Developing An Auction Dinner (Part One)

 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 Development

5. Event Theme

By creating an event theme you also create direction. A theme allows you to focus on the final vision of the event. Being able to visualize the final look of the event makes planning it easier. Like planning a trip, if you know your final destination, the way there is just a matter how you get there.

6. “Little Touches”

When planning an event, don’t just think of the large details, but think of the small ones too. It’s the small details that make an event special, an event to remember and to talk about. During the development stages of the event, make a list of all the small details you could include in your event and then see how many you can implement. Here’s a start to your list, you finish it.

·         Flowers for the ladies – boutonnieres for the men

·         Flowers in the washrooms

·         Centre pieces on the table

·         Decorations on the wine glasses

·         Décor the hall

·         Chocolate on each placemat

·         Custom placements

·         Unique program

·         Name tags

(To be continued)

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)

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 – Manpower

Whatever your event, you must make sure that you have enough "manpower" available to help. This includes both the "planning and development" stages and the "implementation and operational" stages. Each group must be committed to being on time and ready to work! Nothing causes committees and their chairs more grief than no enough workers or than people who commit and then don't live up to their commitment! It's so simple, either show up and work or replace yourself with someone who will! If, as a committee leader, you don't want to lose committee members or have them not fully participate, make sure you operate your committee and its meetings on a business-like basis. This includes starting your meetings on time, having a prepared agenda and following it, having a scribe take minute notes and then sending the minutes out before the next meeting and finally, following up, as promised. All commitments must be honoured by the committee chairs if she/he wants the respect of the committee members. Remember, it never hurts to have a committee to be over staffed. This is especially true for the implementation and operational stages! If you find that your group can't handle the whole event, look outside your group (friends, relatives, partnerships with other groups, contracted services, etc,). Once your manpower is in place the "sky's the limit"!

(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 – Required Elements (Continued)

This could be the next step in your event development or it could be your last step! I have placed this section here because I believe that you need all the "Required Elements" in place before you make your final plans.

3.    Are There Enough of the Right Kind of Vendors and Attractions Available for Your Event?
Most festivals and events have either outside vendors or attractions to bring visitors to their event. When I say "the right kind", I mean vendors and attractions that both reflect the theme of the event and the type of people they are trying to attract. By offering visitors "less" then they expect can be a big detriment to the event's success and eventual longevity!

4.    Will Your Local Government Co-operate or Event Contribute to Your Event?
This is likely the most important "element" to get right. Without the co-operation (and hopefully contribution - money ~ manpower ~ facilities) of your local government, your event is in trouble right from the start! You may think that you don't need their co-operation, but you are wrong! Your local government can help you in so many ways. Most importantly, though, is that they can tell you what you need to do to comply with all the regulations that are now in place to protect the public. It is definitely in your best interests to follow their guidelines and to form work a close working relationship with community staff.

 Once you have all these "Right Elements" in place, final planning can begin.

(To be continued)