How to Plan a Charity Auction

More and more organizations are using charity auctions to supplement their fundraising. Charity auctions can be profitable and fun. Be sure to plan ahead and pay attention to details.

Difficulty: Moderately Challenging

Instructions

1. Consider your budget. Before you start planning your auction, make sure you have enough money in the bank to have one. You will need to front costs for things like invitations, advertising, food, drinks, decorations, location, entertainment, lighting, gift bags, the auctioneer and more. The price of tickets can help offset some of your expenses.

2. Set a fundraising goal. Once your budget is set, you'll know how much money you'll need to cover the cost of the event. Now determine how much money you want to raise at the event.

3. Start planning the event at least 10 months ahead of time. If you have enough people involved, form committees to oversee the various aspects of the event. Some can be responsible for decorations, publicity, coordinating volunteers, procuring items for the auction, the auction itself, cleaning up after the event and everything in between.

4. Consider buying auction software. If you're planning a large-scale event with hundreds or thousands of items to be auctioned, the software will be a life-saver.

5. Find items to auction. Without exciting items on auction, the chances of you reaching your fundraising goal are slim. Try to put together packages, adventures and items that are unique-something you can't find just anywhere. Make sure the items will appeal to the audience you are inviting. Use whatever connections you or those on your committees have to bring in quality items for your charity auction.

6. Hire your auctioneer. Make sure he's a professional who has done charity auctions in the past. Check his references. Meet with him and make sure he's someone who can connect with your guests.

7. Publicize. The more people hear about your charity auction and get excited about it, the better your chances of selling more tickets and reaching your goals. Depending on your budget, you can utilize direct mailing, TV ads, radio ads, newspaper ads or anything else that will reach your target audience.

8. Finalize your guest list and send out your invitations at least six weeks before the event.

9. Make a schedule for the week leading up to the event and more specifically, the day of the event. Review the schedule with everyone involved.

Tips & Warnings

• On average, you'll want to have at least one volunteer for every 10 guests at the event. They can be positioned where they are most needed and can rotate through jobs as the event progresses.
• Be specific with your staff and volunteers about what you expect from them before and during the charity auction.
• If you're having a dinner with the auction, start the live auction just as dinner's ending. It will help keep things moving and will keep your guests interested.
• Watch your budget carefully. It can be easy to overspend when planning an event. The closer you stay to your budget, the more you can make fundraising.