It’s all about the timing!!! When you begin to get into the logistics of your event, it is important to create momentum throughout the whole evening. Map out time for all your activities and STICK to your timeline. Many organizations give away time early in the night with the hope that they will make more money, but historically silent auctions make less money than live auctions with the special appeal.
So, is it worth your time to extend the silent auction when you make more money later in the program? No! – Just let the silent auction end, and get your guests in their seats so they stay for the whole program. Do not let money walk out of the room.

Here’s the scene:

Your doors open. Guests are arriving, checking in, indulging in food and drink, mingling with friends, THEN, they finally start to bid.
Are you allowing enough time for all these activities?
A silent auction of about 100 items will take a guest about 30-40 minutes to peruse, and they will need some time to check back on the items they have bids on. The REAL bidding starts when the 15 minute warning comes…now it is time to get serious about getting that item.
I recommend an hour and a half for silent auction bidding starting from when the doors open.

Do you need multiple silent auction closings?
If you have more than 150 items at your auction, then you may want to consider a second closing. Otherwise you have 200-300 people looking at 35-50 items…and that’s crowded! Hopefully they will have a spouse, loved one or friend who can bid on the other item they want to take home in the same closing.

Transitions:
It’s important to plan time for your crowd to move to the next activity, especially if there is a transition to another floor of the venue. You may also need time for them to find their seat. Remember you are moving lots of people and they are catching up with friends along the way.

Service Style:
I like to see plated dinners or family style dining as they are less time consuming than a buffet. But if you decide to have a buffet, ask your caterer how long it will take for 90% of your guest to get through the buffet before moving into your program.

Onto the BIG show:
Your emcee is the host and the face of the night! “WELCOME!”
Your auction chairs take a moment for their Thank-You’s!
Then, introduce your auctioneer and move onto the money making Live Auction!
Most auctioneers can sell an item in a 2-3 minute window. So, you can do the math to figure out how much time you will need to allot to your auction based on number of items you include.

When you reach that pivotal point where the Special Appeal comes in to play, it’s best to have either a video presentation or a personal pitch that should last 2-4 minutes, MAX! If you get too long-winded, guests will check out mentally and literally, so plan a well crafted appeal that will get your mission out and you can get to the tax free donations!

Finish strong with your remaining live auction items (if you still have more) and be sure to THANK all your bidders for their generous gifts. Save any Awards, Guest Speakers or other Presentations for after the auction. Make your money first, so you do not risk your guests leaving to relieve the babysitter.

End of Night:
Your guests are HAPPY! You’ve had a record-breaking event. Wrap-up the night with checking out your guests in a timely fashion, and get all volunteers together to assist with clean up. Then crack open a bottle of wine and toast to your amazing fundraising success!

You have many options when it comes to planning an event. What you have read is one option you could choose. Work with your auctioneer or event planner to make sure your event is uniquely yours and will fit in the time frame you outlined for your guest. Everyone’s time is important and we want your guest to feel great about giving to your organization and spending their time with you!

When you start planning your next benefit auction, take into consideration your guest experience.  Here are some areas to really focus on the guest interaction:

Smooth check-in and check-out are the first and last impressions you can make with your attendees.  Be sure to set yourself up for success with benefit auction software,  a great team to run your data entry, and plenty of terminals to keep the lines moving.

Maneuvering through the silent auction can sometimes prove challenging.  If the bidder has difficulty getting to the tables to bid, they may not chance heading back for a second, third or fourth bid.  Also be sure that your items are evenly spaced on the table so many bidders can place bids simultaneously.

Additional Activities including Raffles, Wall of Wine, and Face Value Boards can really add a new element of fun to your fundraiser.  Be aware of the number of activities you make available to your guests.  Too many activities can make your event feel like a circus and become overwhelming.

Offer items in your Live Auction that fit the demographic of your audience.  Better yet, set up a brainstorming party and ask your attendees what items they would like to purchase at your auction.  This gives you the opportunity to really target the right packages for your guests.

Always “walk through” your planned event as if you are going to be a guest in attendance at your event.  This will help you determine if you are asking your guests to stand in too many lines, carry too much paperwork, or having them focus on the wrong activity.  Be clear on what you are asking of them and leave them with the best experience they have had at a benefit auction!

Happy Planning!

I bet you thought I was going to say THE AUCTIONEER!  Well, while it is great to have a Professional Benefit Auctioneer, it is equally important to have a GOOD QUALITY SOUND SYSTEM.  If your bidders cannot hear your auctioneer, they will not bid.  If you have everything in place for your auction, the best benefit auctioneer, excellent venue, great items, the most generous donors and it’s all perfect…PLEASE have a Professional Sound Company working with you so everyone can hear your speakers and auctioneer clearly at your event.

