Fundraising Auction Tip: You should always provide potential bidders with a printed Auction Listing of both your Live and Silent Auction items at any Fundraising Auction. A printed Auction Listing is vital for several reasons:

An Auction Listing informs bidders of the order of sale, and what is coming up next. If you keep your bidders guessing, they will simply not bid.

If bidders are not 100% certain of what they are bidding on, they will not bid. A printed Auction Listing should answer any and all questions about what is being sold in order to encourage bidders to bid as much as possible.

Bidders often need time to plan their bidding strategies, especially on multiple and/or larger value items. A printed Auction Listing helps them to do that.

Couples often need time to consult with each other about what they are willing to spend on something. A printed Auction Listing helps them to do that.

Potential bidders need to know the specifics, the benefits, and the restrictions on any item they are going to bid on, especially on travel and/or other higher value items. A printed Auction Listing should answer all of their questions, in writing.

After bidders see that they have lost an item to another bidder, a printed Auction Listing makes it easier for them to re-strategize on what else they can bid on.
Printed Auction Listings generally come in 3 forms:

Printed in the Event Program or Auction Catalog.

Printed on loose sheets of paper and hand-inserted into the Event Program or Auction Catalog.

Printed on loose sheets of paper and hand-delivered to all attendees, or left on each dinner table in the room.
Auction Listings cost practically nothing to produce and they can make the difference between the success and failure of a Live and Silent Auction. You should never conduct a Fundraising Auction without one.

A Case Study

Let me share a real-life experience with you. Once I was hired to conduct a Fundraising Auction for a nationally renowned organization. The event was held in a major hotel, in one of the country’s largest cities, with several hundred “black tie” participants attending. It was an extremely professional event, with the music, singing, lighting, speeches, and awards all perfectly timed and choreographed. Everything was done to perfection… exception the Fundraising Auction.

Although I had signed an agreement to serve as their Auctioneer nearly one year in advance of the event, no one bothered to contact me for any advice or help. Approximately one week prior to the Auction date, I contacted the group to see if they had replaced me with another Auctioneer. But they said that I was still their man.

Upon arriving at the event I asked for a copy of the Auction Listing. I was told that there were none. I’m not sure whether they felt that the Auction Listing wasn’t necessary, or whether someone forgot to have them printed. This was never made clear. When I asked what I was to use at the podium, I was told to copy the list of Live Auction items from a committee member’s computer. It took me about 30 minutes to copy three pages of hand-written notes in order to prepare for my role as their Auctioneer.

I knew that they had created a PowerPoint program showing the various Live Auction items. When I asked whether the PowerPoint slide order corresponded to the order of sale I had copied from the committee member’s computer, I was met with a blank stare. The committee member left to check the slide order, and returned to let me know that the slide order did not correspond my notes, and he provided me with the correct slide order… hand-written on a paper napkin. This forced me to re-arrange my three pages of hand-written notes before taking the podium.

There was a Live Auction Table with descriptions of the Live Auction items that were to be sold, but the table was not clearly marked, and it received significantly less attention than the Silent Auction Tables, which were clearly identified. Since the Live Auction Table was located adjacent to the “Raffle Table”, it appeared that most people thought it was part of the raffle and therefore paid very little attention to it.

According to the event program (which did not include an Auction Listing), I knew approximately when I was to begin the Live Auction. At the designated time the Master of Ceremonies announced the start of the Live Auction to the several hundred people in attendance, and introduced me as Auctioneer. As I approached the podium I realized that photographs of award winners were still being taken… directly in front of the podium where I was to stand… which required me to stand aside for several minutes until the photographers were done. Can we say “awkward moment”?

As the photographers cleared, I approached the podium and began my Live Auction introduction. Approximately one minute into my introduction, the “Raffle Committee” approached the podium and stopped my Live Auction Introduction in order to pull the 8 or 9 Raffle Winners. These drawings lasted about 5 minutes. Upon it’s conclusion I was allowed to resume the start of the Live Auction.

When standing at the podium two intense and extremely bright spotlights were pointed directly at the podium. The lights were so bright that I literally could not see the center 1/3 of the room. I could see the tables on the right, and on the left, but was totally blinded when looking straight ahead. It took perhaps five minutes before the spotlights were turned off.

While at the podium and describing Lot #1, I had to ask someone to start the Lot #1 PowerPoint Slide… because apparently no one was assigned that job.

So with only the Auctioneer’s verbal description, and a PowerPoint slide, it appeared that few people in the room had any idea about what we were selling… or when we were selling it… until it was announced by the Auctioneer. As a result, bidding was extremely light and the final results fell several thousands of dollars short of where they should have been
The learning experience is this:

The Live Auction is where you place your better items, and where the real money should be made at any Fundraising Auction. Let bidders know as far in advance as possible what you will be selling, and the order of sale, so they can get excited about the Auction, and plan their bidding strategy accordingly.

