When planning your event, there are many things that come up.  I have listed some hints and tips that will help you in your preparation and assist you in making your event a success.  However, the most important thing to remember in planning your event is, KNOW AND CATER TO YOUR AUDIENCE.

Where to Begin

What is your goal?  
    1.Make a lot of money.
    2.Guests have fun and come back.

Meet with your committee and find out the available resources.  Brainstorm ideas and decide what items need to be procured, do not wait until the last minute.  Prior to acquiring your items, you must know your audience.  Remember not everyone has the same interests or can afford the same thing.  Target items that people will consider and spark an interest.

Is the event going to have a theme (Ex: Hawaiian, Disco, Ethnic, Movie, Western)?

If a meal is involved, the live auction should start by the time your last guest is served.  Nobody wants to hear speeches that are longer than 2-3 minutes.  If possible, save speeches for after the live auction.  Too many speeches can bore the crowd and slow the momentum of the evening.  Timing is absolutely everything if alcohol is involved.  Start and end the live auction early in order to keep time and alcohol on your side.  Powerpoint incorporated into the live auction can work well to promote items.  Live auction items do not have to be the most expensive, but should be the most popular.  Futhermore, the items should be from least value and build to the greatest value in the middle and end with lower priced items in order to give everyone a chance to participate.  Know your bidders and do not take them out of the live auction by giving them a task.  Avoid tall centerpieces, low lights, and spot lights in the eyes of the auctioneer.

 Group gatherings sell well.  People like to have fun and party.  

 Allows bidders to combine resources in order to buy.  

 Examples are as follows:

•      Day trip to Catalina
•      Wine tasting and appetizers at a winery
•      Tailgate party at a sporting event
•      Private dinner party at a well known restaurant
•      Champagne brunch cruise in Newport Harbor

 

Getaways are also very popular auction items.  People like a chance to go somewhere that they normally would not.  It is very important to know your audience and what they can afford.  

Examples are as follows:

•      Beach house
•      Hawaiian getaway
•      Cruise
•      Romantic Bed and Breakfast
•      Wine Country

 

Hunting and Sports can be very attractive to the right crowd and especially when local outfitters or sporting teams are involved.

Examples are as follows:

•      White Water rafting
•      Alaskan fishing trip
•      Guided hunts
•      Signed memorabilia
•      Baseball, Football, Basketball tickets and a suite

 

Jewelry/Art/Professional Services can sell, but you must be very careful.  Know how the items pertain to the audience and their taste.  Do not include items that have the artist or donator in the crowd.  Strictly use items that appeal to all.

Other items that sell well and may be very appealing to the audience.

 Examples are as follows:

•      Puppies    
•      Auction a $100 bill to the second winner
•      Golf with a celebrity
•      Fine Wine Collection
•      Items pertaining strictly to your event

 

Consignment items can add to the bidding excitement with no risk to the organization.  Do not make your minimum bid the cost of the consignment item.  Add twenty percent of the package cost to the organization if package is sold.  Consignment items can include everything from all inclusive travel packages, sports memorabilia and art.  Auction pays an auction booster offer attractive travel packages that can generate bidding excitement among guests.

The most important thing about a silent auction is “the value is in what the people see.”  Set a schedule and stick to it.  The Silent auction should last no more than 90 minutes Do not delay close of the silent auction; it should close when the room is full.  Remember, most bids are placed at the end.  Sort items from lowest to highest value and arrange in three to five sections. Close the section of least value first.   Do not arrange by like items because certain bidders might find an area of interest and ignore the rest.  Use colored helium balloons to direct guests to various areas of bidding.  When the room is crowded, people can only see up.  Make things easy for people to find.  Be very descriptive on bid cards and keep them short and to the point.  Never list the value of the auction item on the bid card.  Close each section 10 minutes apart and never pull a bid slip from someone attempting to bid.  Highlight winning bid number; people want to know who won.

There are other ways to create revenue for your event.  
The key is to make it easy for people to spend money.  
Examples are as follows:

• Price of admission
• Present and need not be present opportunity drawings
• Raffles
• Direct giving (works well in the middle of the live auction)
• Reverse drawings

Here is an example of a general timeline for an event.  
It is important to remember that specific time slots used
properly can generate the maximum amount of dollars for your event.  

6:00  Event starts and silent auction opens along with
          raffle and opportunity drawing sales.
7:00  First silent auction table closes.
7:10  Second silent auction table closes.
7:20  Third silent auction table closes.
7:30  Fourth silent auction table closes.
7:35  Dinner is served.
8:15  Brief speeches and special announcements.
8:30  Live Auction starts
9:00  Direct giving opportunity (three to five minute video or speaker explaining request).
9:15  Conclusion and start dancing.


STAY ON SCHEDULE