A school auction brings multiple opportunities for fundraising through advertisement and sales.
A school fundraising auction demands organization for success. Keep things in order by creating a master checklist to have on hand throughout the process. Separate the list into individual pages of each main topic. Each page needs four sub columns under one main heading. Provide a copy of the applicable checklist page to a sub-committee to use as a guideline. Reserve the master checklist for the auction director.
Location
Use the checklist to track the availability of seating for guests.
Top each page with a heading, page one being "location." Include the contact information for the secured venue and the name of the lead volunteer. Label the columns "on site," "need to bring," "notes" and "complete." Items on this list include tables, chairs, decor, food allowance, parking, set up, tear down, auction issues, and times. At the bottom of the list, create a small chart to total the costs and include the payment method information.
Advertisement
Visit potential sponsors in person, updating the checklist to avoid duplicate visits.
List the types of advertisement opportunities at the top of the page for reference. Include the cost for sponsoring a table, placing ads in a program, and any additional options. Label the columns "business name," "contact," "level of sponsorship" and "ad received/payment." Create a totaling chart at the bottom of this page to track the number of ads sold and the amount of revenue collected. Keep this list for advertising only, even if there is an additional donation.
Donations
Donations include anything given to support the event, from auction items to centerpieces.
List all people and businesses approached for donations. Label the columns "business/ person contacted," "item donated," "pick-up date" and "received." Include the contact information for the donor and notes on how the donation will be obtained. Keep daily updates on the master checklist to be shared with all volunteers. Avoid asking businesses more than once for any type of support. Add a column to track the follow up thank-you note to the donor.
Staff
Know who is responsible for the event details by keeping an updated staff list.
List every position, employee or volunteer, and their duties. Include the requirements for planning and the event day. Label the columns "job description," "contact with phone number," "preparation duties" and "event duties." Include the auctioneer, chairmen, set-up and tear-down crews, treasurer, front table workers, auctioneer assistants, and the program writer. Insist on receiving a phone number for all staff on event day. Leave space to mark attendance. Highlight leaders of each crew for easy reference.
Event Day Timeline
Use the master checklist the day of the event to keep things running smoothly.
Create a timeline for the event including each detail from arrival to lock-down. Include a small section at the top of the page for deadlines of pre-event actions, such as turning in completed programs for printing. List volunteer work shifts, decorating completion, auction item layout, table set-up, auctioneer timeline, sound check, payment system, and tear down. Use a small column for checking off completed tasks. Leave unused space for writing additional needs for subsequent events.
