Auctions involve a lot of work. In fact most people that have had successful auctions started their planning five to eight months before time. However it’s a fun and effective way to raise funds. Here are some great tips you can use in planning the perfect auction.
#1. Plan In Advance
Form your planning committee and begin soliciting donations at least six months before your event. Announce the date about four months in advance, and distribute invitations about two months ahead of time.
#2. Get The Perfect Location
Getting a good location is one of the earliest decisions you would have to make. The time of the auction can be used to determine the venue. For instance if it is going to be in the morning then it could be done outdoor. However if it’s going to be late in the evening then you might want to get a hall with very bright lights. Get a hall that big enough for the items and people to fit.
#3. Get Assistance
If you are planning a grand auction then you might want to get people to help you out. Outline the responsibilities you would like to delegate to them, like decorations, serving food, entertainment and so on. Communicate goals and motivate your team. Make sure that the people on your team have time for your event and are willing to help you.
#4. Get Donations or Sponsorship
One way to make your auction profitable, is to get a lot of donated items. Send letters to restaurants, hotels, boutiques, jewelers etc. for sponsorship. Some of them may decide to give cash as well. After the letters have been sent, call prospective donors who have received your letter but have not responded.
#5. Publicity
Use flyers, newspapers, social media and any other communication tool to promote your event. Display posters all around town and announce the date and time up to four months in advance so people can mark their calendars, and continue with additional advertisements as the date draws nearer.
#6. Choose an Auctioneer
Some people will prefer to get the services of a professional auctioneer. This is good but it might be expensive as well. If you can afford it fine otherwise just get someone who has experience and can inspire the audience to buy.
#7. Say Thanks
At the end of the program, say a big and general thank you to everyone but don’t just stop there. After the program, send thank you cards and letters to guests, volunteers, sponsors, donors and vendors etc.
#8. Last Minute Preparations
Avoid doing major things at the last minute. It will be very embarrassing for your guests to be seated and then you realize there are important things you left out. Try to check the sound system, the power system etc.
Sometimes after the auction organizers plan an after party to entertain and show gratitude to their guests. If your guests like the auction you can consider making it an annual even because they will come back.
Thanks for reading this article, we hope it helped.