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An Introduction toProcuring Quality Charity Auction Items

Let us help make your next event fundtastic!

©2014 Winspire, Inc. All Rights Reserved

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Contents

IntroductionBenefit Auctions.........................................................................................................3

Timeline: Start Early & Plan Ahead.........................................................................4

Getting StartedKnow Your Audience.................................................................................................6

Quality Vs. Quantity....................................................................................................7

Create A Shopping Experience................................................................................9

Build Your Procurement Team..............................................................................10

BrainstormCreate A Wish List..................................................................................................12

Think Outside the Box............................................................................................13

Organize Your List...................................................................................................15

Hold A “Wish List Party”.........................................................................................16

ProcurementDevelop a Procurement Packet............................................................................20

Incentivize Your Procurement Team...................................................................22

All About “The Ask”..................................................................................................23

8 Tips of an Effective Ask.......................................................................................24

Consignment Items.................................................................................................25

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©2014 Winspire, Inc. All Rights Reserved. 23091 Mill Creek Dr., Laguna Hills, CA 92653Phone: 855.544.8575 - www.winspireme.com - facebook.com/winspire - twitter.com/winspireme

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CHAPTER 1

Introduction

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Plan Early 9-12 Months out

• Decide on size and theme of event• Determine budget parameters• Research sponsors and create a list of donors to target• Research, price and visit potential venues & entertainment• Survey prior year’s event guests for ways to improve this event

Build Your Team 7-8 Months out

• Form a procurement committee dedicated to acquiring auction items• Determine Board Member involvement• Establish celebrity and/or honoree involvement• Confirm venue, finalize budget and book vendors

Begin Procurement 6 Months out

• Develop an Auction Item Wish List and Procurement Plan• Interview potential benefit auctioneers• Create and distribute a press release and “save the date” communication; include

some of the big-ticket auction items to pique attendee interest• Contact VIP guests and ask them what they want to see as part of the auction

Details, Details, Details CoMpleted by 3 Months out

• Recruit volunteers needed for the event• Create initial guest list• Obtain event insurance• Finalize security needs and event footprint• Confirm method for collecting credit card donations

Finish Strong Final 1-2 Months out

• Take inventory of auction items and label appropriately • Finalize program script and guest list• Finalize seating diagram and print signage• Train your team and get them excited!

GETTING STARTED

TIMELINE Start Early& Plan Ahead

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CHAPTER 2

Getting Started

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GETTING STARTED

Know Your AudienceBefore you or your committee begins brainstorming ideas for auction items, spend time discussing what you know about your event guests.

Understanding whom you are targeting with your auction items will help you focus on the things you know they will find most appealing. These are just some of the questions your committee will want to discuss:

• What is the demographic of the audience?

• What is the age range of attendees and how much can they afford?

• What are some of the guests’ interests?

• What were best-selling items in previous auctions, how much did they go for and who bought them?

survey your GuestsIn some cases, it is helpful to survey your donors in advance to get the answers to these questions. There are free survey tools available online such as Survey Monkey, which you can use to create online surveys that you would email to your mailing list. Don’t be afraid to ask your audience what they want to see at the event!

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GETTING STARTED

Quality Over QuantityAs you prepare for the auction item procurement process, remember that the quality of items you acquire almost always trumps quantity.

It may seem like a logical decision to include every single item donated in your live or silent auction, but in a sea of auction items, many will get overlooked and may not sell at all.

Slim down your offering by putting out only those items you think will sell best. Smaller items you acquire can be bundled into larger packages or saved for raffles, contest prizes or donor appreciation. The idea here is to maximize revenue while keeping the logistics as simple as possible.

Benefits of fewer itemsFocusing on fewer, better items will save you time and

generate more money. Here’s how:

Higher Sales PriceWith fewer items in your auction, attendees will bid more on each, pushing your total sale prices higher.

More BiddersIf everyone else is bidding high on a package, other bidders will be attracted to it and also want to bid.

Happy DonorsThose who donate items are always pleased when they find out their item sold above value, which means you’re more likely to get auction items from them again in the future.

