Let it Flow!

On March 5, 2012, Oregon Governor John Kitzhaber signed House Bill 4047 into law. The new law allows non-profit organizations to sell distilled spirits at auctions in the state of Oregon!  We’ll drink to that!  Non-profits are no longer limited to just selling wine and beer in silent and live auction packages. Now non-profits can put together Scotch tasting packages, a box of martini fixings or add a bottle of tequila to that margarita basket!

A “small amount of distilled spirits”, according to the bill, is up to four liters of liquor. Four liters is equal to about six bottles of liquor.  To read more about the bill, click here.

Please contact us at kellyrussell.com if you have any questions about capitalizing on the new alcohol sales rules or any other fundraising issues!

Photo from liquorgiftbaskets.com

Kelly with an amazing emcee, Mr. Jim E. Chonga

The emcee is a very important player in a successful fundraising event. As everyone knows, the emcee is the Master of Ceremonies; the person to keep the night moving along, to guide the group through the event – essentially the emcee is the timekeeper of the event, setting the pace between live auction items.

An emcee should be engaging, informative and entertaining but NEVER a distraction. The emcee is a supporting player, not a sideshow. When deciding on an emcee first look for someone within the organization who is passionate and knowledgeable; who is also comfortable and capable of speaking in front of a crowd without any liquid courage. NO drinking until after the event! You may think it will help you, until you play back the video!

The emcee works with the auctioneer — introducing the auctioneer, introducing live auction items, helping to keep the crowd focused on the evening’s program and purpose. The emcee needs to meet with the auctioneer. The auctioneer, emcee and event organizers should take time to get acquainted. Optimally, the emcee will be scripted including live auction item details not found in the catalog; and the auctioneer and emcee will have a good rapport on stage to keep the crowd engaged.

If a parent or other friend of the organization isn’t available to fulfill the emcee duties, event organizers may consider hiring an emcee…perhaps a news anchor, DJ, or actor. Engaging a professional often brings the event to a higher level and they might donate their time. If you can’t find a gratis emcee, it may be worth including the cost of an emcee in the event’s budget.

Contact Kelly@kellyrussell.com for advice on emcees and answers to any other fundraising questions you have!

It is easy to get excited about all the different fundraising activities available for your event. The difficult part is not overdoing it with too many options for your donors. Remember, there should be no surprises; everything you do should be carefully planned.

So when it comes down to the final program, select one raffle game for the evening.  When you offer too many game options you leave yourself vulnerable to missing out on money because people may think they have already bought something or they get confused about which raffle game they want to play.

For example, if you are selling Golden Tickets, publicize the ticket price and the prize (any live auction item of the winner’s choosing) prior to the event. Publish a Sneak Preview of the live auction items so your audience knows how badly they want a Golden Ticket! If you are playing Heads or Tails, simplify the game – sell each strand of beads for $10 don’t make it a math nightmare by charging $10 for three strands.

 Make it easy for guests to WANT to spend money.

 There are many games to choose from to liven up your fundraiser. Don’t include all of them. Your guests and your bottom line will thank you!

Auction Raffle/Game Ideas:

• Raffle – a Traditional or Bucket Raffle
• Golden Ticket – Also called a Wildcard or Best of the Live Raffle
• Heads or Tails
• Green Line Raffle – Ties in with the silent auction

If you need advice on Raffle Games or ANY part of your fundraising event, contact your auctioneer from Kelly Russell Auctions, we’re here for your benefit!

On the night of your auction be sure to have a Troubleshooter, someone who is standing by (and if not standing; at least not sitting, drinking wine with a bid card in their hand) ready to put out fires. The auctioneer for the evening should know who this “go-to” person is so they know who to go to (see how that works) to get questions answered on the fly.

A Troubleshooter can be the Auction Chair, an event planner, the procurement chair, Executive Director, it doesn’t matter who it is as long as there is someone available who knows it’s their job to answer questions. All. Night. Long.