One of the most common reasons a bidder will not bid at an auction is because they cannot hear what is going on.  If your sound is lacking, this can cause your bidders to disengage. And we know if the bidder is disengaged, they do not spend money, they talk and get loud.  A quality sound system will make you money!

Every auctions first purchase should be a professional quality sound system.  The greatest part about working with a sound company is that they will provide a technician that can be on-site for your entire event.  The technician is there to support your event and ensure that it is a smooth success.  If you provide them with an accurate script, they can manage all sound cues for you, especially if you want to add the dimension of sound with an auction package.  They can also handle any situations that may arise in your venue regarding the sound.  They have one job: to make sure the bidders can hear and everything is running smoothly.  They will also take great care of all your participants on stage.

What should you ask for when you speak to a professional sound company?  You want to be sure they provide an on-site technician, as well as all that is necessary for an evenly balanced sound system in your venue.  They will bring a mixing board, speakers, stands, cable, microphones, etc.

You need to be very clear about what elements you will be including in your auction.  Do you have a video that will be shown at your event?  Does it have music playing?  There is a “special cable” to connect your laptop to the sound system so it can be heard.  Putting a microphone on your laptop speaker can cause that very memorable “feedback noise” that can be piercing and hard on the ears.  Is there a band that will be playing during your event?  What do they need to perform at their best?  Many bands will offer their sound system to be utilized for the auction.  This is a generous gesture, but you should always have a sound professional make sure you will have adequate coverage with what they are providing. One last area of consideration is your silent auction.  You will need to make announcements in this space as well, so you may need additional sound in a separate area of the venue.

The long and the short of it IS: Quality Sound Systems will make you MORE MONEY!!! Invest in one and take that one worry off your list.

In Portland, we recommend working with Smart Tech AV!  They know lots of venues and do a great job!  You can reach Clint Kaster at clint@smarttechav.com

One of Portland's Greatest DJ's!

Here is an AH-MAZING DJ that I recently met!  Not only is he a BLAST but he understands the needs of a Non-Profit Organization at an Auction.  If you are looking for a great DJ, look no further.  Here are some questions that I asked him to help you when booking your next auction.

What tips can you offer a non-profit organization looking for in a DJ?

-  The best tip I could give a NPO looking for a DJ is for them to know exactly what they want and be able to tell that DJ specific songs and give them as much guidance as they can to ensure that they get what they are looking for, don’t assume the DJ is going to know what you want.

(c) Kelly Russell Auctions, LLC., May  2011

After 5 years of competition in the Oregon Grand Champion Auctioneer Contest, Kelly finally takes the title in 2011.

Sunday February 20, 2011

It was a great Convention in Eugene, Oregon this year.  We were able to have some wonderful speakers join us and educate us on the latest and greatest in the auction profession.  I am so excited to implement some new ideas for the Benefit Auctions I conduct.  I especially enjoyed the sessions on Raffles & the OLCC!  You have questions, I have answers…well, now I do.

I was delighted to compete against some of Oregon’s finest Auctioneers in the OGCA Contest.  Taking Reserve Champion is Tim Stuart of Stuart Realty Group, Inc, and in Third is JB Dimick of J&C Auction Co.

Fantastic competitors!

Both Tim & JB were amazing, talented auctioneers and gave me a run for my money!  As the current champion, I will look forward to promoting the auction method of marketing and, perhaps, I may compete at the National Auctioneers Association’s International Auctioneering Championship in July.  I also have my sights set on the Northwest Championship in Washington State.

Thanks to all for your support!  I’m looking forward to another great auction season!

Ever go to a silent auction and find yourself squinting to read the item description, bumping into your fellow bidders, or shuffling to see whats on the table?  It’s frustrating, right?  Let’s chat about what makes a silent auction successful.

First, you want to make sure you have plenty of space for each item.  If you can give 1 foot per item on your tables, you will have an ideal set up.  This allows for bidders to be able to walk up and place a bid without blocking another bidder.  Remember you need space for people traffic between your tables as well.  Try to leave enough room for someone to bid, and someone to pass by shoulder to shoulder without having to turn and shuffle sideways.

A round table can provide that much desired elbow space when placing a bid. It also adds a different traffic pattern for the room.

Second, you will want to utilize a display with a description of the package.  The best scenario would be to have a plexi-glass stand or easel back cardboard stand with a clear description of the item up for bid just behind the bid sheet.  Use a font that anyone can read from a distance.  Remember a bidder may be placing a bid when another bidder approaches and wants to see what they are bidding on.  Use a font of 18 or higher for easy reading.

