If you're like most auctions, especially one that has been planned for so long, you'll get donations right up to--and including-- the day of. Though it's a pain to have to deal with last minute donations, I wouldn't discouraage anyone. Also, I think people appreciate knowing the scope of the project in concrete terms($8k). It gives them something specific to focus on, and everyone can share in the effort to raise the goal.
That said, maybe now, about 1 month out, would be the right time to change the tone of your pr from preparation to excitement. If you haven't already, start promoting specific auction items, especially those that have special conditions like date restrictions, and those that you predict will generate the most bids. You want people to know your committee is ready, and this is going to be a great night. One approach we've tried is to print a shortened list of some of our auction items in our school newsletter, checklist style, so people can begin pre-planning their bids. You can always add a footnote like, "Donations will be gratefully accepted right up to auction date".
Good luck. Don't take your president's comments too personally.
Hello! I don't post much, but I do research a lot here. This place is amazing and everyone is so helpful!
So I need to give you background info first. I am co-chairing our silent auction and school wide art show/contest. This is it's 2nd year (we are a fairly new school and the PTO is in its 2nd year as well.) I should also note I don't go into anything w/out fully researching. I figure why reinvent the wheel. I learn a lot on this site and then we tailor it to fit our school needs and personality.
I am working mostly with the art teacher on the art show and contest, but as we all know when there are not enough volunteers our duties spill over into other areas.
This week I was given even more as my co-chair's home sold suddenly and she has to be out by tomorrow. She's a single working mom AND her and her girls have all been sick this week. So I needed to pitch in and help her this week - which I was very glad to do. I did the flyer that went home today- we have been doing something every week since the week before Christmas to build excitememnt. The info started out small and this week we had a full page flyer.
In the flyer I explained (shortened version): this is our biggest fundraiser of the year and our projected goal - where $ going. Accepting donations, and ads for our program. Volunteers needed the night of and in the classroom to help teachers prepare. I also explained art show & contest.
I felt I was being upbeat - it sounded like it in my head at least. I did try to keep it somewhat short, as I think many parents won't read a full page letter, but they will glance over a flyer & catch things.
Tonight I was talking to the PTO president who happens to be my best friend's husband. He did not know I did the flyer & says, "I can't believe she is still asking for donations and volunteers and that she mentioned we needed to make $8000." I sheepishly said I did the flyer.
He responded, "Oh." I then said, "I just am worried that you are still looking for volunteers and donations at this late date (Our event is 2/24) and it sounds like you are guiltling people to come."
Out of defensiveness and hurt I reponded, "Good then maybe people will come." I didn't really mean it. I just want people to understand that this is an important function. It is our biggest fundraiser & it is a special communtiy event. Some our board doubt we can make so much. And we want to prove to everyone it is doable. I am passionate about getting people involved and excited and wanting them to understand the value of this event.
I also feel like that we should accept donations until the last minute. And from my experience often you don't often get all the volunteers you need until the last minute.
Was I wrong to mention these things? I saw several letters/flyers that others send to their parents explaining projected goals.
As much as I respect our president - beyond being a good president he is a good, honest man. He desires the best for the school. But we have had conflicting ideas on things.
Right now more than anything I feel like I have poured so much of me into this. I want it to be great for the kids and their families. And now I am just hurt. But maybe I need to tone down. Maybe my enthusiasm comes across too strong.
I will probably be doing the flyers for the next few weeks to help out. I love doing flyers - do I need to bring my tone down. I don't know how to get what is in my heart onto paper w/out sounding corny.
I could say more, but I've said enough already. I'll get off my soap box. Any words of wisdom would help. I value the opinions here. If it wasn't for this site last year would have been even more stressful starting.