The Troubleshooter may need to address questions such as:

• Can an item be sold twice?
• Can more slots be sold for a trip or party?
• Does this go with silent auction item 1 or 2?
• Where are the bags for check out?
• How many people does this beach house sleep?
• How to contact on site maintenance people.

It is best to have one person in the Troubleshooter role. If that person doesn’t have an answer they need to know how to find out who does. It is crucial that the Troubleshooter and Auctioneer have met and know what is expected of them for the evening.

One thing to always remember when planning for an event’s Special Appeal or Paddle Raise….there should be no bad surprises in a Special Appeal. No crying in baseball and no bad surprises in Special Appeals. The only surprise acceptable in a Paddle Raise is affecting people so deeply that they opt to give MORE than you expected!

The special appeal sometimes is overlooked in strategic fundraising. You may think, show a cute video of children or puppies and the dollars will roll in, add a catchy number from Kool and the Gang (I’ve already mentioned how old and dorky I am so don’t be surprised by a “Celebration” reference) and you will be rolling in the dough.

Perhaps, but because some people prefer giving to the special appeal over spending their money at the auction, there should always be a detailed Special Appeal plan to attract those particular donors.

1. Every step of the Appeal is scripted. Script the emcee, script the Pitch Person who facilitates the Ask, script the auctioneer.
2. Brevity. Brief. Short. You’re not talking now. The Special Appeal is typically held midway through the live auction. People are wound up, there is action on the floor, don’t kill the momentum with a 20 minute video. Keep the party rolling. The video and pitch should last about 120 seconds and then get to the paddle raising!
3.  Tailor the Ask. Decide on a specific reason for the appeal, not simply a general fund. Be creative and be sure to brainstorm with your staff regarding wish list items. Technology? Field trips? Playground Equipment? Kitchen equipment? Facility beds? The more specific the Ask is, the more people will give cash to the appeal. Be sure the Special Appeal Ask is buying something that benefits all of your constituents.  Alternate option: If the Special Appeal funds must go towards unrestricted funding, be very creative in telling the story.  Donors must be connected to your mission.
4.  Tell your organization’s story in a passionate way, have a speaker who sincerely cares for what they are doing and saying. Your audience will know if you phone it in and guests will not feel there is a sense of urgency to their donation.
5.  Know your donors. Know before the night gets started that you have bidders who will open the Special Appeal at a certain level. For instance, the auctioneer doesn’t want to be hearing crickets if the Special Appeal opens at the $5,000 level. Make sure you know there is a $5000 donor or a $1000 or whatever level is the opener. Remember…No surprises, unless it’s a matching donor!
6. Establish a match. Competition is a good thing. If you have a match let the audience know that for every donation they make each dollar will be matched up to a certain amount…$10, 000, $25,000, etc. Let the donors know that every dollar they give is being doubled!
7. Incentives are a fun way to generate more gifts in the lower levels, say $100. For example, enter every bid number at that level into a raffle for a restaurant gift certificate or an IPod/Pad. Donors who may have given already may want to give again to get in on the action!

Always feel free to ask your auctioneer questions about the Special Appeal or any aspect of your event. There is a science to fundraising and Kelly Russell Auctions is here to help you make it work to your benefit.

It’s my first blogging assignment on location for Kelly Russell Auctions at the Crystal Ballroom. I’m covering Capitol Hill School’s annual auction. The theme is Rock It at the Crystal, so guests and bloggers are encouraged to wear Rocker clothes. I don’t know what those are. I don’t have any Joan Jett clothes and that was the first rock persona I could think of which tells you how old I am and how dorky.

Capitol Hill’s Auction Chairs Aimee and Krista took a highly unusual approach to opening the live auction but the risk was worth it. On a big screen, the emcees showed the now famous Will Farrell Saturday Night Livebit “More Cowbell”. Oh that’s funny, everyone loves Will Farrell, BUT the Capitol Hill auction crew took the joke one step further and supplied every guest with their own cowbell. If you need more Cowbell and you gotta have more Cowbell, get 200+ guests to ring their Cowbells!

