Appreciation.

How to Give Your Supporters What the Most Desire.

The Holiday Season is full of reasons and opportunities to show our gratitude to people in our lives.  The season kicks off with Thanksgiving, where appreciation to others is shown through a shared meal and some kind sentiments.  As we move into December, we enter a time to acknowledge others through cards, emails and gift giving.

One of the most special parts of this time of year is the idea that we are focused on giving without any expectation of reciprocity.  This selfless care certainly strengthens the bonds between people.

In the non-profit world, asking from others is an occupational reality.  Organizations are built and thrive based on the generosity of others’ time, intelligence, monies, resources, etc..  In many cases, the only correspondence or contact people will have with a non-profit includes some type of ask.

It is essential to recognize the importance of showing your supporters how much you appreciate them, just as we do during the holidays – with no expectation of reciprocity.  This gesture is not only earned by your supporters, but is often the single thing they crave most… to be appreciated for their efforts.

As the following tips will suggest, appreciation does not only come in the form of gifts and words,  but also in the action of treating people with thought, care and compassion.

Consider the following tips on appreciating your guests, volunteers, supporters, donors, etc. throughout the year.

1. Find ways to give at your events.Often, we are so busy chasing every dollar, we are hesitant to ‘give’ something away.  This can be frustrating for guests, when every activity at the event has a price tag.  Rather, find ways to give.  For instance:
   • Greet guests with a complimentary drink,
   • Consider an open bar (at least for a portion of the evening) if the ticket price warrants it,
   • Provide a token gift at each place setting,
   • Consider a clever way to give away centerpieces instead of selling them.
   • Provide a complimentary coffee, tea and cookie station while guests wait for their cars at the valet.

   Build your budget so you can achieve your goals, while still doing the above and your guests will feel appreciated.

2. Appreciate your volunteers and committee members before, during and after the event.So often I hear the complaint of how difficult it is to build a volunteer committee.  The reason is simple… it is not because people don’t want to help or do the work.  It is because most people walk away from their committee work feeling unappreciated.  Set a tone of appreciation from the start and your team will have fun, excel and want to return again.
   • Consider the length, location and style of your meetings.
   • Keep your meetings reasonably short and well organized.
   • Create and distribute an agenda so people know what will be discussed and how much time to allocate.
   • Only invite those that need to be at a meeting, so you don’t waste peoples time or elongate the meeting with opinions you’re not interested in hearing.
   • Be sure to provide the opportunity for any one who is in attendance to be heard.
   • Consider surprising committee members with a meeting that is social in nature, with the agenda to better get to no each other; Perhaps include wine a cheese.
   • Do a dry run training prior to your event so all volunteer staff know their jobs and responsibilities.
   • Make sure you think through volunteer breaks and meals.  Also consider where your volunteers will be able to put any personal items (i.e. purses, coats, etc.).  You want them to feel comfortable from the moment they arrive.
   • Consider sending your volunteers home with something, whether its’ the same gift provided to guest or something else as simple as a sweet treat they can snack on on their way home.
   • Plan a post event appreciation campaign for your volunteers, from letters and/or certificates of appreciation to a lunch, dinner or other gathering.
   • Personalize all forms of appreciation.  Do not use form letters.
3. Why saying “Thank You” to supporters isn’t good enough.Most organizations do a pretty good job of following up their events with thank you cards or letters, but could they do more?  Consider that it is polite to say thank you when someone gives a gift, so the thank you card or letter is expected.  Therefore, are you really leaving your supporters feeling appreciated?  Also realize that many supporters are giving more than money…they are giving their heart to the cause…what’s the best way to appreciate that?
   • Consider a VIP reception for top financial supporters at your event.  This can be a very simple pre-event gathering and can feature any of the following:
     • a specialty drink, i.e. champagne
     • an intimate thank you from the event chair,
     • an award presentation to key supporters
     • a performance or speech from an honored celebrity guest
   • Consider a post-event thank you party.  This can be a simple gathering, allowing people to come relaxed and casual.  Awards can be presented, gifts can be given, etc. Often, remaining silent auction items are given away at events such as these. This is ideal for volunteers and more internal supporters.
   • Showcase your accomplishments to all supporters after your Thank You card and before you begin asking for next year’s support.  Again, remember your top financial supporters have stepped up because they believe in your cause.  Be sure to find a way to show them where their money is going.  This can be done through a special invitation only gathering, a uniquely prepared DVD presentation or by gathering a distributing photos, letters and/or other materials that tell the story of what’s being accomplished.
4. Making the Holidays ‘Solicitation Free’I have seen many organizations distribute holiday cards or newsletters or throw parties, in which case an ask for donations was made.  With 11 other months in the year dedicated to fund raising, consider making the Holiday Season ‘Solicitation Free’.  Rather, use the Holiday Season to show your appreciation for all of the money, time, hard work and compassion that you have received throughout the year.

