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Great job getting through the first phase of planning your school auction! (If you haven’t, check out my post, Auction Planning Simplified: 7 Steps for a Successful Start) Now that you’ve laid the foundation, let’s ramp things up with the last 7 Steps to Auction Success. The following list is to provide you steps on how to finish strong.
01. Spread the Word- Marketing Your Auction:
Get the word out about your fantastic event. Use every tool in your arsenal – social media, school newsletters, local community boards, and word of mouth. Consider using tools like Canva for crafting eye-catching logos and branding. Make your auction the talk of the School!
02. Procuring Auction Items:
Now, let’s hunt for those auction items that will have everyone buzzing. Reach out to local businesses, community members, and even online donors. From gift cards to unique experiences, every item you collect adds value and appeal to your auction. Look for unique, desirable items or experiences that will get those bidding wars started! I discuss more on my post – Business Donations: Tips on How to Ask for Donations and Sample Letter or The Power of Parent Donations for your School Auction.
03. Managing Ticket Sales:
This is where you make it easy for people to participate in your Auction. Set up an efficient ticketing system – online sales (I recommend using an online auction system), physical tickets at school, or both. Start selling 1-2 months before your event. Price them right to encourage maximum participation. Maybe even incentivize your guests with an early bird discount. Remember, this is a key revenue stream for your event.
04. Securing Sponsorships:
Connect with local businesses and parents for sponsorships and partnerships. Doing so, not only lends credibility to your event but also unlocks additional resources and support. Offer a variety of sponsorship tiers to appeal to a range of sponsors. These opportunities can benefit all parties involved.
Examples of Sponsorship Opportunities:
- Advertising Space in Auction Catalog
- Branding on Step-and-Repeat
- VIP Table or Pre-Party Sponsor
- Bar Sponsor
- Shuttle Sponsor
- Wine Toss Sponsor
- Photo Booth Sponsor
- Raffle Sponsor
- Sponsoring Champagne/Wine on Tables
05. Dress Rehearsal – Finalizing Logistics:
Sit down with your team and run through the entire event from start to finish. Think about everything – signage, seating arrangements, flow of the event, and contingency plans. This rehearsal ensures that you iron out any kinks before the big day. Meet with your DJ, Emcee, and Auctioneer to go over the event schedule in detail, ensuring everyone is perfectly aligned.
06. Showtime – Hosting the Event:
This is it! Ensure your team is prepped and ready. Conduct sound checks, verify the internet connection is stable, confirm the food and beverage team is prepared, strategically position silent auction items, and ensure volunteers are briefed on their roles, including spotting bids and recording them. Keep the energy high, ensure everything runs smoothly, and, most importantly, have fun. Your enthusiasm will be contagious, making the auction an enjoyable experience for everyone involved.
07. Heartfelt Thanks – Post-Event Gratitude
After the curtains fall, it’s time for heartfelt thanks. Send out personalized messages, emails, or even thank-you cards to participants, donors, and volunteers. Expressing gratitude not only shows appreciation but also helps build lasting relationships for future events.
And there you have it, the next 7 steps to take your auction from good to great. Remember, your hard work and dedication are what will make this event a smashing success!