Saves TimeBy focusing on fewer, better items, you’ll find your workload is less, and the monetary return is higher.

Easier on GuestsSmaller auctions are better for guests because browsing the package selection is easier and the check-out process is shorter.

Finish SoonerWith fewer, high-value items, you also have fewer winners, meaning there’s less to coordinate at check-out and item pickup.

Empty bid sheets do notencourage more bidding!

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GETTING STARTED

Create a Shopping ExperienceConsumers spend billions of dollars a year on impulse buys at retail stores. Why? Because retailers strategically display products in front of their shoppers.

If you head to the mall on a Saturday afternoon you will see hundreds of people roaming the stores. Malls appeal to the masses because they have shelves stocked with highly desirable items displayed in ways that encourage people to open their wallets.

Some of these mall shoppers will purchase items they have been saving for, but many will buy items they are seeing for the first time. People have money to spend if the right products are put in front of them.

Make sure you have the right products available at your auction and feature them in ways that appeal to the guests.

It’s the difference between shopping at

Nordstrom and browsing at The Rack.

examplesCreating a shopping experience is especially important when it comes to gift certificates.

Simply placing a bid sheet on the table with the gift certificate will not grab attention. Add something extra to ignite interest.

Yoga MembershipPair a gift certificate for yoga lessons with a yoga mat and silk eye pillow.

Lift TicketsInclude photos of the resort and a small snow globe with a gift certificate for a ski package in Colorado.

VS

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GETTING STARTED

Build Your Procurement CommitteeFind people who are enthusiastic and motivated by your organization’s mission and mobilize a committee dedicated to procurement.

Assemble a team of effective communicators to go out and acquire the items you want for your auction. Don’t be afraid to be selective but make sure you give all interested parties an opportunity to get involved.

The size of your procurement team depends on the size of your auction. If you set specific goals for each member (e.g. 5-10 items of a specified dollar amount per member), that will help determine the size. Generally 2 co-leads and 8-12 committee members is ideal.

When you are forming your procurement team, make sure everyone has defined roles and clear expectations of their involvement. Ideally, the co-leads should be on the main event committee, and at least one member of your team should be on your organization’s Board to serve in a liaison capacity (e.g. auction updates, expressing needs, etc.)

5 thinGs to Look For in an Effective Committee Member

1. Availability to dedicate the appropriate amount of time.

2. Relationships in the community –especially with potential donors you couldn’t reach in the past.

3. Leadership ability

4. Creativity and Teamwork

5. Experience and past involvement with your organization

other Questions to think aBout...• How diverse is your committee? What types of items have been easily attainable in the past vs. what

has been difficult acquire? Determine who has a potential relationship for those “difficult to reach” items and ensure you have representation on your procurement committee from those individuals.

• What is the role of the procurement committee? Are they an active acquisition group or merely lending their names and a helping hand? What decision making power do they have?

• How much time do you have? The amount of staff time that you have available to train, mentor and lead this group will help determine the size and scope of your committee.

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CHAPTER 3

Brainstorm

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Wish List

BRAINSTORM

Create a Wish ListSit down and create a list of every item, experience and service you think your donors would enjoy bidding on.

When you’re brainstorming, write down as many ideas as possible, no matter how outrageous or unattainable they might seem. Concepts that initially seem questionable may lead to other ideas, so write down every suggestion that comes to you.

What Sells Above Value?

• Unique Items and Priceless Experiences

• Trips: Airfare/miles, cruises, hotel stays/points

• Golf or Spa Experiences: Day or overnight trip

• Sporting Events/Tickets: The Master’s, Super Bowl, etc.

• Fine Wines

• Progressive Dinners: In home with chef & wine pairings

• Items or Events usually unattainable: Awards Shows (Emmy’s, CMA’s, AMA’s, etc.), VIP Tours, etc.

What Usually Sells Below Value?

