Auction Planning Timeline. spark er PLAN A PARTY THAT SHINES

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Eustace Bradley
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1 Auction Planning Timeline Event Name: Date: 6 8 Months Prior to Event Appoint a chairperson or leader who has strong leadership and organizational skills and is able to commit to the entire planning process. Meet with previous leader(s) for feedback on what worked well and what did not. Add these findings into your plan. Review the previous year s event history and resources, including budget and revenue, donor sales, sponsorship records, and operations. Create your event budget and set attendance and revenue goals. Select a date, time and venue. Consider space needs, availability, parking, community calendars, and in-demand dates such as holidays and major sporting events. Also check to make sure there is a WiFi internet connection and that you can arrive early to decorate on the day of the event. Choose an auctioneer and book in advance. Create an auction planning binder for the current year, containing key event information, such as budgets, vendor information, contracts, invoices, floor plans, & contacts. Create committees and appoint a lead for each group of auction jobs. (example: donations committee, decoration committee (receiving & soliciting), graphics committee (for invitation and program), social media/web committee, DIY group/class projects committee, wine donation committee, silent auction table committee, pre/post online auction committee, raffle committee, check-out committee, clean up committee. Meet with committee chairs monthly, by-weekly or weekly. Tip: Meeting weekly or bi-weekly has the great benefit of keeping the momentum going and insuring your team completes tasks in a timely manner. Make meetings fun by meeting at a coffee shop or providing snacks for the team. Choose a theme for the event and have the decorations committee start meeting to discuss ideas for décor. Decide on the type of music (band, DJ, smart phone/tablet playlist) and reserve early. If you will not have a DJ or band, insure that there is a sound system and microphone with excellent quality at the venue. If the sound system is not extremely clear or not loud enough, rent one. There is nothing worse than not being able to hear at a fundraising auction! Consider purchasing auction software for your event that will make your auction planning easier and save many volunteer hours. Identify potential speakers and individuals to recognize during the program. Consider recruiting an emcee for the evening. Start recruiting those speakers and reaching out to those you wish to recognize at the event to confirm their availability. 4 6 Months Prior to Event Review the best-selling items from previous events and create a goal of what items you would like to receive. This will help you to target the right merchants/donors. Identify sponsorship opportunities and benefits. Review and update your donor & sponsor lists, including and postal addresses and phone numbers. Create a donation request letter.

2 Auction Planning Timeline 4 6 Months Prior to Event Organize a mailing party for sending out the donation letters. (items needed: donation request letter, pens (for signing letter), potential donor labels, glue sticks for sealing the envelope, return address labels (double the amount for a return envelope) & envelopes (double amount for return envelope). Depending on the quantity of donation request letters sent out, you may be able to save on postage fees by using bulk mail with the post office (but you may be required to sort the letters by zip code). Create a letter for your internal community (parents, volunteers, alumni, staff) to encourage them to explore their personal networks for possible donations and sponsors. Create an item received form they can include with donations. This will provide valuable information including estimated value. Hand this letter out or /mail to your internal non-profit community. Add an auction information page to your website. Include instructions on how to donate to the auction including a downloadable item donation form. Create a system for organizing the incoming donations. Enter the donations into a google docs spreadsheet or auction software as they arrive. Print a list of merchants who received the donation letter and put a check next to their name when an item is donated (this will prevent your donations team from following up with merchants that have already donated). Order appetizers, menu and drinks. Decide if you will ask for wine donations and how many bottles you would like to receive. Find out what the corkage fee is and add the estimated amount to your budget sheet. Have your wine committee solicit wine donations from vineyards or from your non-profit community. Create and send Save the Date cards and to promote the event to guests. Set up a meeting schedule to meet with the chairs of each committee monthly and then weekly as the event gets closer to receive updates and assign tasks. 2 4 Months Prior to Event Design printed items such as invitations, posters, and program. If there isn t a graphic artist in your group, many online options are available for customized, themed designs. Decide if guests will need to designate a meal choice. Consider including sponsorship opportunities in the invite and program. Print needed items in-house or send them to a printer. Tip: online printing companies (such as Vistaprint.com) have great deals on bulk orders and will provide the envelopes as well. Consider including a reply card and envelope for people who prefer to reply by mail and are sending a check. Update or develop an invitation list including addresses & addresses. Create a link for ticket sales on your website auction page. the link to the online ticket sales so guests can purchase tickets online. Be sure to test the link before sending it out and to provide clear instructions on how to purchase the tickets. Organize a mailing party for sending out invitations 6 weeks prior to the event. Don t forget your mailing labels and stamps. Order décor for your event including up-lighting, string lighting, ceiling draping, trees, etc. Order stands and paper for the item signs on silent auction tables. Inexpensive bent acrylic frames work fine for this. Cardstock paper works best for printing the signs. (Note: the sign template available at sparkler.com is 8x10)

