Please complete your first set of focus questions. AUCTION EDITION

Gregg & Kristi Zonnefeld Central Wisconsin Christian AUCTION EDITION

Introductions  Tell briefly about yourself:  Name / School  Position  Share about your Auction (if you have one)  What do you hope to get out of this workshop?

Pre-Auction Phase AUCTION EDITION

Organization  Leadership Group  Work as couples!!!  We do 6 couples / 3-yr commitment  Solicitation Group

 Quantity Items + Quality Items + High number of Attendees = SUCCESS!!!!!!  Make it so people of all financial abilities can contribute and share in the fun!!

Attend other auctions  See how other people do things  Item ideas  Decorating/theme ideas  Keep things fresh and efficient

2008 – Hawaiian Adventure 2007 – Take Me Out to the Ball Game 2005 – Sock Hop

Process  Software  MaestroSoft  AuctionTrak  Website  Secure your own domain for the event  1and1.com – very affordable 

Process  Potential Business Partners  Who are they?  Letters – Returning and New partners

Process  Potential Business Partners  Who are they?  Letters – Returning and New partners  Item Planning  Varied items  Unique items: students, parents, classes (baskets)  Bake Sale  BE BOLD & BE CREATIVE!!!

Process  Build Attendees:  O P M – Other People’s Money  Post Card Mailing – constituents & businesses  Facebook  Online Registration  Phone Call invites  Signs in community  Radio/Newspaper  Word of Mouth – get them coming back  Everyone can participate!

Make it the #1 friend-raising event of the year, and the fund-raising will follow!!

Process  Solicitation  Items divided by category  Look for connections/clients/customers  Start with who you know, and then find out who they know  Build your list!! Think outside the box  Update status in software, and hold accountable  Monthly deadlines  Follow-up, follow-up, follow-up!!

Process  Event Decisions  Venue: on campus vs. off campus  Do we charge to attend?  Meal charges?  What do we feed them?  Food Committee

Auction Week AUCTION EDITION

Auction Week!!  Don’t be come the collection point for your items!  2 days before  Certificate Check  Hard copy of the list – mail one week before  Divide items into “Stores”

Auction Stores  Solicitation Categories vs. Auction Stores  Divide by type of business for Solicitation Teams  Divide by type of item for Auction Stores  Children’s  Home Décor  Women’s/Crafts  Restaurants/Food  Men’s / Miscellaneous  Garden/Produce  Student Service  ******Creativity in Names!

Auction Week!!  Don’t be come the collection point for your items!  2 days before  Hard copy of the list – mail one week before  Divide items into “Stores”  Live items vs. Silent Items  Maximum profit / Maximum Fun  Time is valuable asset

Auction Week!!  Set-Up  Depends on availability of your facility  Need space to accommodate and allow movement  Item Intake  Near entrance to facility – labeled with #  Committee delivers items to Auction Site  Pre-print your materials & item checklist  Checklist for walk-up items

Auction Week!!  Basic Items  Clipboards, wood blocks, item cards, silent bid sheets, tape

Auction Day AUCTION EDITION

Schedule  Devotions at 2:30 PM with Leadership Team  Silent Auction – opens at 3PM  Stores close at scheduled times  Meal – 4:00-6:00 PM  Live Auction – 6:30 PM  Doxology – 10:00 PM

Registration  Separate lines  Pre-Registered – packet  At the door  Streamline  Be sure to collect data and get it properly entered into software

Silent Auction  Bake Sale  Bid Process – open vs. defined  “Buy it Now”  Table checking  Encourage bids!!!  Collect sheets quickly when closed  2 adults  2 students  Enter immediately  Post / Text Alerts

Live Auction  100 items – is better  Welcome time is prime opportunity to share vision of your school – video, testimony, devotional, etc.

Live Auction  Auctioneer or two  Best with passion for the mission of your school and/or knowledge of and relationships with your donor base  Know the “big hitters”  Emcee – read items clearly/ restrictions  Callers (3)  2 people prep/gather items  2 recorders – one on computer, one hard copy

Live Auction  Big Items  Purchased with cash donations  Aim to buy at cost  Place a silent reserve - committee buys back

Live Auction  Items 1-10  Not going to go great  Have some guaranteed sellers that will start the night right  Pace – pull the trigger quickly early in night  Remind people this is a FUNDRAISER!  No steals/bargains allowed!!  Post totals periodically  Incentive to grow the total  Aim low – better to add later than subtract

Live Auction  Special Project – “The Sausage”

Live Auction  Special Project – “The Sausage”  Raised between $12,000 & $21,500  Easy way for everyone to get involved  Allow additions at checkout

Live Auction  Special Project – “The Sausage”  Raised between $12,000 & $21,500  Easy way for everyone to get involved  Allow additions at checkout  Game Break  Heads/Tails, Wheel, Shell Game  Culvers

Live Auction  Last 10 items  Find a way to keep them in their seats  Usually not your best sellers  Pay attention to who your diehards are, and keep items for them  Announce preliminary total  Doxology

Checkout  How early do we let them leave?  Have multiple stations  Credit Card capability  Pay that night  Get receipt  Pick up items  Pick up certificates  Separate station

Take down  Leftover items  Unsold  Not picked up  Get a crew

Post-Auction  Thank you letters / receipts to donors  2 weeks  Ask for feedback – formal/informal  Finish collecting $$  Wrap up and plan for next year  What went well?  What can we do better?  Keep it fresh and efficient!