MORE COWBELL!!!

I have attended many auctions and even chaired a couple of Capitol Hill auctions, I have never seen a crowd so pumped up and ready to go! While the inclusion of a clip from Saturday Night Live is a departure from the ordinary, the gamble worked and the crowd was unified, excited and ready to spend money and that is exactly how you want to kick off the live auction. Nailed it!

Always remember, your benefit auction is meant to charge up your audience about your cause, raise money for your organization and to have FUN!

Kelly has been working with Capitol Hill for six years and with her input, advice and skill; Capitol Hill’s revenues have gone from $12,000 in 2006 to over $100,000 this year!

Contributed by Maggie O’Connor

It’s all about the timing!!! When you begin to get into the logistics of your event, it is important to create momentum throughout the whole evening. Map out time for all your activities and STICK to your timeline. Many organizations give away time early in the night with the hope that they will make more money, but historically silent auctions make less money than live auctions with the special appeal.
So, is it worth your time to extend the silent auction when you make more money later in the program? No! – Just let the silent auction end, and get your guests in their seats so they stay for the whole program. Do not let money walk out of the room.

Here’s the scene:

Your doors open. Guests are arriving, checking in, indulging in food and drink, mingling with friends, THEN, they finally start to bid.
Are you allowing enough time for all these activities?
A silent auction of about 100 items will take a guest about 30-40 minutes to peruse, and they will need some time to check back on the items they have bids on. The REAL bidding starts when the 15 minute warning comes…now it is time to get serious about getting that item.
I recommend an hour and a half for silent auction bidding starting from when the doors open.

Do you need multiple silent auction closings?
If you have more than 150 items at your auction, then you may want to consider a second closing. Otherwise you have 200-300 people looking at 35-50 items…and that’s crowded! Hopefully they will have a spouse, loved one or friend who can bid on the other item they want to take home in the same closing.

Transitions:
It’s important to plan time for your crowd to move to the next activity, especially if there is a transition to another floor of the venue. You may also need time for them to find their seat. Remember you are moving lots of people and they are catching up with friends along the way.

Service Style:
I like to see plated dinners or family style dining as they are less time consuming than a buffet. But if you decide to have a buffet, ask your caterer how long it will take for 90% of your guest to get through the buffet before moving into your program.

Onto the BIG show:
Your emcee is the host and the face of the night! “WELCOME!”
Your auction chairs take a moment for their Thank-You’s!
Then, introduce your auctioneer and move onto the money making Live Auction!
Most auctioneers can sell an item in a 2-3 minute window. So, you can do the math to figure out how much time you will need to allot to your auction based on number of items you include.

When you reach that pivotal point where the Special Appeal comes in to play, it’s best to have either a video presentation or a personal pitch that should last 2-4 minutes, MAX! If you get too long-winded, guests will check out mentally and literally, so plan a well crafted appeal that will get your mission out and you can get to the tax free donations!

Finish strong with your remaining live auction items (if you still have more) and be sure to THANK all your bidders for their generous gifts. Save any Awards, Guest Speakers or other Presentations for after the auction. Make your money first, so you do not risk your guests leaving to relieve the babysitter.

End of Night:
Your guests are HAPPY! You’ve had a record-breaking event. Wrap-up the night with checking out your guests in a timely fashion, and get all volunteers together to assist with clean up. Then crack open a bottle of wine and toast to your amazing fundraising success!

You have many options when it comes to planning an event. What you have read is one option you could choose. Work with your auctioneer or event planner to make sure your event is uniquely yours and will fit in the time frame you outlined for your guest. Everyone’s time is important and we want your guest to feel great about giving to your organization and spending their time with you!

When you start planning your next benefit auction, take into consideration your guest experience.  Here are some areas to really focus on the guest interaction:

Smooth check-in and check-out are the first and last impressions you can make with your attendees.  Be sure to set yourself up for success with benefit auction software,  a great team to run your data entry, and plenty of terminals to keep the lines moving.