These Tips are my New Years Gift to You!  Thank you for all that you do to make a difference in the lives of others.

Auction Procurement Mastery

I wish I could direct you to a web link or a 2-step process that would take away the hard work associated with auction procurement; unfortunately, there is no ‘easy’ solution.

However, by setting clear goals, creating a solid plan and employing the following proven strategies, you will make efforts more effective and more manageable, ultimately making you more money with less stress. These are the steps used by those who have mastered the process of auction item procurement.

1. Start Early – The best time to start planning next year is BEFORE this year’s event. Clear record keeping and next year’s chair serving as this year’s co-chair will allow next year’s team an easy transition with no loss of momentum
.

2. Nurture your Donors – Between thanking donors for last year’s contributions and asking for next year’s, be sure to communicate what was accomplished with the monies they helped you raise, including the difference they helped make in the lives of others.

3. Clarify the value donors will receive – Be sure your entire team can articulate your organization’s purpose clearly. Also, make certain you can illustrate in which ways you will expose your donors’ information to your audience (i.e. website, event program, signage, etc.)

4. Know your audience – Take the time to understand who your audience will be and what they like to purchase by reviewing the previous year’s sales data and bidding habits.

5. Create a Procurement Wish List – The more specific the wish list is, the better. “Travel packages” may not inspire action. However, “Accommodations in Napa Valley” may capture the attention of the person with access to a guest home there. Distribute the wish list to board members, committees, staff and any other interested and vested individuals.

6. Send an Ask Letter – Prepare an “Ask Letter” that communicates your purpose, restates your previous year accomplishments and makes specific requests (consider including your wish list). Send these letters out far enough in advance that organizations can include your event in their annual allocation of donations.

7. Build a Procurement Team – Use your goals to establish clear, reasonable and manageable expectations for your team. Consider a 100 item procurement goal. With a 10 person team, each member would only need to procure 10 items to achieve success. With 10 months advanced planning, this equates to one item per person, per month. With 5 months advanced planning, this equates to two items per person, per month.

8. Hold Brainstorming Sessions – Hold meetings specifically for procurement brainstorming. Keep them fun, interactive and creative. Invite procurement team members, as well as board members, staff and any other interested or vested individuals. Help people in attendance to “connect the dots” between themselves and the items you have targeted for procurement.

9. Create Auction Items – Some of the best items sold at events are those generated out of the organization or the organization’s board members. Here are a few examples: A reserved parking space, A wine dinner at the home of a respected board member, Principal for a Day (at a school), A wine collector’s dream – created with the donation of 1-2 high end bottles from each member of a board, etc..

10. Consider Consignments– When considering consignments, though, consider how guests might feel about bidding on items for which monies raised will be shared with a third party…and be certain to disclose the fact. Also, limit consignments to items that have a profit margin greater than the cost of the item. With these factors in mind, consignments can be a great way to fill holes in the live auction or to supplement entire silent auction categories (i.e. jewelry, sports memorabilia, etc.).

11. End Early – Nobody likes to turn down items which may turn into dollars. However, last minute donations can play havoc on planning and put unnecessary pressure on a committee. When following the above tips, you can confidently set a procurement deadline far enough prior to the event. Simply plant the deadline date in everyone’s mind from day one, as opposed to the event date.

Silent Auction Success Tips

A staple of most benefit auctions, silent auctions can be great revenue generators. They can also, though, be the greatest drain on time, energy and resources. Ensure the hard work of your team is not in vain by applying some sound strategies in both the planning and execution of your silent auction.

