SOLICITING AUCTION AND DRAWING PRIZES
Soliciting Auction and Drawing Prizes
Gathering items for your drawing and auction is a critical step in the process of running a tournament. This needs to be started months in advance, as it can be a rather lengthy process.
Here are a few suggestions:
▪ A Prize Coordinator typically solicits local businesses for auction and drawing prizes. Regardless of when your event is being held, prize solicitation should begin in the first few months of the year while companies are setting their charitable giving budgets and before they’ve made their commitments.
▪ Some tournaments employ a team approach, in which each committee member is asked to secure a certain number of drawing or auction items. This approach divides the workload and can be extremely effective, but it requires more oversight because each person is soliciting on his or her own. Care should be taken that committee members do not solicit the same businesses. Keep a detailed list of who the group is soliciting, the status, and the end result.
▪ Written requests are a great way to make an introduction to a business. This can be accomplished with a letter introducing your event and why you are holding it along with a copy of the Jimmy Fund’s endorsement letter. It is highly recommended that you follow up a written request with a phone call and/or visit.
▪ Visit the businesses, as it is much more difficult to say no to someone in person. If you cannot visit, place a follow-up phone call.
▪ Ask your sponsors to donate prizes. Once a sponsor has committed, try a follow-up conversation in which you ask them if they would like to provide an auction item. Often they have sports tickets or other attractive items. It cannot hurt to ask, but it is important to make sure this conversation is low-pressure and that they understand there is absolutely no obligation to donating an auction item. Explain that you wanted to offer the opportunity and additional recognition. Many companies won’t think to offer.
▪ Talk to the golf course to see if they will donate foursomes, twosomes or pro shop credit to your drawing or live or silent auction.
▪ Remember that once you receive items, it is important to recognize the donors at your event and to send them an acknowledgement letter after the event. Many of these businesses are solicited often for such donations; therefore it is extremely important to thank them to keep them coming back year after year.
Auctions
There are two types of auctions: Live and Silent
Live Auction: Typically held after a speaker, live auctions can generate significant dollars when the circumstances are right. If you are hesitant to hold a live auction at your event, try auctioning one item and see if it works, then expand in future years.
Silent Auction: Silent auctions provide an opportunity for events to capitalize on the revenues from an auction without the pressure sometimes associated with live auctions. However, many events have both live and silent auctions.
Basic Differences between Auction Types:
|LIVE AUCTION |SILENT AUCTION |
|Higher valued items |Items can be a range of values |
|Limited to a small number of items (1-10) |Can feature a more extensive number of items |
|Requires an audience with disposable income |Accommodates a wider range of participants |
|Requires an auctioneer* |Does not require an auctioneer |
*Note: Third party events cannot pay any volunteers/auctioneers.
Live Auction Tips
▪ PLANNING
o Appoint a point person to coordinate auction logistics.
o Live auctions tend to require an audience with disposable income; you are the best judge of your audience’s spending capabilities. Consider this when choosing auction items.
o The best live auctions offer a variety of items, not many items of the same genre.
▪ Don’t be afraid to think outside the box for these items. Unique auction items often require some brainstorming. Use committee members and friends to come up with different ideas. (i.e. Lawn care for a year).
o Limit the number of items offered. 1 to 10 items are recommended unless the auction is the focus of your event.
o Your auctioneer does not need to be a professional, but it should be someone very comfortable in front of crowds who will create interest in the items and the auction overall. (If you are thinking about hiring a professional, please let us know so that we can consult with fiscal and regulatory management as most states have strict guidelines about charities hiring outside consultants.)
o Promote the auction in advance by distributing a list of the items to your constituents. Letting them know in advance will allow them to make decisions on what they would like to bid on.
▪ Advertise the items beforehand to guests (this can be as simple as an email).
▪ Have auction item descriptions available at registration and consider putting auction item descriptions on golf carts.
▪ List auction items in your program book.
▪ Put a list of descriptions on tables if not listed in the program book.
▪ DAY OF
o Run the auction early in the program (after the speaker if you have one) and before people begin to leave. This is a common problem for many events. Hold the golf prizes until after the auction.
o It is common to run auctions after the keynote speaker.
o Determine minimum bids. Lower minimums tend to build early interest and do not necessarily result in lower selling prices.
o Make sure your auctioneer has clear instructions for the auction including the order the items should be auctioned off and complete descriptions of each item.
o Consider using a PowerPoint presentation (if the club has A/V equipment) or hanging poster boards to make it easy for people to see what they are bidding on.
o Use as much detail about the items as possible. The more information the bidders have on the item, the more likely they are to buy.
o Be sure to disclose any stipulations associated with the auction items (blackout dates, fair market values, fine print, etc).
o Use spotters throughout room to recognize bidders and take payments once an item is purchased.
o Be sure to have a plan for checkout (see second to last bullet on the next page).
Silent Auction Tips
▪ PLANNING
o Silent auctions are appropriate for crowds of any income level.
o Begin soliciting items early. Auction items can be a great option for a company unable to commit to a cash sponsorship.
o Unlike a live auction, you really cannot have too many items for a silent auction. However, consider combining similar items to make larger more attractive packages. Display gift certificates in labeled, empty envelopes.
o Notify participants beforehand that you will have a silent auction.
o Be aware of how much space you have to set up silent auction items. If the space is too cramped this will discourage people from checking out and bidding on items.
