Until then, keep using other people in the organization and your board to get donations and be sure to introduce yourself to as many people as you can at your next event. To prevent this from happening, you can include a line stating All Sales are Final to each item description, or include it in an Auction Rules section on the site. Learn about the history of Pride Month, creative ways you can show support this June and beyond, and fundraising tools to take your event to the next level. A short video or speech should be presented followed by asking the crowd tomake a donation. Its always good to approach a potential donor knowing exactly what youd like. I think its important to have items for all of your guestsnot just high-value items that may not be in the budget for some. Thoughts on NOT bundling experiences in major cities (iedining and hotel) so that those living in that city can bid on dining, not wanting the hotel? You should also consider whether you are hosting any games, raffles, wine pulls, etc. Run a seamless auction experience thats fun for you and supporters. For a table, I have not seen clients give a discount. Remember that the charity and the beneficiaries of the proceeds should be the ultimate winners. Buy it now prices should be high, 200-300% of FMV. Were concerned people will try to keep their bids undervalue to get a good deal. Check it out here: https://loom.ly/UjExQvc The event is TOMORROW, JUNE 29! Personal connections are crucial in fundraising. A successful auction is not something you can throw together at the last minutewe don't recommend it, anyway. Donors love the excitement and suspense of winning an item, and they take comfort in the fact that their bidding will support a cause they care about. In a large city setting. Can Nikki detail what the Committee and Board are expected to do for the event? If your committee already has an idea of who is reaching out to who, get it into a document or spreadsheet. We are finding that people spend a lot on the raffle baskets and end up not participating in the silent auction. 2. When final bids must be made. If the item is compelling to guests, it will sell itself! You can tease the items before your event on social media or in guest communications and link to the item to preview or open for early bidding, if using mobile bidding. Send and schedule personalized emails, texts, and more. Learn from fundraising experts and connect with other changemakers. From there, its important to inform guests leading up to the event that the bidding will be mobile, as well as mentioning it again when they arrive at the event. Our event is 175-200 guests. Record your online auction results: Download all of the data your auction software has captured, run relevant reports, and add notes in your donor database to maintain your records and note improvements for next time. raise money for a specific cause. Doyou stick to 1 item for every 5 guests or is the live auction an addition to the 1 to 5? Within theGiveSmartsystem, we also have the capability to create a display to be used on a projection screen that updates in real-time as guests donate on their phones to keep the momentum going! They must satisfy a combination of both requirements. Do you base the price of tickets based on the cost to cover the event itself? Whats a good revenue formula to shoot for? In that instance, guests are assigned numbers to use instead of their names. The more ways you can give donors to participate the better! As for board members, it can be tough to set deadlines withthembut we suggest being transparent with them about when you want to go live so they can hold themselves a bit more accountable too. If youre using auction software, this information will automatically be tracked, so youll have one less thing to worry about. Do you encourage this, discourage this-and or how do you recommend ensuring these great bigger items come in sooner (i.etickets to events, vacation homes,etc-mostly from Board members)? In addition to the Silent Auction do you have any suggestions for successful additional revenue, (examples: wine pull, jewelry pull, raffle, heads or tails etc. Be picky with the items you accept (if you can). Create an atmosphere that has energy and use a variety of communication strategies onsite to drive excitement! Its important to have a display of some sort for all your items, even if its just a paper with photos and a description of the experience/item. Winning the silent auction: Q+A - GiveSmart If a guest were under the impression that their item was about to close at 9:00, for example, but the item they were interested in closed at 8:30, they would be disappointed not to have submitted their bids. If part of an event with a program, how long should you give participants time to bid before the program starts? In a way, a raffle ticket is already a lotto ticket, which is great since the winner is sure to like their prize! This depends on your audience and how compelling your live items are. . Can Nikki detail what the Committee and Board are expected to do for the event? This depends on your audience and how compelling your live items are. Charity Auctions: Make sure you are in compliance with federal rules Local businesses roll their eyes when they see us coming. Check out the resources below to find other tips and tricks that will kickstart your fundraising. Skip to content Search (800) 375-3773 Search FacebookTwitterYoutubeInstagramPinterest