 – Thank You Letter Pre Auction                                68

            S2 – Thank You Letter Post Auction                  69

            T – Silent Auction Bidding Sheet                                     70

            U – 50/50 & Raffle Sticker Samples                               71

            W – Sample Bidder’s Paddles                            72       

             

Great Ideas                                                                          73

 

 

 

 

 

Background

 

 

To use this for your organization, simply:

 

1. Replace the Daytona Beach Ad Fed logo with yours
2. Delete copy on the top of Sample forms to reproduce forms without the “Sample…” copy
3. Check dates to replace with appropriate dates
4. Update forms (ie: Auction Contract, Left Bid) with your information
5. Check prices and quantities to set at what you want
6. Change Fact Sheet to match your club
7. Delete or modify other data not appropriate for your market
8. Fill in or change highlighted items

 

Customize this entire manual by deleting and changing what is not appropriate for your organization, and you will have a process you can duplicate with ease from year to year.

 

Here’s to stress-free fundraising,

Jenae Rubin

 

 

 

  

Shipley Scholarship Fundraiser Auction

Fact Sheet

 

Each year, the Daytona Beach Advertising Federation awards several scholarships to talented students who may otherwise not be able to attend college.  Scholarships are awarded to pursue Advertising careers.

 

The Daytona Beach Advertising Federation works with the local area colleges, involving its students in as many functions as possible, helping them grow and develop professionally.

 

Jim Shipley was a creative director of extraordinary talent.  His work won more than 100 local, regional and national Addy Awards and a wide variety of professional associations.  He was recognized by DBAF with the American Advertising Federation’s Silver Medal. 

 

Jim was an active community volunteer, especially in education, serving on the DBCC Advisory Committee for Commercial and Advertising Arts.  In 1996, Jim died suddenly (heart attack).  His death rocked the advertising industry here.  To recognize Jim’s professional accomplishments and his generous attitude toward mentoring students of graphic arts, a scholarship bearing his name was immediately established. 

 

Proceeds from the annual Not So Silent Moonlight Auction go equally to benefit the Daytona Beach Advertising Federation and the Shipley Scholarship Fund.  Your donation helps us help others to continue to achieve lofty standards for our industry.

 

Master Schedule

 

 

 

3 Months before -        ?  Prepare for first meeting.  To Do Before First Meeting (pages 9-12)

 

2 Months before -        ?  1^st Committee Meeting.  Agenda for 1st Committee Meeting (p 13-15)

                                    ?  Sell ads.  Agenda for 1st Committee Meeting (Point 12, page 14)

                                    ?  Solicit donations.  Soliciting Auction Items (p 16-17)

 

6 Weeks before -         ?  Covers and invitation designed.

                                    ?  Write article for club newsletter.  P.R. (p 19)

                                    ?  Check with Chairmen for status reports.

 

5.5 Weeks before -      ?  Committee Meeting Reminder with agenda and note to allot 2 hours .

 

5 Weeks before -         ?  2^nd Committee Meeting.  Agenda for 2nd Committee Meeting (p 20-25)

                                    ?  Bring Donations and all Auction Forms to Second Committee Meeting.

                        ?  Fax and email invitation to create interest and get date set aside.

 

4 Weeks before -         ?  Pre-Auction Catalog written.  The Auction Catalog  (p 26-32)

                                    ?  Ad Sales close.  Sales report emailed to Chairman .

 

Day before 3 weeks -   ?  Final date for Ads to go to Catalog Chairman.

 

3 Weeks before -         ?  Pre-Auction Catalog designed to printer.

 

2.5 Weeks before -      ?  Pre-Auction Catalog pdf complete for broadcast email.

?  Pre-Auction Catalog and database to Mailer.

?  Fax Committee Members to tell them what it missing so they have time to get them prior to deadline.  What is missing includes these three categories:  items we should have that no one is soliciting; items promised but you do not have in your possession; and items to display.

 

2 Weeks before -         ?  Email pdf of Pre-Auction Catalog Form to attendees for distribution

?  Fax/Email letter to donors thanking them and inviting them to auction.

 

1.5 Week before -        ?  Last auction item in for Final Auction Catalog.

                                    ?  Write descriptions for last items.

                                    ?  Order new items for catalog (a, b…).

 

1 Week before -           ?  Final Auction Catalog laid out and designed.

                        ?  Auction Catalog to Printer.

?  Send copy of auction catalog to Auctioneer.  S/he needs to see it to 

    become familiar with it several days before auction.

?  Get all items to Goody Bag Chairman.

                                    ?  Sent job description to Auctioneer.  Auctioneer (p 47-48)

 

 

3 Days before -            ?  Fax invitation to remind about auction, date, time, place, etc. 

                Include list of items being auctioned to stimulate interest.

?  Start putting together Items to Bring Auction Night (p 36-37); you may have to buy some things, and you want to make sure you have the time.

?  Put Goody Bags together.

 

1 Day before - ?  Create Addendum (this can usually be done on a laser printer) . 

    Catalog Addendum (p 34)

?  Print list of donors for Registration Group for their free admission.