• Art

• Jewelry

• Gym Memberships

• Professional/Business Services

• Furniture and Antiques

• Restaurant Gift Certificates

Brainstorm in a GroupYou can try brainstorming by yourself, but it is usually more effective with a group. Depending on the size of your organization, host a brainstorming session with multiple committees - like one with your Board of Directors and one with your volunteers.

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BRAINSTORM

Thinking Outside The BoxIt’s easy to get stuck in the rut of gift certificates, jewelry and themed baskets that can clutter your auction and don’t raise much money.

It’s tIme to thInk outsIde the benefIt auctIon box. Rather than seeking material items - or “stuff” - for your auction, focus on offering experiences for your donors to bid on. Unique experiences appeal to a much wider audience and help you cut down on the number of “same old” items year after year.

Once-in-a-lifetime travel packages like those offered by Winspire can be among the most lucrative type of experience you can offer. That being said, it’s a good idea to augment these big-ticket items with some less expensive local experiences to cater to the general audience. Unique experiences both big and small can create the kind of “buzz” in your community that generates more money and more interest in your cause.

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Connect to the CommunityReach out to your community leaders and seek experiences.

• Solicit the local firehouse to offer a ride-along for one lucky kid – winner’s choice - to get picked up from school for a special ride home in their big red engine or ladder truck.

• See if the Chief of Police will take on an “assistant” for the evening to observe the day in the life of a local police officer.

• Contact city hall for the opportunity to cut the ribbon at the opening of a new park or name a new city street.

Feature the FamilyParents of young children will pay top dollar for well-planned family-themed experiences. These types experiences can be inexpensive and easy to put together.

• A home visit from Santa complete with story time, cookies and a collective analysis of the household Christmas List.

• A dodge ball or capture the flag tournament for a large group kids – including the location, equipment, refs/parent organizers, pizza and prizes.

• An opportunity for a family to be grand marshals and lead the procession in an upcoming parade.

Unusual ItemsExclusive access to things people normally wouldn’t be able to get can attract plenty of bidding interest.

• Front-row parking for a year at a popular event venue or school, or see if the city will offer a year of free downtown parking.

• For colleges and high schools, front-row seats at an upcoming graduation, sports event or concert

• Reach out to your local news network to see they’ll offer an experience to hang out on the set, view a live newscast and go to lunch with a news anchor.

Behind-the-Scenes ExperiencesContact local businesses where a “Behind-the-Scenes Tour” might make sense, like wineries, breweries, museums, restaurants, etc. It can be a great way for these local businesses to earn some positive PR and get their name out in the community.

• Wine tours are enormously popular. If you have any boutique wineries in your area, see if they will

• Restaurants offer opportunities beyond the usual gift certificates. Whether it’s high class dining or the best BBQ in town – offer to pay for food if a chef donates his or her time to cook a private dinner for 8 at their home.

• Museums are also a great resource for VIP Tours or overnight sleepovers for kids.

BRAINSTORM

Thinking Outside The BoxConsider these four ideas for unique local experiences that are sure to inspire more interest and fierce bidding from your guests.

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Services

ITEMS ASSIGNED TO

Cleaning (home, office, yard, window, etc.)

Beauty (mani/pedi, hair, facial, massage, tanning, spa, etc.)

Automotive (lube & oil change, car detailing)

Pets (training, vet package, grooming)

Legal services (simple will, accounting)

Cosmetic or lasik surgery

BRAINSTORM

Organize Your ListOnce you have your list finalized, group the items into the four following categories:

As you organize, begin the process of narrowing down your list of items.

Make sure you are eliminating items based on the interests of your audience demographics, NOT by difficulty of procurement. Keep in mind who your audience is and what their interests are.

Assign individuals from your team to obtain specific items. You can assign multiple people to pursue one item, so there are several people going after the larger or harder-to-get items. Discuss any connections or resources your committee members may have and are willing to utilize.

Physical Items

Unique Experiences

Services

Sports

CateGoriesGrouping your items into categories will keep you organized and help you see whether or not you have a good variety of potential items.