Procurement Planning

Use the following 3 Step planning approach to silent auction procurement and you’ll hit your goals with less stress on yourself and your procurement team.

Step 1 – Gather Information – Using available resources (historical data, committee members and/or your auction consultant), determine (1) silent auction revenue goal, (2) target number of silent auction lots, and (3) audience interests (use the previous year’s bid sheets, if available, to identify bidding trends).

Step 2 – Establish Procurement Targets – Calculate the average per lot target value by dividing your revenue goal by you target number of lots (example: $25,000 goal @ 100 lots = $250 average per lot target. Also create a detailed target list of items you would like to procure.

Step 3 – Assign Responsibilities – Don’t overwhelm your procurement team with the big goal. This may seem inspiring, but is often overwhelming to those who are expected to do the work. Rather, assign bite size responsibilities.

For example, using the 100 lot target scenario provided above, build a team of 10 people and give each one the responsibility of procuring 10 $250 sale value lots. To make their work even easier, assign each one a selection of the items you detailed on your target item list. Remember this management fact… the more specific the direction, the more accurate the result.

Make Bidding Easy

Too often, a well meaning event committee opts for form over function when it comes to setting up the silent auction. Remember, it’s not easy to bid with a drink in one hand, a program under arm, dim lights, music and socializing. The easier you make the silent auction experience, the greater your success will be.

• Create a space that flows well and will not get congested…no dead ends.
• Layout items in numerical order making it easy to follow along with the program
• Group items in sections that are clearly marked with closing times
• Make sure lighting permits easy reading of item descriptions
• Use large bold type on bid sheets to make them easy to read regardless of lighting conditions
• Use straight forward descriptions, including bullet points so guests can quickly decide their interest; Long flowery descriptions are typically a deterrent.
• Pre-fill bid increments down the bid sheets so the only action required to bid is writing down a bidder number.
• Use Rock the Gavel’s starting bid and increment formulas to get top dollar from your auction items.
• Take caps off of your pens and prime the ink (if new) before the event starts.

Welcome to Gavel Talk!

I am pleased to introduce Gavel Talk – a place to learn about strategies for buying and selling at auction.

I think this is as good of time as any to make a very important clarification about me and this site. While I will address online strategies on this site, this site IS NOT a how-to use ebay site, nor is my experience and qualifications related in anyway to ebay selling.

So that begs the question, who am I and what is this site about?I am a professional auctioneer… yes one of those guys who “talks real fast.” As a matter of fact, that is me in the banner up above doing my thing.I have been in the auction profession for over 20 years and have performed every task possible related to the business. I have owned several companies that have specialized in various asset types and sale methods. I have dropped the gavel over 200,000 times, selling everything from computer equipment to machinery… vehicles to real estate… antiques and collectibles to motion picture making equipment. I have even sold dates with firemen, which raised tens of thousands of dollars for families vitimized by 9/11.

For as many property types I have sold, I have used as many auction strategies, including various iterations of live auctions, sealed bid auctions, bulk sale auctions, online auctions and live webcast auctions. I even earned more than my 15 minutes of fame, selling during a live television broadcast with bids submitted online and by telephone.

With this diversity, you can see why most auctioneers have experience and expertise well beyond the art of the chant. As a matter of fact, to be an effective auctioneer has nothing to do with bid calling and everything to do with being an expert marketer.

Every auction decision made is about catering to the target market. Type of auction (live, online, sealed bid, etc.), advertising approaches, auction venue, merchandising, terms of sale, etc. The reason these things are so important is simple… an auction only work if the market is represented at the sale and is willing and able to participate.

So this site will be dedicated to helping the public understand how and when an auction can be used to (1) sell quickly, (2) establish market value or (3) simply to find the market.Using an auction can be a huge decision and you deserve all of the help and direction you can get.I will also help buyers to participate in auctions with a clearer understanding of the process and more reasonable expectations.

I welcome your questions and will do my best to incorporate what I receive via email into this site, or otherwise respond to you directly.

Feel free to ask about any type of auction (yes, including ebay) and any type of property. If I cannot answer the questions, I’m sure I can direct you to someone that can.