please complete your first set of focus questions. auction edition
TRANSCRIPT
Please complete your first set of focus questions.
AUCTION EDITION
Gregg & Kristi ZonnefeldCentral Wisconsin Christian
AUCTION EDITION
Introductions Tell briefly about yourself:
Name / School Position Share about your Auction (if you have
one) What do you hope to get out of this
workshop?
Pre-Auction Phase
AUCTION EDITION
Organization Leadership Group
Work as couples!!! We do 6 couples / 3-yr commitment
Solicitation Group
Quantity Items + Quality Items + High number of Attendees =
SUCCESS!!!!!!
Make it so people of all financial abilities can contribute and share in the fun!!
Attend other auctions See how other people do things Item ideas Decorating/theme ideas Keep things fresh and efficient
2008 – Hawaiian Adventure2007 – Take Me Out to the Ball Game
2005 – Sock Hop
Process Software
MaestroSoft AuctionTrak
Website Secure your own domain for the event 1and1.com – very affordable www.cwcauction.com
Process Potential Business Partners
Who are they? Letters – Returning and New partners
Process Potential Business Partners
Who are they? Letters – Returning and New partners
Item Planning Varied items Unique items: students, parents, classes
(baskets) Bake Sale BE BOLD & BE CREATIVE!!!
Process Build Attendees: O P M – Other People’s Money
Post Card Mailing – constituents & businesses
Facebook Online Registration Phone Call invites Signs in community Radio/Newspaper Word of Mouth – get them coming back Everyone can participate!
Make it the #1 friend-raising
event of the year, and the
fund-raising will follow!!
Process Solicitation
Items divided by category Look for connections/clients/customers Start with who you know, and then find out
who they know Build your list!! Think outside the box Update status in software, and hold
accountable Monthly deadlines
Follow-up, follow-up, follow-up!!
Process Event Decisions
Venue: on campus vs. off campus Do we charge to attend? Meal charges?
What do we feed them? Food Committee
Auction Week
AUCTION EDITION
Auction Week!! Don’t be come the collection point
for your items! 2 days before Certificate Check
Hard copy of the list – mail one week before Divide items into “Stores”
Auction Stores Solicitation Categories vs. Auction Stores
Divide by type of business for Solicitation Teams
Divide by type of item for Auction Stores Children’s Home Décor Women’s/Crafts Restaurants/Food Men’s / Miscellaneous Garden/Produce Student Service
******Creativity in Names!
Auction Week!! Don’t be come the collection point
for your items! 2 days before
Hard copy of the list – mail one week before Divide items into “Stores”
Live items vs. Silent Items Maximum profit / Maximum Fun Time is valuable asset
Auction Week!! Set-Up
Depends on availability of your facility Need space to accommodate and allow
movement Item Intake
Near entrance to facility – labeled with # Committee delivers items to Auction Site Pre-print your materials & item checklist Checklist for walk-up items
Auction Week!! Basic Items
Clipboards, wood blocks, item cards, silent bid sheets, tape
Auction Day
AUCTION EDITION
Schedule Devotions at 2:30 PM with
Leadership Team Silent Auction – opens at 3PM
Stores close at scheduled times Meal – 4:00-6:00 PM Live Auction – 6:30 PM Doxology – 10:00 PM
Registration Separate lines Pre-Registered – packet At the door
Streamline Be sure to collect data and get it
properly entered into software
Silent Auction Bake Sale Bid Process – open vs. defined “Buy it Now” Table checking Encourage bids!!! Collect sheets quickly when closed
2 adults 2 students Enter immediately Post / Text Alerts
Live Auction 100 items – 85-90 is better Welcome time is prime opportunity
to share vision of your school – video, testimony, devotional, etc.
Live Auction Auctioneer or two
Best with passion for the mission of your school and/or knowledge of and relationships with your donor base Know the “big hitters”
Emcee – read items clearly/ restrictions
Callers (3) 2 people prep/gather items 2 recorders – one on computer, one
hard copy
Live Auction Big Items
Purchased with cash donations Aim to buy at cost Place a silent reserve - committee buys
back
Live Auction Items 1-10
Not going to go great Have some guaranteed sellers that will
start the night right Pace – pull the trigger quickly early in
night Remind people this is a FUNDRAISER! No steals/bargains allowed!!
Post totals periodically Incentive to grow the total Aim low – better to add later than subtract
Live Auction Special Project – “The Sausage”
Live Auction Special Project – “The Sausage”
Raised between $12,000 & $21,500 Easy way for everyone to get involved Allow additions at checkout
Live Auction Special Project – “The Sausage”
Raised between $12,000 & $21,500 Easy way for everyone to get involved Allow additions at checkout
Game Break Heads/Tails, Wheel, Shell Game
Culvers
Live Auction Last 10 items
Find a way to keep them in their seats Usually not your best sellers Pay attention to who your diehards are,
and keep items for them Announce preliminary total Doxology
Checkout How early do we let them leave? Have multiple stations
Credit Card capability Pay that night
Get receipt Pick up items Pick up certificates
Separate station
Take down Leftover items
Unsold Not picked up
Get a crew
Post-Auction Thank you letters / receipts to
donors 2 weeks
Ask for feedback – formal/informal Finish collecting $$ Wrap up and plan for next year
What went well? What can we do better? Keep it fresh and efficient!
CELEBRATE GOD’S
ABUNDANT BLESSINGS!