Physical Items

ITEMS ASSIGNED TO

Fine or Rare Wines

Car, SUV or Hummer Lease

Authentic Oriental Rugs

Quality Leather Goods

Gas BBQ

iPod, iPad or Digital Camera

Gourmet Kitchenware

Sports

ITEMS ASSIGNED TO

Sporting event tickets

Golf Getaway

Golf round with carts

Adventure (flying lessons, rafting trips, rock climbing)

Ski lessons & passes

Fly fishing lessons

Unique Experiences

ITEMS ASSIGNED TO

Napa Valley Backroads & Railways

New York Amazing Long Weekend

Become a Sonoma Valley Winemaker

New Orleans Jazz & Dining

Samual Adams Brewery Tour in Boston

Cabo San Lucas Ocean View Getaway

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BRAINSTORM

Host a One of the best ways to get the ball rolling with procurement is to gather your committee and have a wish list party.

A wish list party is essentially a glorified brainstorming session that’s held outside the confines of your work environment. Depending on the size of your organization, you may want to host more than one brainstorming session, such as one with your Board of Directors and one with your procurement team.

Make it Fun!

provide food & drinkArrange to have food and drinks available as an added incentive for your team members to show up.

Pizza is cheap and appeals to almost everyone (even those who claim to never eat the stuff), but you can also make an easy salad for the health-conscious in your group. Try making the event a potluck and encourage everyone to bring a dish.

Providing beer, wine or champagne can do a lot to get the creative juices flowing. Be careful not to overserve. Allow your guests to relax and have some fun without letting things get out of hand.

Total Cost $50

To encourage creativity and participation, let the committee members enjoy themselves. After all, a little fun never hurt anyone!

Host the party at a location where members will feel comfortable and relaxed, such as your home or at a local casual restaurant. The idea here is to create a festive atmosphere to get your team in the right mindset to discuss the event.

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1. Discuss Your Audience Before you start brainstorming with your team, have a 10 minute discussion about who you are targeting with your auction items. Write the following questions on a whiteboard or poster paper. Write down any key points you hear from the group.

• What is the overall demographic of the audience?

• What is the age range of the attendees and how much can they afford?

• What are some of the guests’ interests?

• What were best-selling items in previous auctions, how much did they go for and who bought them?

2. Establish Connections Once everyone on your committee has a good understanding of the audience you are trying to target, it’s time to see what kind of resources you have to work with. Make sure everyone brings their smartphone or Rolodex to use as a reference.

Give your team 15 minutes to go through every name in their contact list and write down absolutely everyone they know on a piece of paper. List family, friends, co-workers, neighbors, people from local businesses they frequent, etc.

Challenge your team to go through their list and come up with one way each person could help and then write these resources next to the appropriate name. Have team members ask themselves, “If I got a call from this person and they needed help, would I give it willingly?” If the answer is yes, have them put a star next to those names. These are going to be their prime targets for soliciting auction items.

AGENDABRAINSTORM

SUPPLIES NEEDED

Timer

Pads of Paper

Pens/Pencils

Whiteboard or Poster Paper

Markers

Computer

Smartphones, Rolodexes, etc.

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3. Write Down Every IdeaGive the group 15 minutes to write down every idea they can think of, no matter how outrageous or unattainable the items might seem. Before you begin, review the Thinking Outside the Box section in this eBook. Tell them to think big and reach for the sky!

After the brainstorming session, gather everyone in front of a whiteboard or poster paper which you have split into the 4 categories: Physical Items, Travel Experiences, Sports and Services.

Have your team take turns calling out ideas and write them down in the appropriate category so everyone can see. Write down every idea—no matter how bizarre it might seem. The group will have the opportunity to laugh and react to some of the more outlandish ideas, but keep them on the list. Don’t let any idea get shot down by the group.

Once everyone has a chance to see each others’ ideas, consider holding a second shorter round of brainstorming (5 minutes) or a short group discussion to generate a few more possible items. Gather these ideas and add them to the main wish list.

4. Develop a Procurement Plan After your brainstorming session, take a few minutes as a group to narrow down the list. Only eliminate items based on your audience’s interests, not by difficulty of procurement.