Home Auctions Past Auctions Selling at Auction Its a good idea to give your guests an idea of what they can expect so they can start making decisions on what they can spend as soon as you begin promoting your fundraising opportunities. It also includes special thank. Analyze past auction data or go to other auctions in your community to help guide your procurement efforts. Cheese, chocolate, and salami are all good options for a basket since they don't parish quickly. With a monetary donation ask, generally, this will be a separate highlighted part of your program, and not considered part of the auction. The more heartstrings you can tug at, and themore clearit is where the funds are going, the better the outcome! Check outEpisode 8: Smooth checkoutfrom our Jam Session series! Design your auction registration page to make it eye-catching, engaging, and reflective of your organizations mission and character. She buys all the food and drinks but charges her guests $25 each to attend. Can you talk about handling check-out efficiently? Think about your donors, and gather unique auction items they will be excited to bid on. Look for people who have done it before and are passionate about the cause, are good at being on teams, and love to brainstorm ideas for your next auction. Here is a great hack to get what you need. About Us Oktion is an online silent auction and fundraising app that will help organisations raise more revenue and have fun at the same time. Instead, you submit your bid on a piece of paper. Check outoursupport resources, wherewe provide walk-through videos, how-to articles, and more! Buy Now items can be paid immediately, or the buyer can wait until the auction has ended. If you get a small item donated by one business and another small item donated by another business that could be combined into one larger package what is the proper way to represent both businesses so that one does not outshine the other? When you send your next newsletter, introduce yourself, include a photo, and let the community know that youre the new [role] at [organization]. It is important to understand the types of guests that will attend your silent auction. Will it Engage our audience? Include both the FMV and starting bid in your silent auction item descriptions. You should leave enough time after the auction closes to pack up all your items to be prepared for checkout. Bid Beacon is an online auction platform that willrevolutionizethe way you host your next silent auction. To prevent this from happening, you can include a line stating All Sales are Final to each item description, or include it in an Auction Rules section on the site. That said, setting up, promoting, and executing a silent auction can be a daunting task. Its a helpful resource that. What minimum bid increments are in place. For most attendees, it will be the first time at the venue (and some even the first-time bidding at a silent auction). Do you survey guests after the auction event to gage ROI and collect demographics if youre just starting out with an auction event? Cheap or undesirable items depresses the perceived value of your entire silent auction - heavily limiting profits. Get ready for Bid Beacons latest release which is packed with exciting new features and enhancements! Since each guest has their own clipboard and item bid sheets, they wont be aware of the bids made by other guests. My problem is our base doesnt respond to me. A quick listen talking checkout best practices. They benefit the fundraising organization by offering a relatively low-cost way for fundraising and the bidders by offering interesting auction items that could potentially be obtained at a bargain price. Put together a procurement team of all-star volunteers and board members. >> 5-minute listen in this Jam SessionEpisode 8: Smooth Checkout just rip the band-aid off and make the switch. Is it based on # of items? Best companies? Plus, all of the tools your nonprofit needs to run a successful in-person, hybrid, or online silent auction. 22. Leventul, James Mead, Serena DAngelo, Erin Phillips, Amy Gainsford, Chi Tran, and Kelsey Woodworth. Any ideas for small-town fundraisers? Your first step at a silent auction will be to walk around the displays and find which items are enticing to you. Are there other creative ways or items to send with the thank you cards that is cost-effective? How do we deal with the transition between the guests who need the physical silent auction bid sheet vs those that can use our mobile based bidding? The best way to handle someone who backs out of an auctionpurchase? At a silent auction, each item has its own specific bid sheet where guests can place their bids. How can you walk away from your next charity events silent auction with a great prize? 