Planning Tools Loved by Organized Auction Chairs

Guest blog post by Sherry Truhlar of Red Apple Auctions. 

I thought about writing on this topic a few months ago and decided, “Nope. I need to save this topic until January.”

The reason being is that January is the month that many stores -- Home Depot, Walmart, Kmart, Target, Staples, The Container Store (the annual Elfa® sale) -- advertise one particular theme.

Getting organized!

This is THE month that many stores promote organization.

Volunteer Auction Chairs need to be organized. They are often working with many volunteers to plan the fundraising auction. Keeping track of the big picture -- AND the details -- is part of the job.

Here are four organizational tools I’ve seen other Auction Chairs have success using:

• Google Calendar and Google Docs: This combination is perhaps the most popular online method for staying organized and sharing information. The tools are free and enable your entire committee to keep up-to-date.
• Standard paper calendar: Whether it’s an “At a Glance” or some other brand, paper calendars are still popular among auction chairs. It allows for the entire month’s activities to be seen on one page, which many people like.
• Electronic calendars: With so many people using their phone to keep up-to-date, it’s no surprise that tech-savvy Chairs opt to use their mobile phone as their master auction calendar.
• Subject-related notecards (see photo): Last month I had a meeting with two Auction Chairs. One had brought notecards labeled with auction topics, such as Setup/Decoration, A/V, Silent Auction, Food & Beverage and so forth. As we talked through different subjects, she’d list “to do’s” on each card related to that topic. She could then follow up later on those tasks, or hand it off to the appropriate volunteer managing that activity. Clever!

Benefit auctioneer Sherry Truhlar publishes "Benefit Auction Ideas," a bi-monthly e-zine for auction chairs seeking to improve the financial results of their charity auctions. Get your own copy - and a F'REE gift! - at www.RedAppleAuctions.com.

What other tools have you successfully used to keep yourself organized in the planning process?  We'd love to know in the comments below!

What Information Should You Collect Before Your Next Event - And Why?

Constant Contact has developed a simple strategy for asking the right questions, and in a blog post they explain why obtaining the right information is so valuable in planning your next event. The key to collecting the right guest information before your next event is to start with an online registration form. This allows you to easily learn more about your guests as part of the ticket purchase process. Anyone can use a company like Eventbrite, TicketDerby, or Ticketleap to make it easier, and the best will suggest pertinent questions that will help in planning your event. Knowing what to ask and keeping the form streamlined is crucial.

According to Constant Contact's strategy, #1 is demographic information.  "A nonprofit can use demographic data when planning entertainment or auction items for their annual silent auction fundraiser." Here is their list of what to collect:

1. Demographics: Name, age, gender, even zip codes can matter to sponsors and event partners.

2. Number of guests: Plan seating, food, and amenities better with an accurate count.

3. Contact information: Don't forget about asking for email addresses for follow-up surveys or future communications.

4. Event-specific information:  Are there meal or seating choices to make?  Need t-shirt sizes for giveaways? Can you sell raffle tickets or add-ons in advance?

5. Payment method

At DonationMatch, we do our best to collect the right information on behalf of our users, too. To help companies and brands find their target markets (and nonprofits present themselves to the right opportunities), we ask event organizers for attendee demographics, ticket prices, estimated attendance, social media links, and more. And even before events can be listed on DonationMatch to be eligible to receive goods, a nonprofit's IRS status and account contact must be verified. Because we know nonprofits need to be mindful of the products and services they accept, we now use third-party resources like Yelp to check donor companies, too. We know having better information at your fingertips creates a better experience for both the giver and the receiver.

If your intent is to create a more successful event, asking for more of the right information, and understanding how to use it, is essential. Read Constant Contact's full articles for their strategy and explanations.

What information do YOU collect for a better event?