Fundraising Auctioneer - Scott Robertson Auctioneers Blog

Fundraising Auctioneer

Scott Robertson Auctioneers Blog

The Day After an Event is No Time to Relax

Posted by Jessica Geer On March 7th

You just hosted a great event the previous evening. You feel really good. The event exceeded expectations for fundraising. Everything went smoothly. You’re feeling very proud of yourself and your team. And you should feel proud. Congratulations. That was a job well done.

However, if you’re thinking; “Now that that’s behind me I can take the day off to get some rest. I’ll deal with all those small details that we need to take care of in the next week or two. I deserve a little break.” Think again!

The day after the event there are two very important things that need to be done.

One is to write down everything that went well and everything that was challenging or needs improvement. This information will be revealed during the debriefing meeting that will be held in the near future and executed during next year’s event.

The second thing, and perhaps even more important, is to get on the phone and call the generous people who donated to your cause – who made the event so successful – and to say thank you.

It doesn’t have to be a long phone call. It doesn’t have to be from the CEO. It can be from volunteers. It can be from board members. It can be from almost anyone. Just call.

Remember, a timely phone call placed the day after the event is not interfering in your attendees’ lives – it’s going to make them feel very grateful for attending and giving. Pre-write the script and keep your thank you short. Have just a few talking points and remind them where the money is going. But most of all, just extend your gratitude.

We all know that everyone is busy and not always at home or in their office. This could mean your call will be forwarded to voicemail. That brings up the question; “Should I leave a message of thanks, or call the donor back at a later time and talk to him or her in person?” Now this answer may surprise you – Leave the Message.

Voicemails work even better to your favor because you’re going to be able to say what you wish to say and extend your gratitude, and it’s going to take less time. Leaving a voicemail is just as good as speaking with the person on the phone. Don’t be afraid to do it.

The important thing to remember is to extend your gratitude to the donors immediately the next day – while they still have the euphoria for giving. Two weeks down the road, your event will be a past memory.

And don’t ask them for their support next year, just stay in the present. Extend your gratitude for this year. If you do that, you and your charity will be viewed as people who truly care and are truly grateful.

So, write that short script. Then burn up the phone lines. If they’re not home, leave a message. It will pay off in dividends for years to come. And, hey, it’s the right thing to do.

 

You know it seems like 50% of the time when I’m doing an event for the first time, the same question always comes up, right in the heart of the event.

When the silent auction is going on and it’s about to be closed down, someone will come rushing up and say, “Wait, wait! We can’t close the silent auction. We don’t have enough bids!”

Well I’m telling you, ladies and gentlemen, if you don’t follow your timeline, if you don’t close on the timeline…BIG, BIG MISTAKE.

Continue reading “Why You Should Never Delay the Silent Auction at Your Fundraiser” »

The Strategy For A Successful Silent Auction

Posted by Scott On May 22nd

“Instant Purchase” Option Gaining Popularity At Silent Auctions

Over the past few months I’ve been focusing on the Live Auction portion of fundraising since it is the part of the event which brings in the most money. But the Silent Auction portion is also very important and I have several tips which will certainly help your silent auction go more smoothly – and more profitably.

A silent auction does have a “life cycle.” My first advice is to have the silent auction tables set up and the silent auction items on display prior to the first guest arriving. This is important because the minute your guests arrive, they usually head directly to the bar and then begin having conversations with friends.  After all, no one ever walks in the doors of a fundraising event and immediately begins shopping. This only occurs on “Black Friday” at 4 a.m. when the doors open at Best Buy.

Now, here’s a really big tip.  Place your best silent auction items near the bar and/or where the line forms for drinks. This gives your guests something to do while they await their turn for the bartender’s attention.

Please understand that wherever you place the bar is the location where people are going to stop and congregate.  So, one bar located deep in the silent auction area is a great idea.

Also, if you have high tables set up for people to gather around – place their drinks – and converse with friends prior to the sit-down dinner – be sure to place those tables close to the silent auction tables. This makes it easier for people to bid on silent auction items. By the same token do not place these tables so close to the silent auction items that they interfere with the traffic flow of the silent auction.

silent-auction-animation1The silent auction should start the minute you open the doors to the venue but should only go on for an hour and a half. So if your event starts at 6 p.m. – the silent auction should conclude at 7:30 p.m. or before dinner. Never expect your attendees to go to the dining room and then get up and come back to bid more. The only people who do this are bargain shoppers.

During the time period of the silent auction it is perfectly acceptable to remind your guests about the auction items.  And it’s a good idea for effective board members of the charity as well as Event Chairs and other high-ranking event volunteers to work one-on-one with the guests.

But don’t do it the minute the doors open. Give your guests about 30 minutes to relax – have a drink – and converse with friends. Then let the “did-you-see-our-silent-auction-items” sales pitch begin.

And finally – if you’re an Event Chair or in charge of the silent auction DON’T PANIC if a lot of people don’t participate early in the silent auction.  My experience tells me the majority wait for the last 15 to 30 minutes to place their bids. That’s why it’s important to remind the guests about the silent auction while it’s going on.

It’s even more important to close the silent auction at the planned time. Deadlines create excitement and create a sense of urgency. More time does not equal more money.