The fundraising auction blog post
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I started writing this a few weeks ago but had a relative brain melt on trying to be articulate after one convention and planning to attend another. Eep. But I thought I'd write up the Ten Things I Know About Doing a Fund-raising Auction. It's probably more than ten, but ten always sounds punchy and feasible (sort of like doing an fund-raising auction in two hours.)
While it is true that some of this comes from my most recent experience doing the auction at Potlatch which raised money for Clarion West, much of these are from earlier experiences and/or new ones. In other words, no, the Potlatch auction is not where we received that donation every year for three years that just sat there (see number 3. And number 8. And others.) So stop guessing already!
And some of these I learned from other people but want to pass on.
Okay, so, here it is - what i know after watching/attending and/or working on auctions. This experience is not all convention-related; I worked a bunch of auctions for organizations like NARAL as well.
1. No matter how much money you raise, someone will be there to tell you "it's not enough".
2. You should not try to schedule an auction to "force" people to sit through them. In other words, do not schedule an auction in between dinner courses, or whatever entertainment is pending. It's not nice to treat your audience and potential buyers as captive. Plan the auction for the last thing in the night or as a solo event but don't make folks stay. That will not make them happy about parting with their money.
3. This one's for donors. If you donate something annually that never gets a bid, please stop donating it. Think of it as simply the wrong audience for your talents, but the fact is, you're creating a nuisance since the planners have to list it, thank you, watch over it, store it, send it back, whatever. Massage often sells. Rolfing does not seem to sell. Okay? Got it? And thank you.
4. There are styles of auctioneering. Get used to it. Some auctioneers are low-key. Others are high energy. If you don't really like it but you want to participate, shrug it off and assume you'll like the next auctioneer better. Remember why you're there - to help the cause and maybe buy something cool.
5. No matter how fast things are moving, someone will always tell you they're not moving fast enough and you have to speed things up so that everything gets auctioned off. No. You don't.. Some things won't make it. Unless you're running a three hour auction in which case people have probably left anyway.
6. Please try not to take fifteen minutes to explain why a special item is in the auction even for the best of reasons. There's not enough time. Sorry if that sounds rude but losing your audience is a big deal.
7. People who volunteer to help on an auction are amazing. They have all sorts of organizing talents and help when you screw up. Because you spaced the obvious. Like a receipt book. Duh. Oh, sorry, where was I? Anyway, take notes to pass on to the next person - even if that next person is you so you don't forget something next time. Like a receipt book. *blush*. Last minute help is always valuable.
8. We are amateurs, but we're damn good. Make it simple please. Don't raise your hand and force the auctioneer to guess what you mean. If you want an item, raise your hand and state your bid - do not just stand there and wait for the auctioneer to guess what you want to bid. This isn't your show. It exists to raise money for a good cause.
9. Fund-raising auctions are the most intensive way to raise funds.
10. A way to mark items as "popular" helps you pick out what should for sure be auctioned. Pennies work fine, poker chips if you got 'em.
11. If you are auctioning off big items, like, say gift baskets, and your event has out of town attendees, be sure to have a shipping service on site.
Oh yeah and
12. Don't bring something to auction and offer it to the auctioneer five minutes before the event starts. Even if she's happy to take it. If you knowyou are donating something and there is a request to "let us know if you are bringing something and/or send in advance" please do so. There's too much going on at the event to take something last second.
While it is true that some of this comes from my most recent experience doing the auction at Potlatch which raised money for Clarion West, much of these are from earlier experiences and/or new ones. In other words, no, the Potlatch auction is not where we received that donation every year for three years that just sat there (see number 3. And number 8. And others.) So stop guessing already!
And some of these I learned from other people but want to pass on.
Okay, so, here it is - what i know after watching/attending and/or working on auctions. This experience is not all convention-related; I worked a bunch of auctions for organizations like NARAL as well.
1. No matter how much money you raise, someone will be there to tell you "it's not enough".
2. You should not try to schedule an auction to "force" people to sit through them. In other words, do not schedule an auction in between dinner courses, or whatever entertainment is pending. It's not nice to treat your audience and potential buyers as captive. Plan the auction for the last thing in the night or as a solo event but don't make folks stay. That will not make them happy about parting with their money.
3. This one's for donors. If you donate something annually that never gets a bid, please stop donating it. Think of it as simply the wrong audience for your talents, but the fact is, you're creating a nuisance since the planners have to list it, thank you, watch over it, store it, send it back, whatever. Massage often sells. Rolfing does not seem to sell. Okay? Got it? And thank you.
4. There are styles of auctioneering. Get used to it. Some auctioneers are low-key. Others are high energy. If you don't really like it but you want to participate, shrug it off and assume you'll like the next auctioneer better. Remember why you're there - to help the cause and maybe buy something cool.
5. No matter how fast things are moving, someone will always tell you they're not moving fast enough and you have to speed things up so that everything gets auctioned off. No. You don't.. Some things won't make it. Unless you're running a three hour auction in which case people have probably left anyway.
6. Please try not to take fifteen minutes to explain why a special item is in the auction even for the best of reasons. There's not enough time. Sorry if that sounds rude but losing your audience is a big deal.
7. People who volunteer to help on an auction are amazing. They have all sorts of organizing talents and help when you screw up. Because you spaced the obvious. Like a receipt book. Duh. Oh, sorry, where was I? Anyway, take notes to pass on to the next person - even if that next person is you so you don't forget something next time. Like a receipt book. *blush*. Last minute help is always valuable.
8. We are amateurs, but we're damn good. Make it simple please. Don't raise your hand and force the auctioneer to guess what you mean. If you want an item, raise your hand and state your bid - do not just stand there and wait for the auctioneer to guess what you want to bid. This isn't your show. It exists to raise money for a good cause.
9. Fund-raising auctions are the most intensive way to raise funds.
10. A way to mark items as "popular" helps you pick out what should for sure be auctioned. Pennies work fine, poker chips if you got 'em.
11. If you are auctioning off big items, like, say gift baskets, and your event has out of town attendees, be sure to have a shipping service on site.
Oh yeah and
12. Don't bring something to auction and offer it to the auctioneer five minutes before the event starts. Even if she's happy to take it. If you knowyou are donating something and there is a request to "let us know if you are bringing something and/or send in advance" please do so. There's too much going on at the event to take something last second.
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