The Proper Timeline in a Charity Benefit Auction
Sherri and I find ourselves reviewing or discussing evening timelines with the organizations we work with. This is an example of one that is designed to give you a great party, but NOT to generate money in a Charity Benefit Auction. The names have been changed to protect the innocent but the timeline is exactly as it was sent to us. This committee meant well, but they were seriously hampering the effectiveness of their Auction team. As you read the timeline note our comments in italics. Then see a summary at the end of this post:
The Widget
Foundation of
Greater Minnesota 2010 Gala
6:00 p.m. Ballroom Foyer Doors Open & Check-in Begins
(separate VIP station at table for Title/Presenting sponsors)
6:00- 8:00 p. m. Ballroom Foyer Reception, Silent Auction; Photos;
Celebrity Impersonators;
3-piece jazz Ensemble- Open bar
So Far so good. Open bars, Celebrity Impersonators, and a jazz ensemble make the evening special. But 2 hours of mingling with no food or appetizers at all might leave some people grumpy. Why not shave half an hour off of this? It will take 20 minutes to get everyone in the ballroom for dinner anyway.
8:00 p.m Ballroom Foyer close of silent auction (hotel flashes overhead lights
(Auctioneer announces) or staff walks through with chimes)
Good! Use your Auctioneer for more than just the Auction. Have him/her announce important items and parts of the evening.
8:00 p.m. Ballroom Silent Auction Closes; Ballroom doors open
8:00 p.m. Live Auction PowerPoint presentation begins
scrolling;
Band playing
Guests head into Ballroom, find tables/seats
8:00 – 9:00 p.m. Ballroom Dinner (Salads & Desserts Preset);
Rapid Raffle will continue in Ballroom thru dinner
Do you notice that you have lost an hour here? The doors opened at 8 and dinner is not planned to be set until 9? A Danger begins to creep up on this event. The babysitter is wracking up hours, I have seen my friends, I bought my ticket and bid on silent items. They have my money, time to eat and go home.
8:00 p.m. David Ackel, Emcee Band plays soft instrumental while David instructs
guests to find tables, take seats and begin dinner
(Band plays (show tunes?) ‘til David again takes stage)
8:30 – 8:45 p.m. Hotel staff Clear salads; Entrées set, guests continue eating
8:45 p.m. David Ackel, Emcee Introduces himself; welcomes guests to The Widget
foundation of Minnesota Gala; Introduces Board President Sherri Ramstedt Hanley
8:45 – 8:50 p.m. Sherri Welcoming Remarks while guests eat pre-set dessert
Hotel Staff Decaf coffee is served
8:50 – 9:05 p.m. Amy Urban/Rosalie Galliver Gala Chairs Introduce themselves, welcoming remarks
It is now 9:05 and the Live Auction has not begun. Dinner is over, the Silent Auction is closed and that sitter is just counting her money. Keep reading.
Introduce Title Sponsor, Presenting Sponsors (Spots on these people, they may speak briefly)
David Ackel Introduce 2010 Widget Foundation Gala Honoree:
Minnesota Meadows Inc. – reads brief introduction/background on company. Representative will have taken stage to accept award
Introduces Widget Foundation Advocate of the Year, Julie Martin (stands at her table); Introduce WFM 2009 Caseworker of the Year, Kim Kardashian
(stands at her table); Introduce National 2009 Widget Foundation Board Member of the Year, previous WFM Board President, Margie Duffy (stands at her table)
9:05 p.m. ALL HOTEL STAFF MUST STOP CLEARING/SERVING IN DINING ROOM
9:05 p.m. David Ackel Introduces someone else to talk even more
9:05 – 9:20 p.m. Someone else Introduces facts of a 2009 need for widgets, followed
by 7-minute video w/interviews & footage of WFM
caseworker, WFM Advocate, and the need for widgets in low income families
9:20 – 9:35pm Auctioneer Fund-A-Child (FAC) Starts; collect 1st FAC sheets;
(colored FAC sheets in bid packets for bid sticker
placement opposite pledge amount)
Yay! Its 9:20 and the Auctioneer begins to raise some money. But wait… The Fund a child, now? Before any Auction items? Sherri and I always recommend that the “Paddles Up” or “Fund a Need” be placed in the middle of the Auction during what we call the “Bidding Frenzy”. Some Auctioneers ( Very good ones) disagree with us and recommend it be at the end, but before any items? This is probably the worst place to conduct this appeal. Then if you read on you will see we are not even starting the Auction yet!
