Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation 

18. Volunteer Training

In order to avoid confusion during the event, it is wise to put your volunteers through a short training session. Letting each volunteer know what his/her duties for the event are and what to expect during the event will eliminate a lot of problems and frustrations during the event. You can’t just expect that your volunteers will automatically know what is expected of them. Training is the answer. 

19. Welcome Gifts

If you really want to impress your attendees, present them with a little gift (especially the lades) as they enter the event. It’s a small gesture that will produce big results. Here a few ideas:

·         A flower for the ladies

·         A boutonnière for the men

·         A free draw ticket for a special raffle

·         A Canadian Flag pin

(To be continued)

Developing An Auction Dinner (Part Three - Continued)

I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation 

16. Multi-media Presentations

There is a trend today to use multi-media presentations during live auctions. Digital photographs are taken of the auction items prior to the event. These photos are then incorporated into a Power Point presentation. Projecting this presentation onto a large screen allows everyone in the audience to see the auction items as they are presented. This type of presentation can add a new dimension to your auction. Presentations could be developed to highlight other event activities. 

17. Wine Tasting

Offering wine tasting as part of your program can add an elegant touch to the event. Many local or regional wineries are looking for ways to promote their wines. If there is interest, you should contact your choice of winery. They can help you with any legal issues that might arise. You will also have to check with your facility to what their policy is in bringing and serving wine on their premises. It’s a great addition and worth looking into.

(To be continued) 

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation 

14. Sound System

Sound systems are likely the last thing you worry about in planning an event. More events have “crashed and burned” because of poor sound quality. Listen to the existing sound system BEFORE the event. If it is not of the highest quality, rent a replacement system and test it also. The problem may be with the acoustics of the room. If that’s the case, you may have to hire a professional sound expert to help you find a solution. Don’t underestimate the need for quality sound.

15. Signage

Sometimes it’s easier to hand write a sign then to have one professionally made. This would be a big mistake. The quality of your event shows in your “little touches”. Most hand written sign are tacky and should avoided. However, with the advancement of computers and their printers, computer generated signs can be both professional and interesting as long as whoever is making them knows what they are doing!

(To be continued)

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation 

12. Master of Ceremonies

Your Master of Ceremonies is the public face of your event. He/she should fully aware of the purpose of your event and what you are trying to accomplish. They should also be intimately knowledgeable of your program and how you want it to flow. The Master of Ceremonies should conduct themselves professionally, be articulate and have a good communications voice. Most sound systems are unforgiving at best and disastrous at worst. Check everything out BEFORE you start! 

13. Auctioneer

It’s nice to have a friend to volunteer to be your auctioneer. You’ll save lots of money… RIGHT! NO!! A poor auctioneer can cost you hundreds, if not thousands, of dollars in lost revenue. If there isn’t a professional auctioneer available as a volunteer, hire one. The money you spend will be money well spent. Entertaining auctioneers can be great, but if they more entertainer than auctioneer, you won’t get the most value from your auction items. Great auctioneers can “feel” the crowd… they move them to bid, even the tough crowds. If you are in doubt about the abilities of your chosen auctioneer, get references and contact them to see how pleased they were. It would be even better if you could attend one of the auctioneer’s events and evaluate them in person.

(To be continued)

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation

10. Pre-Event Promotion

If you plan your event properly and make it exciting, you will have no trouble receiving free publicity. The first is to prepare a NEWS RELEASE. Send the release as outlined and then follow-up by telephone in a few days. Make sure you have all you facts straight and available for any interview and mention your major sponsors when appropriate. The news media love to help promote good events. Invite them to attend your event (with a free ticket). During the event thank them for their support. Before you send out your news release prepare a list of possible recipients. Include any outlet that could promote your event.

11. Advertising

It will likely be advisable to spend some money on advertising. The amount and scope of advertising will depend on the type of event and how many attendees you are aiming for. Larger events need greater promotion and advertising. The type of media to use (print, radio, TV, Internet) will depend on your area and demographics. Talk to your local media reps for advice. A good rep will be honest with you and help you map out the best media route for your event. Once you have chosen with outlets you are going use, they will help you with your ad copy, timing and layout (in the case of a print ad). Having a general idea of what you want included will ultimately make for a better ad.

(To be continued)

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation

8.Cash Donations

Cash donations can be a great boon to your event. They can give you the necessary cash to buy quality prizes, to frame art or to create “little touches”. To help you prospect for cash donation; create areas of need or opportunity that the donors can identify with. Here are some examples to consider:

·         Art prints need to be framed

·         Place mats need to be printed

·         Tickets need to be printed

·         Raffles need to be sponsored

·         Games need to be sponsored

·         Signs need to be created

9. Donated Gifts

Donated gifts are always appreciated, but if they are not of high quality they will detract from the rest of your event. You want your attendees to really value the prizes they win. That being said, it is just as important to thank your donors in as many ways as possible. Here are some ideas:

·         Include there names in the program

·         Mention their names throughout the event, especially when someone wins their donation

·         Send a thank you letter to them after the event and let them know how much money was raised

·         Take an add out in the local newspaper thanking the donors

·         If you are interviewed on radio or TV, mention the name of as many as you can

·         If a donation receipt for tax deductions is available, send it out as soon as it is available

(To be continued)

Developing An Auction Dinner (Part Three - Continued)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.

For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Plan Implementation 

6.Finance Table

A well organized and staffed finance table will take away the frustration of bid winners trying to pay for the items purchased. Attendees dislike having to stand and wait to pay their money. Organizing the collection of money is an important part of your planning. Make sure you have all the right tools (pens, pencils, calculator, charge card machine, computer, etc.) accumulated before the event starts. It’s best to make a check list prior to the event when there is no confusion and then to check it off at the beginning of the event to make sure you have everything you need.

7. Feature Artist

It’s great to have a featured artist, artisan or donor. They are very important and add a great deal to any event. Don’t make the mistake of not promoting the featured guest to the maximum. Most of the people who become featured guests are asked by many groups to help them out. The fact that the guest has chosen your group to help is an honor and should be treated as such. Not only is it good business to celebrate you guest, it is the right thing to do.

(To be continued)