Once the list is finalized, have your team spend 10 minutes “Matching” items on the wish list to potential providers on their list of people they created during Step 3.

While they are busy matching, you can begin typing up the wish list. Include a column titled “Assigned to” where you can list names of your procurement team.

Assign individuals from your team to obtain specific items based on their connections, especially if they matched any items with starred people from their list. You can assign multiple people or even the whole team to items that didn’t get matched at all.

Finish typing up the wish list and finalize assignments. Distribute both printed and digital versions to everyone on your team.

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CHAPTER 4

Procurement

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PROCUREMENT

Auction Item Procurement PacketTeam members will feel more comfortable and be more effective asking for items if they’re armed with professional documents.

Develop an auction item procurement packet containing a copy of your auction item wish list and copies of an official procurement letter and donation form for each person on the committee. Donors are more likely to donate if they are presented with professional documents and instructions with clear information on the following:

• The charitable impact of their donation

• The level of exposure will they will get at the event

• A heartfelt story about your Nonprofit mission

• Instructions for how to donate an item or service

You should also create and distribute a digital version of your procurement letter so team members can insert their personal contact information and directly address the people and businesses they solicit.

Contents of a StandardproCurement paCketThe contents of your procurement packet will depend on the size and scope of your event. At very least, make sure your team is prepared with these documents:

• Procurement Letter

• Donation Form

• Copy of Auction Item Wish List

You can also choose to include some of the following documents:

• Return Envelopes: A nice touch when requesting things like gift certificates

• More Information: Pamphlets/Fact Sheets about your mission

• Promotional Materials: Creative invitations, Event Flyers, etc.

Procurement  Cover  Letter  Sample      

Organization  [Logo  if  you  have  it]  Address  

City,  State  Zip  Phone  #  

Fax  #  Website  

   Dear  Contact  Name,      I  am  writing  to  you  on  behalf  of  ORGANIZATION  to  request  your  support  of  Event  Name,  a  very  special  event  to  describe  event’s  goal.  The  Event  Name  will  be  held  on  date.      The  Event  Name  is/has  brief  description  of  the  event  (1-­‐2  setences).      [Last  year’s  event  was  a  tremendous  success    -­‐or-­‐    We  are  hoping  this  year’s  event  will  be  a  tremendous  success],  raising  $$$  amount  for  cause,  which  provides  information  about  cause.      We  hope  you  will  join  us  in  supporting  our  cause  through  a  donation  of  wish  list  item.  This  would  be  a  wonderful  addition  to  the  event  and  would  certainly  enhance  the  dollars  that  are  raised.        In  return  for  your  donation,  we  would  like  to  offer  Company  Name  the  following  promotional  consideration:    § Recognition  in  the  pre-­‐auction  mailer  § Recognition  in  the  auction  catalog  § Recognition  on  auction  item  signage  § Any  other  recognition  you  can  think  of    If  you  are  interested  in  participating,  please  complete  the  enclosed  procurement  form  and  return  it  in  the  envelope  provided  by  date.  Please  keep  a  copy  of  the  form  as  a  receipt  for  your  records.    Thank  you  very  much  for  your  consideration  of  our  request.  Please  feel  free  to  contact  me  at  phone  or  at  e-­‐mail  address  if  I  can  be  of  assistance.    Sincerely,      Signature  with  blue  pen    Your  Name    Cell  Phone  #  Email                    

[Organization/Event  Logo/Footer]  

ORGANIZATION & EVENT NAME

Address • City, State Zip • Tel: xxx-xxx-xxxx • Fax: xxx-xxx-xxxx [YEAR] DONATION FORM

Team Representative:

(Please type or use ball point pen)

NAME:

CELLPHONE:

Donor Information:

DONOR NAME – FOR CATALOG: (Name as it should appear in catalog)

DONOR CONTACT NAME:

TELEPHONE: EMAIL:

DONOR ADDRESS:

CITY: STATE: ZIP:

Item Information:

ITEM NAME:

