Auction Hero

[youtube=http://youtu.be/aOwES5nLsTo]Auction Hero was created by Mike Grigg with Elite Auctions and Fundraising Services to help drive donation results prior to a fund a need or appeal.  It comes from the theory of "All they can say is no."  The professional fundraising auctioneer will ask the crowd if there are any auction heroes in the audience that would like to go above and beyond the call of duty and ask the guests to give a gift that is meaningful to them above the highest pre set level of the fund a need.  Here is a video to demonstrate.

Checking In/Out Guests & Seating

When guests arrive at your event make the check in process simple by dividing them alphabetically by last name or company name in about five to seven different check in areas.  This will help cut down on long lines and crowd size.

I highly recommend collecting credit card numbers upfront at check in and assigning bidder numbers to each person/couple.  This will make check out much easier and more efficient.  If people are not willing to give credit card numbers upfront explain to them that their check out process may take a little longer.  You can even have VIP check out for those that submit credit cards upfront as an incentive.  Come up with a perk that VIP check out can offer your guests.  You could deliver their items to their tables or they could simply have a special checkout line.

In order to have the most successful fund-a-need, silent auction and live auction, assigning bidder numbers is a must.  It will help tremendously to have everyone identifiable by bidder number rather than name, and it will dramatically cut down on the amount of runners and people having to collect information throughout the event.  The fund-a-need alone can almost not be done with a big group if bidder numbers are not assigned to each person/couple.

“High rollers” or the guests that are known to be high donors should be strategically placed at the front of a room or near the auctioneer.  These guests will more than likely bid several times and it helps to keep the flow of the auction if the auctioneer can easily find them.  Let the auctioneer know where the high rollers will be sitting prior to the start of the auction, and don’t hesitate to introduce the auctioneer to the high rollers so he can build some rapport with them.

Fundraising Charity Event Checklist

Here is a handy checklist from start to finish that you can use.  Not all topics on the checklist are covered in the post, but many are self explanatory.

9 – 12 Months prior to Event

• Choose an Event Chair or President


• Select your Committee Coordinators


• Figure out a budget


• Choose a venue


• Choose a theme for the event


• Figure out who your target guests will be

6-8 Months prior to Event

• Develop a marketing plan


• Figure out the event timeline


• Choose an auctioneer


• Choose the Audio/Visual company


• Choose your entertainment


• Begin procurement and table sales (ongoing until event)


• Create a sponsor kit with different levels

3-5 Months prior to Event

• Viewing of the venue with committee members


• Advertising and PR for the event


• Develop your fund-a-need cause


• Send out invitations/save the dates


• Figure out how you will collect the money at the event

1-2 Months prior to Event

• Begin setting up your staff


• Secure volunteers


• Finalize the event’s timeline


• Get the live auction list to the auctioneer to put in appropriate order


• Finalize the Program and send to printer


• Finalize any videos or auction Power Points

0-1 Month prior to Event

• Let your auctioneer know if there have been any changes


• Start packing supplies, displays, and anything you need to bring to the venue


• Send out a Facebook announcement, website blog, or email blasts to remind guests


• Let the venue know how many guests will be attending


• Finalize the guest list


• Finalize all forms that will be needed at the event


• Meet with your committee and volunteers the day prior to the event

Post Event

• Finalize your accounting


• Send out thank you announcements to guests


• Have a post event meeting with committee and auctioneer


• Go over pluses and minuses


• Set the date for the next event


• Book the auctioneer for the next event if you were happy with him


• Send out a press release of the organization’s success


• Take a short vacation!