 

Day of -                       ?  Set up auction.  Five Hours Before the Event (p 38-39)

?  Give copy of duties to each person  Guardian, Registration, Recorders,

      Designated Bidder, Raffle Sales, Auctioneer (bring it again) . (p 40-48)

?  Check off Immediately Before Auction Begins items (p 49)

?  Check off At End of Auction items. (p 50)

 

Day after -                    ?  Attend to final items to close project.  The Morning After (p 51)

 

 

 

 

 

 

To Do Before the First Meeting

 

 

 

 

Set Up Committee

 

1.      Call people you want to be on your committee, and get their agreement

a.       Choose reliable worker bees! 

b.      Also choose people with connections to printers, restaurants, liquor/beverage distributor, student Ad Fed (they’re great worker bees!)

 

2.      Find a Co-Chairman who will agree to Chair the event next year

1. Give copy of this Handbook in its entirety to Co-Chair.  As they will run event in following year, they need to know everything, plus they have a ton of responsibilities that are outlined in this book:

                                                               i.      The Auction Catalog is the Co-Chairman’s responsibility

                                                             ii.      Soliciting Donations as well, as with everyone

                                                            iii.      Anything else they agree to do, as with everyone else too!

 

3.      At Ad Fed meeting preceding first Committee meeting, make announcement about meeting, and pass out sign up sheet.  Have date and location of first Committee Meeting selected at this point.  Bribe them with free pizza (it works wonders!)

 

4.      One week prior to meeting, send broadcast fax and/or email to all members inviting them to first Committee meeting.  Remember to bribe them with the free pizza!  Tell them there will be only two meetings prior to the event, and the first meeting will last three hours.  I recommend 5:30 – 8:30 Monday – Thursday for the first meeting.

 

 

 

 

Prepare for First Committee Meeting

 

1.      Create CD with all forms Committee Members will need so they can print more or email them if necessary.  Look for CD symbol to identify what to put on CD.  Make sure you modify forms before burning CD!  (Auction Contract, Fact Sheet, Advertising Spec Sheet)

 

2.      Prepare Folders for Committee Members.  Folders should include the following items:

 

a.       Label on tab of folder: Ad Fed Auction 200__

b.      Label on outside of folder with this copy:  (Use address labels)

 

 

  

 

c.       Items I am Responsible for – Sample A

                                                               i.      This is their list of items to solicit.  This will be filled in during the first Committee Meeting

                                                             ii.      Staple this to inside front cover of folder

d.      See Solicitor’s Responsibilities – Sample B

                                                               i.      Please read the guidelines.  If they aren’t followed, it causes a lot of extra work to prepare everything for the event.

                                                             ii.      Staple this to the inside back cover of the folder… staple closely to the top

e.       Update Auction Contracts CD – Sample C

                                                               i.      Place 25 under the Explanation of Solicitation Responsibilities in each folder

f.        Shipley Scholarship Fund Fact Sheet CD – Sample D

                                                               i.      Place these inside the folder, in between the two stapled pages

7. To Do Follow Up List – Sample E

                                                               i.      This sheet goes loose inside the folder and is the place for all committee members, including yourself, to note the items you need to take action on

8. 10 copies of Advertising Spec Sheet CD – Sample F to give to Committee Members who will agree to solicit Ad Sales.  Put this on the CD as well
9. Copy of First Committee Meeting Agenda  (p. 13-15)
10. Copy of Master Schedule  (p. 6-7)

 

3.      Create Sign Up Sheet for first meeting.  Get their email addresses and fax numbers.  After first meeting is over, circulate this list to all committee members.  Make sure to identify who is Chairman of what function.  – Sample G

 

4.      Call last year’s Scholarship winner to see if s/he will create covers and do layouts for pre and final auction catalogs.  This is a critical position and requires a lot of work.  Giving this person a lot of incentives will help assure they do all the work you need.

a.       S/he will get credit on product (tell him/her it will be mailed to more than 1,500 businesses in market)

b.      S/he will be introduced at auction event. 

c.       Give him/her a half page ad they can design in the auction catalog.  This should be a great incentive). 

d.      Send Auction Catalog Basics (p. 27-28) to Catalog Designer

 

5.      Set up temporary agreement with Auctioneer, date depending.  Find out what his/her schedule is so you can work with that in determining the date. 

 

a.       To find an auctioneer, use one of these techniques:

b.      Contact someone you know who is good at doing this kind of thing for non-profit organizations (you’ve seen them at other events)

c.       Ask a very outgoing, well-liked person in your club with a great sense of humor

d.      Go to some local auctions to see if any of the pros are willing to do it.  Check them out to make sure you like their technique and style.  Just because they’re a licensed auctioneer doesn’t mean they’re really good.  This is experience talking… heed my advice!!!

 

6.      Find someone who will supply, at no charge, auction paddles, name badges (for existing and non-members), numbers for display items, cardboard easels to mount flyers, brochures and media kits.

