Oh Those guys is on the cutting edge of silent and live auctions. OTG's Auctions work great either as a stand alone auction or as an add-on to an existing auction. We use sports and celebrity memorabilia for your silent auctions and we supply you with turn-key trips such as: Round Trip tickets for (2) to Augusta Georgia for and tickets to the 2009 Masters Golf Tournament, Or how about staying in a 14 bedroom Mansion in the Hamptons for 1 week? Or how about a weekend in New Your City including a Broadway show and gift certificates to some of the most famous Manhattens restaurants? These are just a few of our over 300 live auction items we can supply your live auction and they are RISK FREE. Make thousands for your charity or foundation.
Call us to find out how you can make your Gala or Fundraising event even more profitable! 952-882-9800 Ask for Bill Gabler!
Here is some great advise on how to run a successful silent auction!
How to Run a Silent Auction
Silent auctions can be difficult to plan and put together, but it can be done. Here's how to get the most out of your items.
1)Stay level-headed and keep things under calm control. This will become even more important later as this can be a crazy task if you have lots of items.
2)If you just have a few items, no sweat. Get items donated. Make a list of businesses or people in your area that might be willing to help you out by donating something. Go ask them. Be nice, explain what you are trying to raise money for and be patient. You may have to come back after they have time to think about it. Say Thank you. (After all you might want to ask again next year...) Give them a donation receipt so they can claim it on their taxes.
3) Make a master list of all the items, who donated them, how much they are worth, And who went and asked at that business (if you are going to do this again next year it is nice to have the same people go to the same businesses each year.)
Also include space on your master list to write who won the item, their phone # and how much they paid. This way you can make sure they get their items and you know how much money you made.
4) Put a number on each item. If you have more than a few items and if any of them are similar it makes keeping track much easier. Put the same number next to the item on your list.
Print bidding sheets. Write the name of the item, how much it is worth and if you like, who it was donated by. (Remember this is a good way for them to get a bit of advertising as a thank you for donating.) Make sure there is space for people's names, phone # and the amount they bid. If there is a minimum bid (generally 20% of the retail value)write that on there, too. It is also suggested to have bids in $2 to $10 increments to outbid someone (depending on value of item).
5) Lay out all the items and the bid sheets so people can see them. If you have a lot of items you may have to be pretty creative. Don't worry if the bid sheet isn't right next to the item. Just make it close. Thats what the numbers are for. (A Number sticker should be on each item that matches each bidder sheet for that item)
6) Tape the bid sheets down. If it's going to be outside or there will be a lot of people you sheets can blow away or just get knocked around. Much easier to tape them.
7)Know what time the bidding will end. People will want to bid right up to the very end. End at that time. (Choose one person's watch to use and put them in charge of the time since everyone's watch is different.) If there are many items, and not too many volunteers, it's a great idea to stagger the closing time on items (the cheaper items closing earliest).
8) When the bidding ends don't be in such a hurry to pick up the items, many sneaky people like to bid late and that is good for your fundraiser!
7) If you have just a few items you can just call people's names and have them come get their stuff. Skip to step #16 If you have lots of stuff, Read on.
Cordon off an area and make every one wait. They will be anxious to get their stuff. Make them wait.
8)Set up your check-out area. Have someone match up the bid sheets & the items won. Try to group items that are won by the same bidder together. Then one-by-one call the the winning bidder for that item so they can check out. If they have multiple items try to group those together to check out all at once.
9)After the line of people are gone you will probably have things left over. These people went home, didn't know they won, or whatever. That's why you have their phone # on the bid sheet.
10) Now sort out all the bid sheets that go to the same person. They may have bought one thing or twenty. Add up their total and call then and tell them they have won, could they please come get their things? You may have to be flexible about arranging a time to meet them. If you have lots left over divide up the pile so no one has to call 20 people. This is the part that is a big hassle.
11) Prepare for derelict bidders. Undoubtedly there will be people who weaseled out of actually paying for the things they bid on. So call the next person on the bid sheet and see if they still want it or save it for next year.
12) If you have duplicate gifts...offer the item to the top 2 bidders at the 2nd place price. this will improve your bottom-line and two bidders will be happy!
13) Give thanks and recognition to those that donated and to the winning bidders.
14) Consider the weather. Is this an out door event? Think about wind, rain, sun (bad for bottles of wine and candles that might melt....) and so on.
15) Buy a few extra sharpie markers, some white out tape, an extra roll of tape to tape your bid sheets down plenty of pens. You don't want people waiting to write down how much money they will give you.
16) If you can, set up a day or two before the auction so you don't have to stress about it, if your contracting someone to bring consignment items have them set up the same time you are so everything has a great flow.
17) If you have gift certificates the best thing to do with them is slip them inside on of the plastic page covers and tape them down with the bid sheet. People bid more on something they can see.
18) Keep an eye on small items. Consider taping them down or tying them to something. More to keep them from being misplaced than anything. We've never had anyone try to steal anything.
If you are at an event like an arts and crafts fair (Thats where we do ours) make sure you are ready to add more items to the auction as often vendors will give you things too. Don't be afraid to go ask them. After a few years they will probably stop by with things on their own too.
Good luck and call Oh Those Guys for your next auction!!! We make it easy for you and you'll use us year-after-year!
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