DONOR-ESTIMATED VALUE: (Must state dollar amount)

ITEM DESCRIPTION – INCLUDE QUANTITY, SIZE, COLOR, NUMBER OF PERSONS, WEEKS, DAYS/NIGHTS AND ALL RESTRICTIONS:

DONOR SIGNATURE & DATE:

MARK APPROPRIATE BOX: ___ Item accompanied form ___Donor provides Certificate ___ Item needs to be picked up ___Committee to create Certificate ___ Delivery of item by Donor ___Promotional material provided by Donor

For office use only:

TRACKING NUMBER:

CATALOG NUMBER:

NOTES:

[Organization Logo]

PLEASE RETURN YOUR DONATION FORM BY [DATE]

Fed Tax ID#: xx-xxxxxxx • Your donation may be tax deductible • Check with your tax advisor

Procurement Letter* template (.docx)

Procurement Packetstarter KitProcurement Packetstarter Kit Donation

Form* template (.docx) We’ve created a free resource with helpful

templates to get the auction item procurement

process off the ground. On the next page you will

find an example letter with more details. *Visit you.winspireme.com/starterkit to download your procurement packet.

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Dear Sandy,

I am writing to you on behalf of Children’s Hospital of Anderson County (CHAC) to request your support for the CHAC Cherishes Children gala, a very special event to raise money for the CHAC Heart, Cancer, Neuroscience and Orthopaedics institutes. The gala will be held on January 24, 2014 at The Island Hotel in Newport Beach.

The CHAC Cherishes Children gala supports girls like Emily Hansen, a beautiful 9 year old girl who su� ers from a rare form of Epilepsy. Having endured over 200 seizures and more than 10 hospitalizations at CHAC beginning 5 weeks after her birth, Emily helps us understand just how important our assistance is.

Last year was a tremendous success with nearly 300 guests attending the sold-out event. The event raised more than $185,000 to support the care, services, education and research that CHAC provides children.

We hope Winspirational Wine Cellars will join us in supporting our cause by donating 3 cases of � ne wine to the CHAC Cherishes Children gala. This would be a wonderful addition to the event and would certainly increase the amount raised in our live or silent auction.

In return for your donation, we would like to o� er Winspirational Wine Cellars the following promotional consideration:

• Recognition in the pre-auction mailer • Recognition in the auction catalog (both web & print)• Recognition on auction signage

If you are able to make this donation, please complete the enclosed procurement form and return it via mail, email or fax by Wednesday, January 15th. Our contact info is listed above. Please keep a copy of the form as a receipt for your records.

On behalf of the kids, thank you very much for your consideration of our request. Please feel free to contact me at 949-276-5555 or at ian@chaccherishes.org if I can be of assistance.

Sincerely,

Ian Lauth

CHAC Gala Committee Membercell: 949-276-5555email: example@chaccherishes.orgwww.chaccherishes.org

December 1, 2013 Children’s Hospital of Anderson County1234 W. Marcus Ave.

Laguna Hills, CA 92653phone: (949) 544.5555

fax: (949) 544.6666email: ian@chaccherishes.org

Emily Hansen

Fed Tax ID#: 55-1234567

Bold Call to ActionIndividuals you solicit are usually busy people. Make sure the main reason you are contacting them is obvious. It’s also a nice touch to address them directly in the body of the letter.

SalutationDepending on your relationship with the potential donor, you may want to use a formal greeting here. (e.g. Mr., Mrs., etc.)

Tell a StoryTug at their heart strings with a personal and heartfelt story that relates to your cause. Be specific about what has been done or what will be done to help.

Event LogoInclude you event logo at the top of your letter to set the stage for your donation request. If you don’t have an event logo, you can put your organization logo here instead.

Be SpecificAsking for a specific item will take the pressure off potential donors to come up with ideas and make it easier for them to say yes.

Bold Return DateThis is an important date! Make sure it’s easy to spot.

RecognitionThere are plenty of opportunities to recognize and promote your donors, just make sure you follow through on what you list here.