1. Make sure the Rules of the Game are on back of bidder paddles – Sample L

 

7.      Buy $100 gift certificate from your local Mall to give to Auctioneer at the end of the event.  You don’t have to do this now, but it was a good place to put the note!

 

8.      Get Budget approved. 

 

 

 

First Steps to

Your Wildly Successful Event

 

 

 

 

Agenda for First Committee Meeting

Allow at least three hours for this meeting.  Make sure attendees know this will be a long meeting… and that there will only be one more meeting before Auction Night.

 

 

1. Sign Up sheet for all committee members  - Sample G

 

2. Name event (if one doesn’t exist).  DBAF uses “Not So Silent Moonlight Auction”.  This name was selected because it’s not a quiet event (!) and it’s held at night.  While it’s a cute name, some people think this is a silent auction.  It is a good idea to choose a name and use it every year.

 

3. Choose Theme for event.  One year, we chose a Mafia theme and used slogans like Wise Buys for Wise Guys,” “It’s an Offer you Can’t Refuse,” “Send a Kid to College… or else”.  Make your invitation, collateral and decorations (if any) fit the theme.

 

4. Determine optimal event Date with two second choices.  Venue may not be available for your first choice.

 

1. Best: Thursday evening in April, May or June
2. Next best: Monday, Tuesday or Wednesday

 

5. Select Venue. 

 

1. Choose a place that permits you to bring your own food and beverages (make sure there are no laws against liquor or against selling liquor… you may have to give it away… you maybe able to accept donations for beverages if you cannot sell liquor without a license… there’s a way around everything!!!)

b.      Choose a place that fits with Ideal Room Layout – Sample H.  Make sure location allows all display items to be in same room as auctioneer, preferably bar too.  You don’t want people leaving the room (they can’t bid then… and that’s a bad thing!)

c.       Estimate 125 attendees

 

·        Tips

·        Exciting places draw

·        New businesses draw

·        Move location from year to year if possible to maintain interest

 

6.       Choose three to four potential Restaurant donors and who will contact them to work out deal.  The goal is to get 2 - 3 well-liked restaurants to donate food.  This is a major draw … good free food.  Restaurant Chairman:_____________________________

 

a.       Restaurants get logo on Back Cover of all Pre-Auction catalogs (mailed to more than 1,500 businesses), logos on all broadcast emails and faxes, mentions in all press releases, and logo on back cover of final auction catalog.

b.       Get napkins from restaurants… it’s extra advertising for them. 

c.       Ask restaurants if they want to display menus, coupons, or anything else at the event. 

d.       Ask restaurant if they want to donate gift certificate to be auctioned off… when we don’t ask they usually come up with the idea at the auction.  It would be better for everyone if it is promoted in the catalog before the night of.

 

7.       Select potential Liquor and Soft Drink donors and who will contact them to work out deal.  Beverage Chairman:________________________________

 

a.       Tell them they will get logo on Back Cover of all Pre-Auction catalogs (mailed to more than 1,500 businesses), logos on all broadcast emails and faxes, mentions in all press releases, and logo on back cover of final auction catalog.

b.       Let them be happy (they’ll bid more!)  Include tip jar at bar.  You will raise another $150+ here.  Label the jar to encourage donations!! 

 

8.      Set Price for event. 

 

a.       I recommend you charge $10 admission.  Advance promotions will make sure everyone knows a great dinner and drinks are included. 

 

9.      Identify Printers who may donate two auction catalog printings (approximately 2,000 pieces in two printings).  Give them the center spread of the catalog.  Yes this is a lot of space, but it’s not costing you anything.  Printers get hit up all the time for free printing (probably by your club too), so if you want to save the money on this, make it worth their while.  Printer Chairman:________________________________

 

a.       Determine Association Meetings each Committee Member will attend (after printing of Pre-Auction Catalog prior to Event to see how many additional catalogs to print.  Ask each Committee member how many catalogs they think they need to distribute at this event.  Make a list so you remember how many go to each person and for what event!

 

10.  Determine who will write descriptions for catalog.  Humor is great!  Headlines for items are good.  Detailed instructions for writer follow in Auction Catalog section (p. 26, 27-28, 30-32).  Catalog Writer Chairman:________________________________  Reminder: Catalog Chairman is Event Co-Chairman, but this person may or may not actually write catalog descriptions

 

11.  Decide who will write press releases.  Detailed instructions for writer follow in PR (p. 19) section.  PR Writer Chairman:________________________________

 

12.  Identify potential advertisers for pre and final auction catalogs.  Advertising Rate Sheet, Sample K

 

a.       Great prospects are businesses that really support the community (ie: LPGA, USTA) and advertisers in your Club’s other products (newsletter, Addy’s book)

b.      Sell b/w half page @ $95; b/w full page @ $150.  One price gets both editions.

c.       In a digest size (8-1/2” x 5-1/2” auction catalog… size recommended), ad sizes are: Full page: 7-1/2”tall x 4-1/2” wide; Half page: 3-1/2” tall x 4-1/2” wide

d.      You need at least $1,000 in revenue.