Maneuvering through the silent auction can sometimes prove challenging.  If the bidder has difficulty getting to the tables to bid, they may not chance heading back for a second, third or fourth bid.  Also be sure that your items are evenly spaced on the table so many bidders can place bids simultaneously.

Additional Activities including Raffles, Wall of Wine, and Face Value Boards can really add a new element of fun to your fundraiser.  Be aware of the number of activities you make available to your guests.  Too many activities can make your event feel like a circus and become overwhelming.

Offer items in your Live Auction that fit the demographic of your audience.  Better yet, set up a brainstorming party and ask your attendees what items they would like to purchase at your auction.  This gives you the opportunity to really target the right packages for your guests.

Always “walk through” your planned event as if you are going to be a guest in attendance at your event.  This will help you determine if you are asking your guests to stand in too many lines, carry too much paperwork, or having them focus on the wrong activity.  Be clear on what you are asking of them and leave them with the best experience they have had at a benefit auction!

Happy Planning!

I bet you thought I was going to say THE AUCTIONEER!  Well, while it is great to have a Professional Benefit Auctioneer, it is equally important to have a GOOD QUALITY SOUND SYSTEM.  If your bidders cannot hear your auctioneer, they will not bid.  If you have everything in place for your auction, the best benefit auctioneer, excellent venue, great items, the most generous donors and it’s all perfect…PLEASE have a Professional Sound Company working with you so everyone can hear your speakers and auctioneer clearly at your event.

One of our favorite Sound Guys: Joe with Smart Tech AV

One of the most common reasons a bidder will not bid at an auction is because they cannot hear what is going on.  If your sound is lacking, this can cause your bidders to disengage. And we know if the bidder is disengaged, they do not spend money, they talk and get loud.  A quality sound system will make you money!

Every auctions first purchase should be a professional quality sound system.  The greatest part about working with a sound company is that they will provide a technician that can be on-site for your entire event.  The technician is there to support your event and ensure that it is a smooth success.  If you provide them with an accurate script, they can manage all sound cues for you, especially if you want to add the dimension of sound with an auction package.  They can also handle any situations that may arise in your venue regarding the sound.  They have one job: to make sure the bidders can hear and everything is running smoothly.  They will also take great care of all your participants on stage.

What should you ask for when you speak to a professional sound company?  You want to be sure they provide an on-site technician, as well as all that is necessary for an evenly balanced sound system in your venue.  They will bring a mixing board, speakers, stands, cable, microphones, etc.

You need to be very clear about what elements you will be including in your auction.  Do you have a video that will be shown at your event?  Does it have music playing?  There is a “special cable” to connect your laptop to the sound system so it can be heard.  Putting a microphone on your laptop speaker can cause that very memorable “feedback noise” that can be piercing and hard on the ears.  Is there a band that will be playing during your event?  What do they need to perform at their best?  Many bands will offer their sound system to be utilized for the auction.  This is a generous gesture, but you should always have a sound professional make sure you will have adequate coverage with what they are providing. One last area of consideration is your silent auction.  You will need to make announcements in this space as well, so you may need additional sound in a separate area of the venue.

The long and the short of it IS: Quality Sound Systems will make you MORE MONEY!!! Invest in one and take that one worry off your list.

In Portland, we recommend working with Smart Tech AV!  They know lots of venues and do a great job!  You can reach Clint Kaster at clint@smarttechav.com

One of Portland's Greatest DJ's!

Here is an AH-MAZING DJ that I recently met!  Not only is he a BLAST but he understands the needs of a Non-Profit Organization at an Auction.  If you are looking for a great DJ, look no further.  Here are some questions that I asked him to help you when booking your next auction.

What tips can you offer a non-profit organization looking for in a DJ?

-  The best tip I could give a NPO looking for a DJ is for them to know exactly what they want and be able to tell that DJ specific songs and give them as much guidance as they can to ensure that they get what they are looking for, don’t assume the DJ is going to know what you want.

(c) Kelly Russell Auctions, LLC., May  2011