3 Auction Planning Timeline 2 4 Months Prior to Event Review current donations received. Are your donations on target or will need you ramp up the procurement goals? Have the donations committee submit donation requests to donors who have an on-line donation system (Disneyland is a good example). Decide on event banking procedures. Find or purchase multiple cash boxes to store cash & checks. Reserve credit card readers or terminals for on-site credit card processing. Or prepare a square account by downloading the software and purchasing the square readers. Consider using mobile bidding to reduce paperwork and drive more bidding. Recruit volunteers for the day before and day of auction set-up. Create a volunteer contact list. Consider hiring college students to help with some of the tasks so that your volunteers can enjoy the evening. Some volunteer jobs that may be needed are: registration, raffle tickets, items for direct purchase, bid sheet runners, live auction bid recorder, live auction runners, check-out team, clean-up, coat check and parking. Prepare an outline for registration and checkout procedures. Perform a site walk-through with the venue s catering manager consider the floor plan, food, timing, flow, and special needs. Identify space where volunteers can safely store their personal items and take a scheduled break. Create a floor plan with the venue or caterer. Identify traffic flow and possible tight spots. Have silent auction table committee meet and talk about ways to decorate the tables and props needed (risers, extra tablecloths, theme décor). 1 2 Months Prior to Event Package related donations together to create a one-of-a-kind offering. For example, a group of gift certificates for services at a salon can be grouped as a Beauty Day. This is also a good way to prevent an overabundance of donation items since it is best to have more bidders than items (sellers market instead of a buyers market!). Have your social marketing committee/person a preliminary catalog or teaser about hot auction items to generate excitement. Inventory auction items and certificates you ve already collected and actively collect the items and certificates not in your possession. Produce display boards or posters for silent auction items. If using computers and printers at the event, coordinate computer equipment and on-site technical support. Decide on items that will be in the live auction. the list of live auction items to the auctioneer before adding to the program. He/she may have recommendations about the items, the auction line-up and their starting bids. Identify the main fundraising goal of the event and develop a series of campaigns to engage potential attendees and sponsors in your cause or project. Finalize the event program and be sure to include the main fundraising goals. Create a timeline for the day of your event. Remember to include a time slot for your fund-a-need, and other specific agenda items. this timeline to others who may need it including the auctioneer, band, DJ, banquet manager, etc. Create program material, including slide presentations, speeches, and emcee remarks, and send to speakers so they can prepare for a rehearsal.

4 Auction Planning Timeline 1 2 Months Prior to Event Schedule a program rehearsal (if needed) two weeks before the auction. Send a reminder to the invitee list to remind them of the ticket sales deadline and last day to turn in donations. Remind donors that you offer an online donation option, so they can donate even if they cannot attend your event. Final donations should be received one month prior to the auction to allow adequate time to print and distribute the catalog, as well as prepare display boards and signage. If using auction software, have a drawing for guests who register a credit card before the event. Use an item or two from the silent auction as the prize. This will encourage participation for easy self check-out and will also educate guests about the benefits before the event. Create item signs for the silent auction tables. You can find marketing language and photos on each donors website. The print on these signs should be large enough for people to read clearly and should list the benefits of the auction item along with any restrictions. Ask someone to review and proofread signs before printing. Purchase or design & print table number signs. You may want to use names for the dinner tables to avoid confusion. Create a day-of-event volunteer job list, schedule and description of tasks. the list to volunteers so they can be prepared. Follow up with calls to all volunteers to ensure they have received the information and are still committed. Create signage for directional or promotional purposes. Verify certificates. Create certificates if none are given with item. Put them in chronological order by package number in a separate file. Publicize pre-event materials and on-site signage, letting guests know that efforts have been made to make their check-in and payment process quick and easy. Give a script to your registration volunteers, so that they can effectively explain the process to guests. If using event software at check-in and checkout, finalize arrangements for computer and printer set-up and networking. Provide caterer or hotel with final guest count for meals and beverages. Allow for some last minute RSVP s. Receive delivery of card readers or terminals. Check to ensure that your shipment is complete and test the equipment. Hold a meeting to train volunteers; communicate expectations, timelines, and schedules. This will be especially important for the check-out committee Order bidder paddles or create your own. Create an addendum to the catalog for last-minute items. Final Month Prior to Event Print bid sheets and receipts (if not using auction software). Consider printing on duplicate, carbonless copies so guests can take one copy and you can keep one copy. If you are printing blank bid sheets, plan a bid sheet making party where volunteers help to fill in the item names, numbers, description, and starting bid on each sheet. With 6 10 people, this task will go by a lot quicker. Arrange a sorting party for the donations and silent auction table committees. Organize silent auction items in large crates (if possible) by table # and be sure to write the item # s on each item. Include the item signs and sign holders along with any special décor in this crate. This will allow you to be completely organized for day of event set-up. Meet with the committee chairs weekly. Some people need a little extra support and accountability with last minute details. Find help where needed.