9:35-9:45 p.m. Amy/Rosalie & Sheldon Introduce Sheldon Milsap of DeBeers
Raffle drawing – Sheldon pulls winning number
Spotlight on winner; Jewelry item given to winner
It is now 9:45 and we begin the Auction. Remember, guests arrived at 6-630 PM. They have now been there for almost 4 hours. They have seen their friends, ate dinner, had drinks, seen the Gala Chairs and honorees recognized. They are leaving. We conservatively estimate that had this timeline stood this organization would have list 25% of their audience before the Auction began.
9:45– 10:15p.m. Auctioneer/Live Auction Creates Live Auction Excitement; spotters introduced
particular item up for bid, paging through as individual
items are up for auction. Live Auction begins
HOTEL STAFF MAY RESUME CLEARING TABLES, SERVING COFFEE
10:15-10:25 p.m. David Ackel Brings back Fund A Child – Last chance to make a
difference; Announces FAC sheets to be picked up
It is now 10:30. 50-75% of the crowd is gone. Not only that 30% of the bidders that are left are going back to the bar and are not paying attention to the Emcee about this final chance to give.
10:25 p.m. David Ackel Thank guests for support & announces that
check-out begins at 11:00pm; Introduces Brass Band again and invites guests to dance
10:25-11:55 p.m. Ballroom Band plays/guests may dance
11:00 p.m. Foyer Silent & Live Auction Check-out Begins
Midnight. Ballroom Lights up and band quits playing
Gala is over!
It is over alright. And this organization has left tens of thousands of dollars on the table.
Summary:
So, what would and did we recommend?
1. Move the Auction to earlier in the evening. As soon as the last entrée hits the table lets get going. We want them eating during the Auction so they are captive. Have the speeches and honorees recognized AFTER the Live Auction.
2. ONE “Paddles Up” or “Fund a Need” in the middle of the Auction. Let the Auctioneer conduct it by reading paddle numbers off rather than people filling out a form at a table. Lets get a wave of enthusiasm going and more people will give by creating a “Bandwagon” effect.
3. Compress the whole timeline. How many guests will stay until 10:30 to dance? Shave a half an hour off the “Time to Visit” at the beginning. Get people in their seats and start serving dinner by 8:15 at the latest. Be ruthless in the speeches and limiting their time. 2 minutes tops. DO NOT pass the microphone around to each sponsor but recognize them with spotlights and adds in the program and powerpoint slides.
There is an important distinction a committee must make at the start of the planning process of any event. Is this a Great Party to celebrate what you have accomplished? Or is it a Fundraiser to deliver needed funds to your organization. This is a valid question. You might just want a great party and maybe generate a little money in the process. There is nothing wrong with that. But if you need a Fundraiser to deliver needed funds to continue your mission think about your event in those terms.
The Widget
Foundation of
Greater Minnesota 2010 Gala
6:00 p.m. Ballroom Foyer Doors Open & Check-in Begins
(separate VIP station at table for Title/Presenting sponsors)
6:00- 8:00 p. m. Ballroom Foyer Reception, Silent Auction; Photos;
Celebrity Impersonators;
3-piece jazz Ensemble- Open bar
So Far so good. Open bars, Celebrity Impersonators, and a jazz ensemble make the evening special. But 2 hours of mingling with no food or appetizers at all might leave some people grumpy. Why not shave half an hour off of this? It will take 20 minutes to get everyone in the ballroom for dinner anyway.
8:00 p.m Ballroom Foyer close of silent auction (hotel flashes overhead lights
(Auctioneer announces) or staff walks through with chimes)
Good! Use your Auctioneer for more than just the Auction. Have him/her announce important items and parts of the evening.
8:00 p.m. Ballroom Silent Auction Closes; Ballroom doors open
8:00 p.m. Live Auction PowerPoint presentation begins
scrolling;
Band playing
Guests head into Ballroom, find tables/seats
8:00 – 9:00 p.m. Ballroom Dinner (Salads & Desserts Preset);
Rapid Raffle will continue in Ballroom thru dinner
Do you notice that you have lost an hour here? The doors opened at 8 and dinner is not planned to be set until 9? A Danger begins to creep up on this event. The babysitter is wracking up hours, I have seen my friends, I bought my ticket and bid on silent items. They have my money, time to eat and go home.
8:00 p.m. David Ackel, Emcee Band plays soft instrumental while David instructs
guests to find tables, take seats and begin dinner
(Band plays (show tunes?) ‘til David again takes stage)
8:30 – 8:45 p.m. Hotel staff Clear salads; Entrées set, guests continue eating
8:45 p.m. David Ackel, Emcee Introduces himself; welcomes guests to The Widget
foundation of Minnesota Gala; Introduces Board President Sherri Ramstedt Hanley
8:45 – 8:50 p.m. Sherri Welcoming Remarks while guests eat pre-set dessert
Hotel Staff Decaf coffee is served
8:50 – 9:05 p.m. Amy Urban/Rosalie Galliver Gala Chairs Introduce themselves, welcoming remarks
It is now 9:05 and the Live Auction has not begun. Dinner is over, the Silent Auction is closed and that sitter is just counting her money. Keep reading.