▪ DAY OF
o Silent auctions require a large area so people can browse and bid comfortably. People are not as likely to bid on items if there is a big crowd in front of the items.
o Room set-up is critical to bidding and the items should be spaced out as much as possible. Keep in mind that several people will be looking (and hopefully bidding) at the same item.
o Placement of the silent auction within your function space is equally important, it is important to find an easily accessible place to hold the silent auction. Avoid putting your auction in an obstructive location and do not hide it in a corner.
o Display items in creative, visually attractive ways. Depending on course set up and your number of volunteers, you can even display items on the course throughout the day.
o Set minimum bids and bidding increments. Sample bid sheets are available on the TDC.
o As with the live auction, detail is important for descriptions of the items. The more people know about the item, the more likely they are to bid. Clearly note the fair market value of the item on the auction bid sheet and list any restrictions.
o Set a specific time when the bidding will close and give reminders before that time. Have plenty of volunteers on hand when bidding closes to be sure all items close at the same time.
o Announce winners during the program (before the live auction if you are having one) and allow for winners to cash out throughout the banquet, not just at the end of the night. You can also list winners on poster boards in the back of the room so that attendees can look to see if they won.
o Set up a quick cash out process. A long line of people trying to settle up is the last thing you (or they) want at the end of the day. See the following page for additional information on the checkout process.
o Please contact your Jimmy Fund advocate for more information on online auctions.
Additional Auction Ideas
Think about ways of expanding your auction. Online auctions are a great way to reach a broader audience than you have at your event. If you have a large group you can run an electronic auction so that everyone has the items listed at their finger tips. Even if you don’t sell items online it is helpful to post pictures of items you will have on your website or in the program book to give everyone a chance to see what they could bid on. Call your advocate to discuss some of these ideas.
Obtaining Auction Items
Your committee should ask anyone they know if they have any items that the tournament can use in an auction or drawing. Ask sponsors if they want to give an item in addition to a sponsorship or if someone isn’t able to sponsor or give money maybe they can donate a gift that will bring in more revenue. It doesn’t hurt to ask. Below are some item ideas.
▪ Some unique experiences (think about who might have some connections)
o Analyze Patriots game tape with the defensive coordinator of the NE Pats
o Soccer Clinic with athletes from a professional or college sports teams
o Travel with the team for a road game
o Golf, attend sporting event or have dinner with a celebrity
o Behind the scenes studio tour
o A chance to throw the first pitch at Fenway Park
o Be the ball Boy/Girl at a professional sporting event
o Ride the Zamboni
o Lease a Porsche for the weekend
o Meet a coach/Player/Former player
▪ Popular auction ideas that are worth the ask - pair two auction items to create one more valuable item (ie cookbook with chef visit, Limo with game tickets, etc.)
o Charter boat fishing trip or sailing trip
o Tickets to a theme park
o Tickets to a sporting event
o Painting or sculpture
o Restaurant or store gift certificates
o Party bus or limo for the night
o A season pass to the local cinema
o Passes or tickets to a live show (theatre, TV or Symphony)
o Hotel Stays, vacation packages
o Airline tickets
o Day at the Spa
o Ski Passes
o Designer handbags
o Season pass for parking in Boston
o Foursome at a golf course
o Signed memorabilia
o An overnight stay at a local casino
o Jewelry
o Custom closet
▪ Maybe you know someone who can donate his or her services
o Flowers delivered once a week or once a month for a year
o 6 months of landscaping
o Personal Chef cooks a meal for 12 at your home
o Have a blouse or suit custom tailored for you
o Stylist to do your hair and make-up for a special occasion
o Personal shopper
Auction Checkout Process
The checkout process for auction item winners should be as quick and as easy as possible. You also want to make sure that you collect as much auction money as possible the night of your event so that you are not trying to track down money in the following weeks.
It is important to have AS MANY volunteers as possible assist with the auction checkout process. This will ensure that it runs smoothly and that everyone gets out in a timely fashion.
Remember that the auction checkout may be one of, if not the, last impression your guests have of your event. Taking time to make sure this process runs as smoothly as possible will ensure that everyone leaves happy and ready to come back the following year.
Tips For A Successful Check Out
• Have all your auction items clearly labeled for easy identification when winners come to claim their prizes (especially if they are gift certificates).
• Assign specific volunteers to specific auction items (by alphabetical order or prize number) so that everyone isn’t approaching one volunteer at checkout time. Clearly mark which volunteer is responsible for which items.
• Another option is to have a set of volunteers at the table processing payments (sorted alphabetically by winner’s name) and another set of volunteers working with them to act as “runners” to get the actual prize for the winner.
• Before auction items are claimed, clearly highlight or mark the winners name and winning bid on the auction sheet to make identification as easy as possible for the volunteer.
• Announce your silent auction winners during the program and ask them to please stop by your designated table before the night is over.
• If you personally know the silent auction winner, have a volunteer bring their prize to them during dinner and offer to process their credit card for them.
• During the live auction, use spotters to identify winners. Have them bring prizes directly to the winners’ table and offer to process their credit card for them right away.
*Note: Be sure to create cash receipts for cash payments of $250 or more – see advocate for the receipt form
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