2023, Created by Launch57. A good rule of thumb is to pay 10% above the price when determining your starting bid on consignment/third party items, and make sure it appeals to your audience so bidding will surpass that opening bid and generate some profit for you. This will help when, Since each guest has their own clipboard and item bid sheets, they wont be aware of the bids made by other guests. Every event isdifferent, butlook at what those items were that went unsold and dont include them in your next auction. We hosted a webinar on this entire topic. For more information on how to bid at auctions, contact the experts at High Plains Auctioneers today. If possible, suggest another organization that could use the swag. For further reading, see a pros and cons list of each type of auction fundraiser. Starting bids are commonly set at 40% of the FMV and increase in increments of 10%. Pro tip: Givebutter has everything you need to host a stress-free silent auction that's fun for you and your donors! Are there any events or holidays that could potentially conflict with your event date? 1. Invite individuals who have a broad network you can tap into to help you reach out for items and sponsorships, make a wish list of bid-worthy silent auction items, brainstorm businesses and people in your network, and start soliciting.. Check out real campaigns on Givebutter, both past and present. We recommend ending all silent auction items at one time. Silent auctions usually have items spread around a small room on numerous tables. Many interesting items can be found at silent auction fundraisers. The 5 Most Egregious Cheats in Silent Auctions - Handbid Do you recommend putting the market value of the items? Within theGiveSmartsystem, we also have the capability to create a display to be used on a projection screen that updates in real-time as guests donate on their phones to keep the momentum going! Is it based on # of items? We recommend having silent auction open for about 3-4 hours during the night of your event. Consider throwing in a grooming service. , which is a great place to get started to acquire sponsorships. Personal connections are crucial in fundraising. This will give your guests enough time to view the displayed auction items live while mingling, drinking, eating, and enjoying the program. Create excitement about your event and bidding (and winning) potential auction items. Timing is very important during a silent auction. Increase donations by letting your guests bid from the convenience of their phone. Do you recommend closing the silent auction before you do the direct ask (paddle raise), or after? We find that if we have over 40 items, many go unsold, and other have just 1-2 bids. Are your number of proposed items number of guests divided by 5, or number of wallets divided by 5? Overview Silent auctions are extremely popular at all types of events. Using a third-party company to secure items will not guarantee you as much profit, but it. Then make the document shared, so that everyone has access to see who is speaking with which donors. Take the time to assign your volunteers to the right roles. Every event is different, but our latest research study shows that donors are increasingly enjoying auctions and fun ways to engage at an event. Every organization is differentsome like to keep the live items a surprise, others preview them so that guests know whats coming. Its also important to note that including duplicate items in your catalog will decrease that fear of loss. If they know theres multiple to buy, they will maybe place a small bid on each, instead of creating a bidding war on one. We collect them off all the tables at the end of the night discarding any that are wet or soiled, and then send the following package to EACH donor: organization acknowledgment letter, procurer thank you note, description sheet and program. Do you find that it is better to have individual items or several items together in a basket? See what were launching next and share your feedback. What data can you possibly provide that shows the incorporation of entertainment into a fundraiser increases attendance and overall positive donor experience? Do you prefer to use bidder numbers or have people use their name to bid? Ideal number of items based on event attendance. least $250. Its where you can bring you plans to life and create the momentum needed to draw in those big crowds! Nows the time to spread the word! Table sponsorships will typically cost more than just buying a table since itll include a program ad,shoutout, etc. This research study has just that. Once the silent auction is closed, you can message guests within the app to let them know which items they received. Do you communicate live auction items prior to event? Sign up for your free Givebutter account today and start planning the silent auction of your wildest dreams. Just be sure to include a through description with any possible restrictions (blackout dates, number of guests, etc.). This will give your guests enough time to view the displayed auction items live while mingling, drinking, eating, and enjoying the program. You might as well capitalize on the competitive spirit in the room! Compare the best nonprofit auction software by features, pricing, pros, cons, and more. Ideal number of items based on event attendance. How Wealth Screening Can Increase Your Fundraising Efficiency, 5 Ways Schools Can Keep Summer Engagement High, Creative School Silent Auction Item Ideas, How to Leverage ChatGPT at Your Nonprofit, The Need-to-Know on Donor Advised Funds (DAFs). Its important for everyone to update what theyre working on, so that someone else doesnt reach out to them. What is a Silent Auction? Before you open the doors, you will need to train volunteers to: Your event team will need to know when and where to arrive, what to wear, what tasks theyll be performing, and how long they can expect their shift to last. If youre happy with those results, stick with it, or for one year try something new to see what happens. We launch our committee in January for our May event. If you reach out to a donor, state