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So, you’ve taken the plunge into the exciting world of auction planning, maybe through a bit of volunteering or a gentle nudge (I thought I signed up for decor but ended up planning the whole event!). Either way, it’s awesome to have you on board. Feeling a bit overwhelmed about where to begin? No stress, I’ve got your back. Let’s dive into the 7 key steps to get your auction off to a fantastic start.
01. Gather Your Crew – Finding Volunteers
Think of this as forming your very own dream team. It’s all about getting together a group of enthusiastic volunteers, each bringing their own special skills to the table. The goal? Divide and conquer! Bringing more folks on board makes life a whole lot easier for the auction chairs (a.k.a. You). There are plenty of ways to recruit them – at school registration, back-to-school night, through word of mouth, or even through the school’s marketing channels (FaceBook, Instagram or School Newsletter).
02. Form Your Teams – Setting up Committees
Here’s where you create mini superhero squads for each part of your event. By splitting everyone into committees, each volunteer gets to zero in on just one thing they’re really good at (if you’re lucky, they’ll join more than one committee). And for anyone new to the Auction scene, this approach keeps things from feeling too intimidating. It’s all about making volunteering feel doable and fun, right from the start. I go more in-depth on these committees and their roles in my post, Auction Committees: Defining the Roles.
03. Unleash Creativity – Picking a Theme
Time to let those creative ideas flow! (This is my favorite part.) Bring your team together for a fun brainstorming session and pick a theme that’ll make your auction stand out. Whether it’s a glamorous evening, a throwback to yesteryears, or a fantasy-filled night, choose a theme that your community will love and that adds an extra dash of excitement. You can find my favorite themes in my Top 20 Auction Theme Ideas post.
04. Perfect Timing – Choosing Date and Venue
Circle a date on your calendar! Picking the right day and place for your auction is super important. Make sure it fits with the school schedule, doesn’t clash with other big local events, and offers enough space for all the fun. And if the venue matches your theme? Even better!
05. Focus on Finances – Setting Goals and Budget
Every great mission needs clear goals, and yours is to raise funds. Set solid fundraising targets and budget wisely. This keeps your eyes on the prize – raising money for your school, while also being mindful of expenses. It’s all about aiming high but keeping it real.
06. Bring in the Pros – Hiring Vendors
Don’t forget to hire the key players like an Auctioneer, DJ, and A/V experts. These pros can really elevate your auction, making it a smooth and entertaining experience for everyone.
07. Be Organized – Subscribe to an Auction System
Using an online auction system makes managing sales, tracking payments, handling donations, and organizing auction packages a breeze. It’s all about making things smoother and more transparent for everyone. These systems take care of the heavy lifting, from listing to selling, and keep every transaction safe and sound. They’re real time-savers, automating the nitty-gritty so you can focus on the big picture. Plus, they make bidding fun and straightforward for users and give you the lowdown on how your auctions are doing, making it easier to spot trends and manage your budget. It is definitely a must!
Ready to dive into more planning insights? Don’t miss my post on 7 Steps to Auction Success: Planning and Finishing Strong
A GOAL WITHOUT A PLAN IS JUST A DREAM.
Brian Tracy