Notice the description plackard behind each bid sheet. They did a great job to keep it uniform throughout the entire silent auction.

Third, create a bid sheet that is easy to navigate.  I like to see bid sheets that have all the bid increments printed.  This means as a bidder, I only have to remember 1 number for the night, my bidder number.  Try to avoid listing a Minimum Bid at the top of the page and counting on your attendees to do the math.  More than likely your guest will be enjoying a delightful beverage and who wants to do math?  With this system, we can also avoid the “Price is Right” method of outbidding by $1.

This bid sheet allows for the bidder to only have to remember their bid number for the night. Please, place it on ANY line!

Finally, shed some light on your silent auction.  I have yet to meet someone who can read in the dark.  Adding a wash of lighting across your silent auction tables may be just what you need to increase your bidding.

Happy Bidding!

“Who likes wine?  I do! I do!”

Most every auction I conduct, I find the guests enjoying a lovely glass of WINE.  Here is a great opportunity to take some wine donations and create a purchasing opportunity for your guest by selling them a bottle or two.  You know they enjoy it and who can’t use an extra bottle in the cellar just in case they have some impromptu dinner guests?

Here is how it works:

First, you need to procure the wine.   This can be done by asking board members, committee members, friends, family or pretty much anyone you know to donate a bottle with a value of $10 or more. (You can change the base value if want)

Second, you will want to ask a local retailer for “Brown Bags”  – you know, the ones that are wine sized, or find some tissue and ribbon.

The Brown Bag Approach with some tiers for displaying.

Third, wrap each bottle up and put a ribbon on top.  (You can put Red ribbon on Red Wines, and White ribbon on White wines, if you want to be sure your guest is getting a bottle they will LOVE.)

A great example of color coordinating the bottles. Black wrapping is a Red Wine, White is a White Wine.

Fourth, set the bottles in a striking display at your event with a sign that says “Wall of Wine! – Take home a mystery bottle of wine tonight for $15!”  It’s also nice to include the range in values of the wine.  You may say bottles range from $10 up to $100.  I would recommend you have at least one really fancy bottle to entice the bidders.

And Finally, have a great volunteer available to help promote sales on auction night.  They will record the bidder number for data entry and make sure the bidder number is also on the bottle of wine your guest has selected.

Have a happy volunteer available to help your guests.

Additional Information:

Make sure you choose a good number of bottles for your wall of wine.  We want to make sure this sells out fast, and to do so, you will want to limit the number of bottles available.  If you have 200 guests attending your auction, most likely there are really approximately 100 couples (or bid units/checking accounts).  If you have 100 or more bottles of wine, everyone will have to participate in order to sell out.  In this case I would recommend you procure about 1/3 – 1/2 the number of bid units, equaling 30-50 bottles.

And if you have a theme for your event, be sure to showcase your creativity!

The Northwest Chinese Academy did a great job showcasing their wine within their mission!

For Oregon Non-Profits: You need to let the OLCC know that you will be selling wine at your auction.  So be sure to send them a “love note” to inform them of your sales.  If you are selling donated wine to consume, be sure to get your temporary license for $50.

Whether you call it an “Instant Gratification” Wall or a “Make it Mine” Board, here is the chance for your guests to do some quick shopping, all in support of their favorite Non-Profit…YOURS!

When I meet with auction chairs, they often ask me “What am I supposed to do with all these gift certificates?”  I say, “Try a Face Value Board!”  It’s an opportunity for your guests to purchase a gift certificate for it’s face value.  The reality is that gift certificates usually make 85%-110% of their value in a silent auction.  They can take up a lot of room on your tables as well.  So let’s be efficient, and instead of cramming all the silent auction items on the limited number of tables available, let’s create a board that will hold all these fantastic gift certificates.

Here is how it works!  Create a “tag” or bidder sheet with the donor of the item, the face value of the gift certificate, and a line for the bidder to put their number to “Make it Mine”!

One example of a "Make it Mine!" Tag

Buy it Now Tag. They made this with their software and only allowed for one bidding line.

Then be sure to have a volunteer that will stand by the Face Value Board and encourage guests to come take a look and bid on an item they will be sure take home.

Here is how the entire board will look.

Buy it Now! This is a lot to choose from, you may want to limit the number of options available if you have a smaller crowd.

The Face Value Board should be open in conjunction with your silent auction.  A successful Face Value Board will sell out before the silent auction closes, so don’t go overboard, just give your guests a few other options for spending money!