Auction Listings are absolutely vital to the success of both Live & Silent Auctions. In my opinion, revenues at this Auction fell thousands of dollars short of where they should have been, because no Auction Listing was provided to the guests.

If bidders are not perfectly clear on what is being sold, including both the item’s specifics, benefits, and restrictions, they will not bid.

When you have a committee of volunteers, especially volunteers having full time jobs and/or very busy schedules, the services of a professional Fundraising Auctioneer can help to keep the committee on track.

And once you retain the services of a professional Fundraising Auctioneer… use the services that you are paying for.

I want you to think about the term “Fundraising Auction”.

A “Fundraising Auction” is an event where items of value are gathered, and then sold in a competitive bidding situation, either in a Silent Auction format, or in a Live Auction format by a Live Auctioneer. And since typically the best items are saved for the Live Auction, arguably it is the Live Auction that should generate a significant portion of the proceeds in any Fundraising Auction.

So why do so many non-profit groups consider the Fundraising Auctioneer to be the least valuable component in a Fundraising Auction?

The Hosting Facility gets paid.
The Printer gets paid.
The Caterer gets paid.
The Liquor Store gets paid.
The DJ gets paid.
The Florist gets paid.
But the Auctioneer … the individual who is expected to raise the lion’s share of the event’s proceeds… is expected to work for Free. And is usually under-appreciated for the professional services he/she provides.

I’m not trying to underscore the value of the invitations & programs, food, booze, music, and decorations. All are important in their own way. But each of these are “Expenses”. It is the Auctioneer who is going to bring “Revenue”… and thus, the “Profits”… into any event. Which is the ultimate objective of any Fundraising Auction.

Here is a real-life example of how under-appreciated the Auctioneer can be. In two comparable events we worked last year, during the dinner portion of the event one non-profit group sat the Auctioneer (me) at a table with the DJ, the Interns, the Volunteer Staff, and other event “Help”. The 2nd non-profit group sat the Auctioneer (me) directly next to the CEO of their organization, where we chatted about how important the pending revenue would be to their organization. Which group do you think valued the services of the Fundraising Auctioneer more?

Don’t ever under-estimate the value that a professional Fundraising Auctioneer can bring to your event. The Auctioneer adds value as a pre-event consultant. And the Auctioneer can change an event from a moderate to a huge success.

A Case Study Once I was scheduled to call an Auction for a major local non-profit group. They represented a very good cause and they had a strong and dedicated following. Their event was sold out, quality Live & Silent Auction items had been solicited, and the Special Pledge Appeal had been choreographed and was ready to go. The facility was first class, the appropriate caterer was booked, and the food was ready to cook.

But quite unexpectedly, some unseasonably inclement weather forced the event’s cancellation. Despite all of the committee’s hard work, cancelling the event was the proper decision considering the circumstances.

So the Event Committee scrambled to re-schedule the event for the following weekend.

They confirmed with the Hosting Facility.
They confirmed with the Caterer.
They confirmed with the Liquor Store.
They confirmed with the DJ.
They confirmed with the Florist.
Since they already had the Mailing List of those scheduled to attend, no new invitations had to be printed as all were contacted by email or telephone. So with everything in place, the group went ahead and re-scheduled the event for the following weekend.

But guess who they failed to confirm? You got it… the Professional Auctioneer. They thought so little of the Auctioneer’s contribution that they “assumed” that the Auctioneer would be available and at their beck and call.

But the Auctioneer already had another Fundraising Auction booked for that date with another non-profit group. It was only hour away from the re-scheduled event, and things could have been easily worked out. All Group #1 had to do was start their event one hour earlier, or one hour later, than the Group #2, and the Auctioneer could have helped both groups on the same day.

But because Group #1 failed to anticipate a possible Auctioneer conflict, because they failed to confirm with the Auctioneer before re-scheduling their event, their preferred Auctioneer had to bow out and they had to scramble to locate substitute “Volunteer” Auctioneer only days before their event.

And it cost them.

Learning Points

The Live Auction is usually where the profits are made at any Fundraising Auction.
A Professional Fundraising Auctioneer can be vital to the success of any Fundraising Auction.
The better Fundraising Auctioneers usually get booked quickly.
You need to recognize the important contributions that a good Auctioneer can make to your event.
Michael Ivankovich is a Bucks County Fundraising Auctioneer based in Doylestown PA, and serves the Great Philadelphia PA area. He has been a professionally licensed and bonded Auctioneer in Pennsylvania for nearly 20 years, has been named Pennsylvania’s Auctioneer of the Year, and has considerable experience in conducting Fundraising Auctions. Michael loves helping groups raise needed funds for good causes and one of his specialties is the “Special Pledge Appeal” or “Fund-A-Cause Appeal” which usually enables clients to double their revenue in a single evening.

