Developing An Auction Dinner (Introduction)

 I have had the privilege of attending and working with thousands of auction dinners throughout North America. Some had several thousand attendees, while others only had fifty or so. I’ve seen everything from luxury automobiles to original works of art to elegant jewelry to a talking fish, auctioned off. The enthusiasm for the talking fish was unbelievable. Some halls were decorated exquisitely others had no decorations at all. Some were organized with military efficiency, while others seemed to have no organization at all.

I guess what I am trying to convey is that Auction Dinners come in all shapes and sizes. The only things they really have in common are the hundreds of dedicated volunteers who spend their precious time to help organize these events.

The articles that follow are dedicated to all those volunteers, past, present and future, who mean so much to their communities and organizations.

The articles 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, forms and PowerPoint presentations, visit my Festival and Event Planning website.

(To be Continued)

Event Development (continued)

 “The following is a continuation of my Event Development Series. Several months ago, I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!”

Research and Preliminary Planning

You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Theme

Is the theme of your event suitable for your group and your community? To hold a successful event, it is important to hold an event that represents the character of both your group and community. For example, if you are holding a “waterfront event”, you should to be near water. Or, if you are holding a teen event, it should have input from teenagers. Find something within your group or community that has a connection, something that everyone can identify with and then plan the event on that foundation. By doing this, you will find it easier to gain the support of all participants (committee members, friends, community and patrons).

Preliminary Planning – Duration

How long will your event be…both in terms of planning the event and holding the event? Longer events need more time to plan, more manpower, more participants and likely more money. Chances of greater success or failure grow in relationship to the size and length of the event. Before you decide, weigh all the pros and cons before totally committing. If you do decide to choose a longer event, make sure everyone understands what it will take to ensure success. The development of a critical path and manpower chart would be prudent at this point.

Note: This concludes the "Research and Preliminary Planning" portion of my Event Development Series. The "Leadership" portion will follow in the months to come.

Event Development (continued)

 “The following is a continuation of my Event Development Series. Several months ago, I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!”

Research and Preliminary Planning

You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

 

Preliminary Planning – Venue

Have you adequately thought about where you are holding your event? Choosing the right location is very important. You should create a check list of the elements needed. Such requirements as:

·         Is the size of the facility large enough/too large?

·         Are there food preparation facilities?

·         Can they provide the food?

·         Can they serve the food?

·         How are the acoustics?

·         Is there enough parking?

·         Can you hang up signs (if necessary)?

·         Can liquor be served?

These are just a few of the questions that might need answered. Talk it over with your group and make as complete a list as possible and, don’t be afraid to go back if further question arises

Preliminary Planning – Timing

How is the timing of your event? Choosing the right time is also very important. You should create a check list of potential conflicts. Such as:

·         Is there a conflicting event (other organization, sporting event, school event, election) that might limit the number of people attending your?

·         Is there enough manpower available at the time of your event?

·         Will weather (snow or lack of it) likely affect your event?

·         Is there a conflicting holiday?

Again, these are just some of the questions that need answered. Talk it over with your group and make as complete a list as possible. Once you have considered all possibilities, choose the time with minimum chance of conflict.

(To be continued)

Event Development (continued)

 “The following is a continuation of my Event Development Series. Several months ago, I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!”

Research and Preliminary Planning

You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

 

Preliminary Planning – Target Audience

You must know who your primary audience is! Obviously, this is one of your most important considerations. Here is a list of some of the questions that need to be asked and answered:

1.    Who are you targeting - families, adults, seniors, juveniles, youths, children, males, females, etc.? It is very important for you to accurately define your target audience.

2.    Where will your target audience come from? Are they local, from specific groups, such as senior's home? Are they from within your geographical area or outside it? if outside, how will you attract them to your event?

3.    How much will your target audience be willing to pay to attend your event?

4.    Does your audience have special needs or interests?

5.    Will they really be interested in what you are planning on offering the?

Once you have answered these questions and more, you can really start your final plan!
(To be continued)