Reserve this option for gift certificates:

• under $100 that may not complement another auction package
• that will sell well on their own…$5 Starbucks Cards
• of which you may have multiples

Additional suggestions:

• If you have multiple gift certificates to the same location, you can put one up, and your volunteer can replace it when it’s purchased.
• If you find you have many gift certificates remaining towards the end of the silent auction, you can mark a “SALE PRICE” for the last 15 minutes.  “Now 10% off” (the face value) or “Now 25% off” in the final 5 minutes.
• Have your auctioneer announce how many are remaining or that the board is selling out and to get your items quickly!

Be sure you make it a fun addition to your event!

Happy Fundraising!

On October 9, 2010 I made my way to Salem to the Blanchet Catholic School Auction.  I knew the theme was going to be Autumn Splendor but I had no idea what the decoration committee had planned.  This is what I walked into…

Greeting you at the entry, Autumn Splendor

It was great to walk in the front door and see their emblem surrounded by the decorations of their theme of Autumn Splendor.

Blanchet Catholic School uses their gymnasiums to host their event, and the transformations were AMAZING!  So here are some other ways they carried the theme throughout the night.  The set up a beautiful Silent Auction with the decorations  reflecting the theme on the tables.

I enjoyed the large fruits and the plant life.

Note:  They knew they had a great timeline so they promoted the closings with very large signage.  Fantastic!

Silent auction items

Note: Each silent auction item had a ribbon that lead from the item to the appropriate bid sheet…great idea to limit confusion.

The Appetizer table was stunning in the silent auction area, and they created a seating area that included theme appropriate tables & chairs.

Appetizer Table and Seating Area

The RAFFLE table was also outstanding!  Look at the projects that were available and how they are within the theme.

A Wildcard Raffle as well as additional raffle items

And onto the Main Event…Dinner and the Live Auction Items.  They took great care to create the perfect ambiance in the Live Auction Room.  The table settings were beautiful, and they made stunning bid cards in a Leaf shape.  And that lighting system was outstanding. I later found out that one of their amazing volunteers made each of those lamp shades!  That’s dedication!  WONDERFUL!

Beautiful Table Settings

And of course, here is a great example of how to showcase an item at your event.  Well lit, and easily identified with the Leaf #1 to correspond with the catalog.  This is their first item, a Northwest Wine Collection.

Item #1 Northwest Wine Collection - Beautifully displayed.

So if you want to have a theme for your event, make sure you RUN WITH IT!  Have a blast with decorations and carry it throughout your night.  As you can see in some of the silent auction photos, the items do not have to be theme related.  You can sell a great variety of items with the ambiance of the night creating your themed atmosphere.  This is an excellent execution of a themed event!

GO GET CREATIVE!!!

On a beautiful evening in late August, donors gathered together at the stunning setting of Nelson Farms on Sauvie Island to show their support for Africa Bridge.  Africa Bridge is dedicated to empowering East African communities through integrated, sustainable development programs helping to improve the lives of children orphaned and made vulnerable by HIV/AIDS.  Africa Bridge works with local Tanzanian communities by creating income generating cooperative through microloans that support the families who are fostering the villages’ orphans and most vulnerable children.  These children also receive scholarships for schooling and additional health education.  Currently, Africa Bridge has extended positive influence to over 3,000 children in 16 villages.

The Harvest Gala was a delightful celebration of Hope for the children and communities in Tanzania. The guests were able to enjoy an exhilarating evening filled with African music and drumming, with performances by Sebe Kan (meaning “Serious Sound”) and Obo Addy, as well as a delectable African infused harvest dinner by Devils Food, and, of course, Bob’s African Wine!  Lisa MacCallum, Managing Director of The Nike Foundation, shared inspiring words encouraging everyone to invest in adolescent girls as the most powerful force for change in the developing world.

Sebe Kan (Meaning "Serious Sound")

Kelly Russell, Auctioneer of the evening, had the pleasure of conducting the live auction, consisting of beautiful African and World Art.  Stunning beaded headdresses were a highlighted item of the night.  The 3 headdresses collectively sold for $2,150.

Amazing African and World Art up for auction

After an energetic Live Auction, of amazing African and World Art, Africa Bridge Founder and Executive Director, Barry Childs, challenged guest to reach a goal of $24,000 to expand into 4 additional villages.  These funds will be utilized by creating microloans for pig cooperatives.  Each cooperative operates at an initial cost of $6000.  Enthusiastically, donors raised their bidder numbers to see that, not only 4, but 5 villages will receive a pig cooperative with the $30,000 donated.

Africa Bridge's AMAZING, Generous, and Good Looking Donors!

The generosity of the donors, sponsors, and volunteers who made this night a success, collectively assisted in raising over $40,000 for Africa Bridge.  Stay tuned for an exact total in the upcoming days.  Thanks to all who were in attendance!

For more information on volunteering, sponsoring, or to further support the mission of Africa Bridge, please visit www.africabridge.org .