What exactly does “Quality” mean for small businesses? Has the economic downturn over the past 6 years changed the definition of quality relative to small business’s delivery of products and services? Is quality, the major driver in delivering and selling to businesses? Are consumers now willing to compromise on quality, to save money? How much will small businesses and individuals tolerate in diminished services or product quality and decide less quality is more important if they can save money?I recently met with an acquaintance that operates a small commercial oriented service business. He was lamenting that 10 years ago he launched into a program whereby he structured his company to deliver the highest quality service to his industrial customers. His quality goals were defined based upon what the customers told him were their highest priorities for good product and service qualities. Those attributes were (in order of preferences): timely responses to their requests, error free production/finished product, on-time delivery of the product/service, and fair pricing for their quality demands. It is important to note that fair pricing was not defined as being the cheapest.Today, he is finding those customers that said, ” we buy only quality products and services” are now doing business with vendors offering rock bottom pricing. To get rock bottom pricing quality has suffered; flaws are tolerated. Some small companies are now working with vendors that are moonlighting to pick up a little extra cash and may lack experience working with the latest software technology, equipment, and materials. So, what has happened in the small business sector, relative to the pride a vendor once took in high quality personalized service with a commensurate return? They seem to have vanished; at least for the time being.Conversely, some large manufacturers found a component of quality to mean, components delivered on-time/just-in-time saves them money and equates into sales. Does this example also apply to small businesses across the board, well, maybe not? But there are disconnects; just look at the GM issue of late, where quality was not worth the expense (at the time). This aside, it does seem quality is no longer the coin of the realm with small commercial service businesses. They may look at quality as a product component that is hard to justify on a revenue basis. Some managers might think they can fine tune the service or product quality in house and not pay the vendor for a high level of quality.Businesses catering to the end user of products and services still demand quality. But, most of them offer product and services that are focused on high touch and personal attention to details industries. This quality is not inexpensive to deliver.Could all the changes in small business methods, with pressure on costs, be forcing a new definition of how small business develops their pricing for various levels of quality? I guess if the service or product isn’t life threatening it could slip on the” need for quality” scale. Offer quality but at a premium; let the customer decide what price quality is worth.I think discussions about quality from a small business perspective need to be targeted; defining exactly what elements of quality are worthwhile? As standalone considerations, such things as-glitz, glamour, individualized services, and attention to detail may not add anything to perceived quality. For example, the precision delivered in a service product maybe isn’t appreciated or needed. Therefore, maybe this is just one example where companies are trading with vendors based on cost and less on quality. Some companies are picking apart the elements of quality being offered to them and settling for a lot less of quality.It is hard to really understand all the issues involved in small businesses purchasing services and products with the primary consideration being quality. Now the question is: Why does there seem to be a shift in small businesses buying services that are primarily price driven? Quantitative data seems to indicate there is a shift from the holy grail of quality. And, we do recognize, there are still a plethora of companies offering services and product purely based on quality. For example, there are some hotels and car companies having a nice customer niche based on quality; those markets being consumer and extremely large. Everyone could probably agree that any service and product could have such quality if their market would be broad enough to support such quality.Gucci had a corporate mantra that said: Quality is remembered long after the price is forgotten. Of course that was their market and it is still large. Maybe the 1% is enough to support that kind of quality.For small businesses today, owners must balance costs, revenue demands, marketplace, competition and sophistication of the marketplace. If adding elements of quality to the product line do not generate enough revenue to cover incremental cost, then redefine quality. Quality is in the eye of the beholder. I would imagine a farrier (installer of horseshoes) isn’t concerned about the packaging, website, product guarantees, or hand polished horseshoes. He just wants horseshoes at a competitive (lowest) price and from a supplier that keeps them on hand.Some thoughts on quality:
Quality has a myriad of definitions and quality definitions are industry specific and customer dependent. Maybe quality in an industry is simply having a human answer the phone… thinking of the DMV.

The customer will always dictate quality levels.

Don’t expect the quality to be free; there are no free lunches. Quality does impact margins.
I can remember in the early dot com boom, as a vendor and customer, quality was measured by such things as how expensive were the give-a-ways, how costly were entertainment bills, running online ads no matter the end results and justifying expensive tracking programs and site designs for no substantiate reason. So glitz, glamour, service, and value of the end results were components of what we thought was quality. Is that your definition of quality today? Quality in today’s business environment is being re-evaluated relative to costs and revenue impact.