5 Auction Planning Timeline Final Month Prior to Event Assign guests to tables, if needed. Assign bidder numbers to guests and print a list for registration (unless you are using auction software). Assign one bidder number per couple unless they request separate bidder numbers. If you will have assigned seating, create place cards or display a list that tells guests what table they are seated at. Finalize bidder packets, which may include a program, bidder number, and table number. Create walk-in registration packets in case there are last minute guests. Remember to assign them a bidder number. Make sure all auction item packages have their package number assigned and attached. Fill a large supply box with essential items such as staplers, pens, highlighters, scissors, and anything else you may need at your event. Print addendum to the catalog. Print registration lists and all reports pertinent to the event. Print final day-of-event schedule and distribute to event staff and volunteers. Call each vendor to confirm delivery times and preferred payment method. Add vendor contact info to your cell phone so you can easily call them if needed. Create a check-off list of items/services being delivered so you can check them off as they arrive. Meet with the banquet manager to go over the final details for the event and do one last walk through. Create detailed schedules for each of your volunteers. Remember to schedule break times for volunteers so they can stay energized throughout the evening. A couple of days prior to the event date, hold a brief all-hands meeting for volunteers and staff to review day-of-event roles and responsibilities and answer any last minute questions. Take a moment to think about everything that could go wrong at the event and write down solutions for each one. Talk to other staff or chairs to divide up the task of solving these issues. Deliver wine, special linens and other items to the venue one day before the event. Load your car with all other items that can t be delivered early, so you are ready to go in the morning. Day of Event Deliver all items to the venue bright and early in the morning. Have your silent auction table & decorations committees arrive at least 5 hours before the event for set-up. Provide lots of water and snacks for them while they work. Start decorating from the top down. Lighting is usually the best place to start. Display silent auction items in creative ways to generate excitement. Insure that guests will be able to browse easily AND have enough light to read the bid sheets and signs! Organize the supplies needed for check-in and check-out. Have check-out in a different room if possible so that people are not rushed to cash out and leave. Surrender to any issues that you cannot fix. Let go of the anxiety, anger or frustration, which will not help the event. There is always a back-up plan and sometimes they can even add more character to your event.

6 Auction Planning Timeline Day of Event Go home and rest before coming back a couple of hours prior to the event. It s going to be a long night, so take some time to relax before you need to ramp up again. If possible, provide an early meal for volunteers and staff that are working during the event. Use this time to thank your volunteers and answer last-minute questions. Ask registration and checkout volunteers to not take open beverages to their stations, since they could spill onto electrical equipment. Before the event starts, make sure the music is playing, the lights are shining and there is a greeter at the door. Grab a glass of wine and enjoy the evening. Post Event Follow Up Cross-check final bid sheet prices to receipts to insure correct amounts were charged. Post all cash, check and credit card payments into a spreadsheet. Reconcile budget, expenses and revenue to determine event results. Deposit cash and checks into back account. Perform an auction data backup and archive. Finalize date for next year s event. Prepare and send out thank-you letters to sponsors, donors, volunteers and guests. Include next year s event date in the letter. Hold a post-event party and debriefing with volunteers and staff. Evaluate the success of the event. Meet with volunteers, staff, donors and board members to gather feedback. Update event binder for next year. Return the rented credit card readers or terminals. Arrange for shipment or delivery of items that were not picked up the night of the event. Provide a senior staff member with a detailed log of the issues that came up at the event. They can then personally contact guests who require follow up. This extra touch may salvage some very important donor relationships and will help the staff to learn what procedures should be performed differently the following year. Last but not least, take a deep breath and a moment to appreciate all the hard work that goes into planning an auction. You can now relax, until next year when you are asked to do this all over again. Notes

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easyeventideas.com GUIDE easyeventideas.com Event Planning GUIDE 3-4 Months Before SET GOALS SET BUDGET What do you hope to achieve with this event? ---------------------------------------------- [ ] [ ] [ ] [ ] Estimated Total