explicitly what youd like them to donate and what you need. How do you drive traffic to your online auction? Tables can have tablecloths, runners, balloons, and other decorations to draw in donors, but the items should be the star of the show.. We always recommend trying to secure 100% donated packages/experiences first so that you keep 100% of the profit, and if you need to utilize a third party vendor to supply an item/package/experience be sure to set the starting bid above the price you need to pay for the item if it sells. (examples: wine pull, jewelry pull, raffle, heads or tails etc.) How do you recommend keeping track of what items everyone on the committee is working on procuring? Make the most of Givebutter with daily live workshops. Thanks We strongly encourage using a mobile bidding platform to streamline your auction operations regardless of whether your auction is online or in person. I think its important to have items for all of your guestsnot just high-value items that may not be in the budget for some. Its important for everyone to update what theyre working on, so that someone else doesnt reach out to them. Definite better ROI than we anticipated. Heres why. What Is a Silent Auction And How Do They Work? - Bid Beacon Do you typically have an idea in mind of what you might be interested in when approaching a business and just ask for anything and take what you get (in which case you usually get something small or a gift card)? Its a good idea to pre-assign companies or individuals that people may reach out to for donations. Congrats on your successful event! How To Win A Silent Auction - Oktion the way you host your next silent auction. Check out these resources to help guide you to success. This blogbreaks down the difference between paper and mobile bidding, and while all providers are different,this is what it looks like withGiveSmart. Youll also need to start procuring your auction items well ahead of time. We meet three weeks after the first meeting and then every two weeks thereafter. In a large city setting. How many days can a nonprofit host an auction without paying taxes, Youll have to consult an attorney for questions regarding legal matters, as were not. Packaging an entire experience is typically more enticing because if they win tickets to the show and the package includes parking and a hotel, they are all set for their evening out. Since youre new to the organization, perhaps you should hold an informal event so that donors can meet you. Were concerned people will try to keep their bids undervalue to get a good deal. Do you find that it is better to have individual items or several items together in a basket? They must satisfy a combination of both requirements. Not matter what you use, silent auctions are a great way to generate revenue, fun, and engagement at your special events. Its important that the guests know exactly when the silent auction is going to close, because many guests like to place last-minute bids to secure their items. There are a lot of great companies out there, but we do recommend two of our partners,Winspire&GoCharity. If a known donor says they cant make the trip they won, but you know making them happy is the best thing for the donor-client relationship, you can delete their bid, and offer the item to the next highest bidder. Will it be a casual golf outing or a black-tie gala? Do you have more information on how to make checkout easier? Canadas Event for Event Professionals, GO WEST, held their 3-day conference in Edmonton, AB this year, and our team had the honor to attend as exhibitors! Have you found that participation in silent auction is overall decreasing? For a table, I have not seen clients give a discount. All Rights Reserved. We also have a committee member who throws a BBQ or taco party at her house each year. Remember that you dont have to include all items that are donated to you, if you think they will work against you in the long run. As Nikki said on the webinar, youhave tojust rip the band-aid off and make the switch. Our committee wraps up by the first week of April to allow us time to prep for our auction, though stuff always trickles in after. Bid Sheets. Ideal number of items based on event attendance. When you note who the donor is to include both! Before we dive deeper into how to make the most of your silent auction event, let's make sure we're all on the same page with the basics, starting with the definition of a silent auction. Understand that whether you win or lose, there are other silent auction opportunities. Now that weve planned, organized and promoted, you are ready to run your best silent auction yet. What are your thoughts on hiding the Fair Market Value with a silent auction? You increase your fundraising expenses while greatly decreasing your potential revenue.) If youre using a mobile bidding provideryou cannot also have guests bidding on paper because the bids will not align with one another. Learn more about the world's most people-centric fundraising platform. Set your fundraising goals, pick an auction theme, and for in-person auctions, find a venue that can accommodate your auction items. Think about the donor profiles in your database. Theres no exact formula because the number of guests, but also the willingness to donate of those guests, comes into play. Do you guys think raffles add to or take away from silent auctions during the cocktail hour time? breaks down the difference between