Ultimate Auction Committee Checklist for Successful Event Planning

A U C T I O N C O M M I T T E E C H E C K L I S T T W E L V E - E I G H T M O N T H S O U T o Build Committee and assign tasks - Silent, Live, and Art Auction o Determine objectives surrounding how many Silent, Art, and Live auction items you plan to solicit in order to meet budget goals (ideally 25% above your estimated revenue goal in collected value) o Begin brainstorming auction items with your full FTT Committee Create a solicitation spreadsheet assigning who will approach which business to ensure there isn t overlap o Prepare auction letter and donation forms with your charity information Send letter and forms to your entire FTT Committee o Brainstorm art auction contributors and start reaching out to them If you have an internal art program, work with your coordinator to determine if your clients can create these pieces. S I X - F I V E M O N T H S O U T o Begin procuring donated items and experiences to create compelling auction lots Conduct follow up calls/emails, as needed o Build a detailed auction spreadsheet of items, value, donor, donor information, any restrictions, item write-up, and pick up status o Determine which software company you ll be utilizing Choose if you will be using mobile bidding or traditional paper bid sheets o Secure an auctioneer (ask the PM team for their recommendations) F O U R M O N T H S O U T o Continue procuring auction lots o Update auction spreadsheet as items are committed or collected o Check solicitation progress against goals. Re-energize and realign committee, as needed. T H R E E M O N T H S O U T o Continue procuring auction lots o Update auction spreadsheet as items are committed or collected o Check progress against solicitation and value goals o Decide how to best display your Silent and Art auction o Determine what items are needed for your display and begin gathering them

o If using mobile bidding, determine opening date and time. Adjust solicitation deadlines and package entry target dates, if needed. o Work auction teasers into your PR and Marketing plan o Add roles for Silent Auction set up, runners, tear down and Live Auction spotters and trackers to the volunteer list T W O M O N T H S O U T o Check progress against solicitation and value goals o Begin assembling auction lots with the items you ve collected o Start entering auction lots into your event software Don t forget to provide a detailed description including blackout dates. If you re using mobile bidding, build in time to photograph each of your auction lots o Order/find pens for silent auction (if you aren t using mobile bidding) o Create auction signage to draw attention to this important revenue source Don t be afraid to get creative with your signage. Hand-painted signs work for this event! You can also work with the S4F Graphics Team to create these pieces. O N E M O N T H O U T o Check progress against solicitation and value goals If you are behind, particularly in Live Auction, consider using a consignment company. Ask the PM team for their recommendations or see our auction brochure o Close auction collections and assemble remaining items into auction lots o Enter remaining auction lots/packages into your event software o Go live with online auction marketing promotions Work with the S4F Graphics Team to create e-blasts and social media posts o Think about and gather props for the auction lot display tables, like boxes to add height, table-top easels, full standing easels, extra linens to cover boxes, etc. Don t forget about props for the live auction too! It s fun to have these elements on stage while the auctioneer is selling the lot. It keeps the audience entertained and engaged. o Create and order stand-up signage (8.5 x 11 or 5 x 7 ) for each silent and art auction lot that doesn t have a 3D display. Signage should be both informational and eye-catching. Often, these are printed in house and displayed in acrylic frames. Work with the S4F Graphics Team that can create a template for you to utilize, like this one. If the Silent, Live, and/or Art auction is sponsored, don t forget to add their logo into all signage for the appropriate areas.

o Coordinate and share all live auction information and images to whomever is handling the printed program and PowerPoint for the program portion of the event. Ensure live auction e-blast is scheduled to be sent to all attendees two weeks prior to event day! o Share Live Auction item details with PM Team and Auctioneer so they can help you create the best order of lots T H R E E W E E K S O U T o Strategize transportation of lots and display items to venue o Continue finalizing auction lots, if needed o Enter auction lots into software, if needed o Include announcements to place final silent auction bids in script o Include full live auction lot descriptions and necessary information into the run of show T W O W E E K S O U T o Print bid sheets for silent auction if you aren t using mobile bidding Make sure there are pens and highlighters available for the silent auction bid sheets if you aren t using mobile bidding o Print auction lot display signage o Print Live Auction tracking sheets and Cash Call tracking sheets (we recommend 4-5 copies) Place the sheets on clipboards with pens for the trackers, live auction on top of cash call o Create auction info folders for Live Auction winners or certificates/trips for Silent Auction winners o Make final decisions on display needs and set up strategy o Discuss logistics of event day activation with committee chairs and volunteers O N E W E E K O U T o Ensure all lot information is correctly entered into software, on paper bid sheets or both o Make final preparations to open Silent Action if using Mobile Bidding Send Auction is Open e-blast when timing necessitates o Send Live Auction preview e-blast and post teasers on social D A Y B E F O R E / D A Y O F o Silent, Art, and Live Auction setup Ensure items, description or bid sheets, pens, clipboards with pens and tracking sheets and any other supplies are set up nearby o Greet and train volunteers for event roles with set up, encouraging bids, running/flipping silent packages, spotting and tracking for Live o Ensure Live Auction items are moved backstage to be showcased during the auction

A F T E R E V E N T o As soon as possible, write down your notes from the event. What worked? What would you change for next time? o Send a thank you note to your volunteers o Send a thank you note to all your donors