We have a silent auction at school that supports our band program; it is in conjunction with other events going on that evening.
We use frames to display all items and put actual items in envelopes that are numbers.
Corresponding numbers are on the frames and bidsheets.
Bidders fill out a card with their contact info; on the other side of their card is a bid # sticky note (under the note is the same number). This way, we have their contact info on file and a number and they take something away with their number.
They use that number to place their bids on the bid sheet that has predetermined amounts.
On close, we highlight winning bidders and pick up sheets
Sort sheets by bid number winners
Staple all like bid numbers together
Total amount and put on outside of large envelope with bid sheets inside
Bidders pick up their envelope to take to station to pay: check our cash. We have signs for how to pay.
Once paid, envelope is marked as paid and they take to the next table to pick up items.
They get the corresponding certificates or if the item is an actual item like a gift basket, instead of a certificate, there is a card that has the number that says for pickup.
They go to the next table to turn in their card to pick up their item.
It took about 20 minutes, with 6 people to close out and have everything ready for folks to pick up. We had everything picked up and paid for in another 20 minutes.
We used bidding for good, free version, to post all of our items online as a preview before our live event. I'm also using it to manage donors, create reports, etc. This way, the information is online for future auction organizers of our organization.
I have put out a wish list for baskets that I think would be popular and sent out the link via our weekly e blast to a Sign up Genius where they can sign up for something that appeals to them. Also, I am starting a weekly appeal for certain items that might pair well with something I have already received. For example, this weeks request is for movie tickets to pair up with some restaurant gift cards to make a date night basket.
Our event for a music program is southern california is only one month away 4/12. We started researching donations back in October and started asking in Janruary. This website has been amazing, I have read every post, literally every post including the previous list of 400+ pages. The results in February alone yielded close to 4500 in donations and this month the donation flood gates have opened up wide. I have reached out to over 250 plus businesses on the local and national level. I can honestly say everything is in the approach, you can't approach a local jewlery store the same way as a national company, the main thing I've discovered in donation letters are; how the company links to your cause and what is in it for the company. I have even been brave enough to challenge a company on a donation, example, you handed football a $5000.00 check, and you're giving me an auction item donated at 78 dollars. Sorry, just had to get that out there. Interestingly enough, all of the No's I have recieved, have also wanted to introduce me to thier partner, Bidding For Good.
Kris- Getting some parents to help, as unfortunate as it is in an impossible task. What we do is send a letter six weeks before the event to parents. We call it, "The Open Fifth Challenege" (The reference comes from the open fifth chord in music being one of the most attention grabbing chord structures). It's a request for parents to find a donation for our silent auction that is unique and very one of a kind. Whatever item from a parent sells for the highest amount, the amount is taken to a 70/30 split. Seventy percent goes to the child's individual fund and thirty percent goes to the booster organization general fund. We have had some amazing items, Hot air balloon ride w/ a spa day, Dinner for the winner plus eight guests cooked by and served at the local firehouse, private catering event at the winners house for them plus nine by a local chef and a farm to table tasting menu with local wineries and coffee roasters.
Does anyone have a letter that then send home to parents asking for donations- for instance sports tickets, theater tickets, donations from their own businesses or of their time- I am trying to ask parents to be more involved, but I cannot find the right words. I would appreciate any guidance someone can offer.