paper and mobile bidding, and while all providers are different. Since youre new to the organization, perhaps you should hold an informal event so that donors can meet you. Priceless and engaging items excite your audience and raise more proceeds to fuel your mission. Sometimes we use a minimal amount of organizational funds (say $250) to purchase some of the filler items I mentioned that help embellish those baskets and increase the ROI by simply making them more appealing to the eye. Weve seen NYC gala tickets range from $200 to $850 per seat. This comprehensive guide will give you the step-by-step tools you need to make your next silent auction the best yet. For each item, upload high-resolution images, a brief description, the fair market value, and the starting bid. Having smaller bid increments, no more than 15%, also helps guests bid morethey may not feel comfortable with a bid jumping $50 at once, but theyll be more likely to bid $10 five times, gradually as the night goes on. Create your auction and choose your plan, or skip that and start for free! If part of an event with a program, how long should you give participants time to bid before the program starts? The highest bidder wins and pays the amount that they bid. If a donor wants to close bidding on anitemthey should pay a premium price. Source: galleryhip.com Do you recommend closing the silent auction before you do the direct ask (paddle raise), or after? Bidding Assistants should always be explaining to guests that they can set an auto bid on an item, so that they will never be in danger of being outbid! Of course, this depends on your venue, what the actual ticket cost it and any entertainment or additional packages you might be booking. Here are9 questions to ask yourselfwhen purchasing mobile bidding software. Just like a regular auction, a silent auction has a certain amount of items that guests can bid on. If theres pushback, see what they can and are willing to offer, then go from there. Instead, they multiply the ticket price by the number of seats. What is an appropriate range for gala ticket seat/table price? When you send your next newsletter, introduce yourself, include a photo, and let the community know that youre the new [role] at [organization]. You will also need to determine each item's starting or minimum bid and bid increments. Which items typically sell at a higher value and see the most bidding participation? Follow this post-auction checklist to keep donors thinking about your online auction long after it ends: Thank all of your participants: Post on social media and send a big thank-you email celebrating everyone who made the auction a success. How long should the event be in order to increase/encourage maximum bidding? Exactly. Come hear some amazing music and have some fun with us! What advice can you give on sponsorships of event? Here is a great hack to get what you need. To get started, you can generally count on these charity auction buckets to bring in big bids: Make sure to communicate the retail value of your auction item to bidders on your bid sheetitem value is a huge factor in driving bidder. If the bids soar past your budget, make a decision as to which item is more important and where you are willing to spend more. During a silent auction, do you ever end the bidding for certain items early? Any quick recommendations as to what to look for when browsing/weighing different options for mobile bidding software? dining and hotel) so that those living in that city can bid on dining, not wanting the hotel? There are a few tactics you can employ to be successful at a silent auction. This is a very proactive role and just having a help station that guests approach themselves might be too passive when it comes to getting bids from your guests. Well be running through this in detail on our next webinar. Every event is different, but our latest research study shows that donors are increasingly enjoying auctions and fun ways to engage at an event. and it can be something that the kids made! Track supporter activity and build relationships all in one place. Need an auction site for your next big nonprofit event? If a guest were under the impression that their item was about to close at 9:00, for example, but the item they were interested in closed at 8:30, they would be disappointed not to have submitted their bids. Any ideas how to promote your event in advance? Whats New? We recommend giving participants about 1-2 hours of bidding time from when check-in/registration starts to when the program starts. The more insights you can gain from your donors earlier on, the better! Theres nothing worse than getting an email from a guest the morning after an event, stating they read the dates wrong, or added too many zeros to their donation, or maybe had one too many glasses of wine and is now having buyers remorse. In the demographic breakdowns theyre the pink bars/numbers. How do I get people to respond to me with a donation? Typically, well have the assistants be floaters! You can also include instant items where everyone is a winner to encourage 100% participation. Bidding Process Rules A smooth bidding process is key to a flawless attendee experience. A copy of our program. Using a countdown clock is another helpful way to remind guests that there is a time limit on when they can bid. Do you use organizational funds to purchase unique items at all?
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