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Archive for the ‘Virtual fundraising gala’ Category

Raffles at a Virtual Fundraising Gala?

Posted by Jessica Geer On September 25th

Raffles at Virtual Fundraising Galas can be a good idea.

Surprised?  Many of you with whom I’ve worked in the past are probably thinking  “Scott hates raffles, there’s no way he’s going to want it to apply to a Virtual Fundraising Gala.”

However; I stick to my previous statement; raffles at Virtual Fundraising Galas can be a good idea.

Here’s why. The primary reason I dislike raffles at fundraising events is the method of raffle ticket sales. Typically, once you arrive at a fundraising event and get through registration, the first person that you see is someone coming up attempting to sell you a raffle ticket. They ambush your supporters before they can even get their first cocktail.

At this point your chances of offending someone are great; which sets the wrong tone for the evening. The additional downside is by donating a little bit of money for a raffle ticket, there’s a chance the supporter will feel like they have done “their part” in supporting the charity. Think bigger picture.

What happens with raffle ticket sales at a virtual event and why is it different?

Well, first of all, unless they are a late registrant, you’re not going to ask people the night of the event to buy raffle tickets. The supporters are going to be offered the opportunity during online registration.

Chances are registration for a virtual gala is going to happen a week or even two weeks before the event. Then when it becomes the night of the event they remember they bought a raffle ticket but they’re really not feeling the pain of buying the raffle ticket and no one ever made them uncomfortable.

That’s found money for the charity.

Then during the course of the live event we activate the digital wheel of chance.  This wheel will contain all the names of ticket buyers and be displayed on a big LCD panel behind the auctioneer.  We build the excitement, spin the digital wheel, then we have a winner and celebrate.

It’s no fuss and it’s done rather efficiently and quickly. If you were to give out multiple raffle prizes, it’s really easy to remove a name from the wheel, (it can be done in less than a second) and we spin the wheel again

Instead of it being a long drawn out process it’s quick, it’s immediate, it’s fun.  People will be eager to their names on the wheel as it’s spinning, which is a wonderful thing.

This generates excitement and engagement for the audience!

When we get back to traditional galas, am I still going to love raffles? The answer is likely no, for the reasons that were stated above. But for virtual fundraising galas, I say “go for it” as another stream of income for your charitable event

Ready to learn more about how a Virtual Fundraising Gala can help your organization raise funds?  Contact us today!

 

When is the Best Night for a Virtual Gala?

Posted by Jessica Geer On September 22nd

For years, I’ve been promoting the idea of having your fundraising event during the week as opposed to a Friday or Saturday night because of the reduction of competition from other fundraising events and social gatherings.

Well, with virtual, that has only gotten larger.

In today’s COVID world, none of us have very much happening socially… we just don’t have very much going on at all. However, if we do have something occurring, such as a family visit, dinner with friends, or other small gatherings, or even football games, it’s probably going to be on a Friday or Saturday night, thus, competition.

If you have your virtual gala during the week, chances are you’re going to be holding it early enough in the evening that people can enjoy the virtual gala, eat dinner, and go to bed at a respectable time.

As attendees are not going to be out till 10 o’clock and then have to go to work the next day or whatever their schedule has them doing. (Retired people have busy schedules too.) Thus, what we’re finding is that Tuesday, Wednesday, and Thursday are actually producing better results than Friday and Saturday, and it’s all because of competition. This trend is happening nationwide.

So, if you want to eliminate the competition, pick a night when little else is occurring. Your virtual gala will be the best show in town.

The Virtual Fundraising Gala

Posted by Jessica Geer On March 17th

By Scott Robertson

Thanks to Sara Rose Bytnar and I being in a close network with some of the top fundraising auctioneers in the country, I’ve been able to spend my waking hours learning all that I can about virtual galas. As we know, information is constantly emerging and flexibility is key in situation such as this.  Here is what I know as of today, March 17, 2020.

These are strange times for our nation.  Many fundraising galas have cancelled or postponed their events as advised by government officials.   If your organization is wondering how you’ll be able to continue funding those you serve with a postponed or even cancelled fundraising event, I encourage you to consider a Virtual Fundraising Gala.

This method may not work for every organization and their supporters, however it’s an innovative way to keep your organizations cause at the forefront of your supporters minds during these unsettling times.

Below are a few tips for conducting a Virtual Fundraising Gala.

Event Details

  • If possible; keep your event date. Your philanthropists have already obligated themselves to the date and changing the date could create additional issues for scheduling.
  • Be decisive – decide on a date, a format, a theme, and stick with it. Just like a traditional gala be expecting suggestions and quick criticism for any and all decisions. Changing your mind to fit committee members whelms based upon what they think may be a good idea will add confusion and in stressful times, no one likes confusion. These are uncharted waters which we are attempting to navigate and everyday/hour we are learning more and more. At Scott Robertson Auctioneers our full focus is formatting plans to help our clients anyway and every way we can, including Virtual Fundraising Galas
  • Prepromotion and email marketing prior to the event is critical, be sure to include specific instructions on how to bid and participate. Social Media is perfect for communicating with your philanthropists.
  • Encourage watch parties to gather friends and supporters in small groups together to watch. This will make it more fun for the viewers as well as help to increase the feeling of comradery to support the cause. If appropriate encourage the watch party participants to come in gala wear and share photos from their gatherings with hashtags created for your event.
  • Remember, even in Florida, people can still get “cabin fever” due to the shutdown of any sort of group gathering. A watch party can be an event people can look forward to attending
  • Delivering party favors, gift bags, or gala beverages etc. a few days ahead of the event will keep the event date foremost in their mind.
  • Stay in contact with your donors. Calling, emailing, or using social media to communicate with your donors, especially a few days before the event, is paramount to success.

