Silent auction fundraisers have become popular in raising money for schools, churches, sports groups and other non-profit organizations. If properly structured, a silent auction fundraising event has the potential to raise enormous amounts of money. Here are some basic, yet essential guidelines to help organize your event.
The first step in planning any type of event it to select a chairperson. It is up to the Chair to oversee every aspect of the fundraiser and ensure everything is on track and running smooth. The Chair should hold frequent meetings to ensure volunteers are well informed and up to speed with their duties. A good rule of thumb is to lead by example! If the Chair is organized and has everything under control, a profitable fundraiser will be the end result.
Having selected a Chair, it is now time to form sub-committees. Typical committees may include the following but will vary with individual organizations.
1. Ticket Sales & Marketing (design, printing, pricing, distribution, advertising, sponsorship options and payment details)
2. Acquisitions (canvassing and collection of auction items, introductory letter and auction donation contract for perspective donors, proper display and categorization of auction items and bid sheet preparation)
3. Venue Decorating (i.e. specific theme)
4. Special Guests/Entertainment (emcee, keynote/guest speaker, entertainment, guest appreciation ideas and crowd participation events)
If the Chair was diligent with his/her responsibilities, set-up procedures on the day of the fundraising event should run like clockwork! It is crucial that all sub-committee heads have a detailed checklist of duties and a contact list of volunteers, suppliers, entertainers and anyone else that is remotely involved with the event.
On the evening of the fundraising event ensure that volunteers are ready to greet and check-in guests as they arrive. It is important to keep guests entertained and keep the evening flowing. Be sure to close silent auction tables at a pre-determined time - this is very important! It is also a good idea to ensure that cash-out procedures are well organized in order to avoid confusion when guests depart at the end of the evening.
The above steps are basic, but provide a good foundation for organizing your silent auction fundraiser. Remember - if everyone was diligent with his or her pre-event preparations, all your hard work will pay off - literally!