Introduce Title Sponsor, Presenting Sponsors (Spots on these people, they may speak briefly)
David Ackel Introduce 2010 Widget Foundation Gala Honoree:
Minnesota Meadows Inc. – reads brief introduction/background on company. Representative will have taken stage to accept award
Introduces Widget Foundation Advocate of the Year, Julie Martin (stands at her table); Introduce WFM 2009 Caseworker of the Year, Kim Kardashian
(stands at her table); Introduce National 2009 Widget Foundation Board Member of the Year, previous WFM Board President, Margie Duffy (stands at her table)
9:05 p.m. ALL HOTEL STAFF MUST STOP CLEARING/SERVING IN DINING ROOM
9:05 p.m. David Ackel Introduces someone else to talk even more
9:05 – 9:20 p.m. Someone else Introduces facts of a 2009 need for widgets, followed
by 7-minute video w/interviews & footage of WFM
caseworker, WFM Advocate, and the need for widgets in low income families
9:20 – 9:35pm Auctioneer Fund-A-Child (FAC) Starts; collect 1st FAC sheets;
(colored FAC sheets in bid packets for bid sticker
placement opposite pledge amount)
Yay! Its 9:20 and the Auctioneer begins to raise some money. But wait… The Fund a child, now? Before any Auction items? Sherri and I always recommend that the “Paddles Up” or “Fund a Need” be placed in the middle of the Auction during what we call the “Bidding Frenzy”. Some Auctioneers ( Very good ones) disagree with us and recommend it be at the end, but before any items? This is probably the worst place to conduct this appeal. Then if you read on you will see we are not even starting the Auction yet!
9:35-9:45 p.m. Amy/Rosalie & Sheldon Introduce Sheldon Milsap of DeBeers
Raffle drawing – Sheldon pulls winning number
Spotlight on winner; Jewelry item given to winner
It is now 9:45 and we begin the Auction. Remember, guests arrived at 6-630 PM. They have now been there for almost 4 hours. They have seen their friends, ate dinner, had drinks, seen the Gala Chairs and honorees recognized. They are leaving. We conservatively estimate that had this timeline stood this organization would have list 25% of their audience before the Auction began.
9:45– 10:15p.m. Auctioneer/Live Auction Creates Live Auction Excitement; spotters introduced
particular item up for bid, paging through as individual
items are up for auction. Live Auction begins
HOTEL STAFF MAY RESUME CLEARING TABLES, SERVING COFFEE
10:15-10:25 p.m. David Ackel Brings back Fund A Child – Last chance to make a
difference; Announces FAC sheets to be picked up
It is now 10:30. 50-75% of the crowd is gone. Not only that 30% of the bidders that are left are going back to the bar and are not paying attention to the Emcee about this final chance to give.
10:25 p.m. David Ackel Thank guests for support & announces that
check-out begins at 11:00pm; Introduces Brass Band again and invites guests to dance
10:25-11:55 p.m. Ballroom Band plays/guests may dance
11:00 p.m. Foyer Silent & Live Auction Check-out Begins
Midnight. Ballroom Lights up and band quits playing
Gala is over!
It is over alright. And this organization has left tens of thousands of dollars on the table.
Summary:
So, what would and did we recommend?
1. Move the Auction to earlier in the evening. As soon as the last entrée hits the table lets get going. We want them eating during the Auction so they are captive. Have the speeches and honorees recognized AFTER the Live Auction.
2. ONE “Paddles Up” or “Fund a Need” in the middle of the Auction. Let the Auctioneer conduct it by reading paddle numbers off rather than people filling out a form at a table. Lets get a wave of enthusiasm going and more people will give by creating a “Bandwagon” effect.
3. Compress the whole timeline. How many guests will stay until 10:30 to dance? Shave a half an hour off the “Time to Visit” at the beginning. Get people in their seats and start serving dinner by 8:15 at the latest. Be ruthless in the speeches and limiting their time. 2 minutes tops. DO NOT pass the microphone around to each sponsor but recognize them with spotlights and adds in the program and powerpoint slides.
There is an important distinction a committee must make at the start of the planning process of any event. Is this a Great Party to celebrate what you have accomplished? Or is it a Fundraiser to deliver needed funds to your organization. This is a valid question. You might just want a great party and maybe generate a little money in the process. There is nothing wrong with that. But if you need a Fundraiser to deliver needed funds to continue your mission think about your event in those terms.
Labels: Auction, Fundraiser, Gala, Timeline
posted by Auctioneer Mike at 5:49 AM
1 Comments:
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