Technology 

  • Back of the house video and audio support is critical. Enlisting the help of an experienced team of AV professionals that have the equipment and expertise for live streaming will be worth their weight in gold. Yes, you could do this on your iPhone or android but why take the chance?
  • Broadcast sound, while this is dependent in large part to the users internet strength and speaker grade but the broadcast quality going out will only further enhance or decrease the ability for the viewers to hear. If viewers can’t hear we’re likely going to frustrate and loose them.
  • AV Company can use live shots, recorded videos, power point slides, etc., to promote and discuss live auction items on the live stream and special appeal.
  • Make sure that everyone has a list of phone numbers to call if they are experiencing technical difficulties. Every cell phone in the studio audience should be available for ppl to call in if they’re having challenges.   This is another good reason to have a good AV company in studio.

 

The Broadcast

  • Someone needs to be the director/producer for the broadcast. They make are the decision maker and are charged with keeping the broadcast flowing
  • For live streaming there are several choices, the ones I’m aware of are  Facebook Live, Youtube Live, Vimeo, WebX or other webinar hosting platforms. Additional hosting sites are coming up daily as they retrofit to be useful for virtual galas.
  • You need to have a place to create a studio. It’s likely affective to use pipe and drape in the background. You may already have a “stand and repeat” banner you had planned to use as a backdrop for photos. Your AV company should be able to provide this in additional to other equipment such as lighting, microphones, audio mixing boards, video switching devices, and most important; the knowledge to tie all of this equipment together to make it work.
  • A studio audience is a must. The studio audience should consist of a core group of staff and supporters (team members) i.e. auction chairs, development director, CEO and other known staff that would normally be supporting your gala. This studio audience will be helpful for your emcee and auctioneer  to work in front of.  Late night talk show hosts go into millions of homes but thrive on having a studio audience of 100 or so people so the on-stage talent can have a better feel for timing, laughter, etc.  Here, of course, our studio audience would be 10 or less.
  • The on-air personalities will need confidence monitors to monitor on line bidding, what the live audience is seeing, and what is coming up.
  • Latency – that’s the delay that you have with live streaming. For some providers it’s 10 sec others its 30 seconds. This eliminates the ability for the auctioneer to utilize the live auction chant. This technology is likely to get better but for right now we just have to plan that there is going to be a delay.
  • Encourage the studio audience to engage with the program; applaud, laugh etc.
  • The broadcast should be fun and interesting. This is where your professional fundraising auctioneer will shine.  They know the language, they have no fear of being in front of a camera or large group. They know what to say, and when (and how) to say it.   Other people can be and should be included but be sure to leave the heavy lifting of fundraising predominantly with your fundraising auctioneer.
  • An emcee is needed to keep things flowing, make announcements, and banter with the auctioneer.
  • “Instances” is a live streaming term that essentially means, each viewing element is an instance. The auctioneer, emcee, PowerPoint slides, videos, sponsor slides are all instances. Remember the more instances you have the more opportunity to have something mess up.
  • Good chemistry between emcee and the auctioneer is important for purposeful and humorous banter. The folks watching at home will be quick to pick up if there is tension on the set.
  • Many of the same things you would do at a traditional gala (as far as production goes) will hold true for live streaming. Such as testimonials either live or pre-recorded on video, entertainment, other videos, PowerPoint slides, etc. Just do not make your production too complicated.
  • Remember, when you’re live on air, you’re live. So, practice, practice, practice!  Even with all of our new found technology it is important to practice exactly how the virtual gala will run start to finish.

 

Mobile Bidding

  • Using a mobile bidding platform is a must.
  • Use a platform that has expertise in this area not just the lowest cost option. I’ve communicated with many of the mobile bidding companies and ALL are racing to develop a better platform for virtual galas, but as of today it seems that Greater Giving is leading the way.
  • The mobile bidding platform would be utilized during the silent auction. You should close the silent auction before the live auction so they don’t compete. 
  • The paddle raise/special appeal portion can be done starting at high numbers and working our way down, just as a standard in person gala.
  • Matching gifts are especially helpful at virtual auctions.

As with every fundraising gala, challenges will arise.  However, with the right team, equipment and fundraising auctioneer on your side, a Virtual Gala can provide needed funds to support the organization’s beneficiaries and remind donors why their support is needed now more than ever.

Questions?  Visit our website for more information or contact us, we’re ready to help!