Include Your Federal Tax ID#Include your Fed Tax ID# in case donors want to write off their contribution. This also assures potential donors that your operation is legit. You aren’t in the tax business, so refer donors to their CPA if you get any questions about writing items off.

Identify YourselfSign every letter with a pen in blue ink and include your title and contact info below your name.

Organization LogoIf you use your organization logo at the top, you can replace the bottom logo with your website or other important contact information.

Include a PictureA photograph that relates to your emotional story adds credibility and dimension.

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PROCUREMENT

Example Letter

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PROCUREMENT

Incentivize Your Procurement TeamReward your committee members for their efforts by setting goals and awarding prizes for outstanding acquisitions.

Even with a team of dedicated solicitors, it’s easy for busy schedules to get in the way. Life can be hectic, and that means asking for items often gets pushed to the side or put off until the last minute.

To make procurement a top priority, give your team some incentives to go out and acquire as many quality items as they can. Offer prizes to the individuals who procure the highest quantity or most valuable items. Have your team suggest reasonable prizes that will drive them to be more successful.

Set meetings every 2-3 weeks to check on progress and recognize members who have been performing well. Keep a tally of the number and value of items each individual brings in and then award your top performers before, during or right after the event.

inCentive examplesEvery event and committee is different. The most important thing is to find what is valuable to your team to get them to want to go out and start asking for items. Following are some simple examples:

Preferred ParkingFor school fundraisers or other organizations with a lot of traffic you can offer preferred parking spots.

Hotel StayIf you’re hosting a Dinner Gala at a hotel, offer your team a free night stay.

VIP Meet-and-GreetIf you have any notable people attending, offer your team a chance to meet them before or after the event.

Bidding MoneyOffer $250 in bidding money to use at the live or silent auction, which can encourage further donations and participation from committee members.

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PROCUREMENT

All About“The Ask”Preparing your team to approach potential donors and ask for contributions will largely affect how many times they hear the word “yes”.

Asking businesses, organizations and individuals to donate items or services can feel uncomfortable. It’s important to instill a sense of confidence in your team and lead with positive reassurance. Help them understand the importance of “The Ask” and that “if you don’t ask, you don’t get”.

Don’t be shy! Volunteers often have a hard time asking for donations because they don’t want to seem too forward or a nuisance. Remind your team that they are asking for the Nonprofit, not for themselves.

Effective solicitors understand how to be professional, polite and enthusiastic so that people react positively to their efforts. Challenge your team with role playing situations where they have to overcome objections.

Above all, try to have fun with it! Your passion and energy will spread to your team and have positive repercussions throughout the procurement process.

Opportunities are everywhere

Your procurement team doesn’t necessarily have to set aside a lot of time to ask for donations. Opportunities are everywhere, so tell them to look for ways to ask during daily activities.

• Have them multi-task and ask for donations while running errands or socializing with friends.

• During a night out, ask if a restaurant will donate two free meals.

• A trip to the grocery store could be a chance to get a gift card for groceries or other donations for the event itself, such as free beverages or pastries.

People do want to help; They just need to know how!

“OK let me get bacK tO yOu.”“Let me think about it.”

“mayBe.”“I donated last year.”

Common Objections:

1. Be Upfront Don’t waste people’s time. Instead of beating around the bush, be upfront about your Nonprofit’s mission and why you are trying to raise money.

2. Be SpecificBefore you approach a potential donor, have a specific auction item in mind. (That’s why you created the wish list!) As you are well aware of by now, coming up with ideas for good auction items is difficult, so don’t leave it up to potential donors to think of something on the spot. Suggesting a specific item or service will take the pressure off and make it easier for them to say yes.

3. Be KnowledgeableBe prepared to answer questions about the event, your Nonprofit and its cause. Potential donors are going to ask questions, and those who are interested will no doubt want to learn more about what they are supporting. Create a fact sheet, pamphlet or flyer with important statistics and some concise stories related to your cause. Make copies and include it with each procurement packet.

4. Ask Big! Tell your team to ask for more than they expect to get. If you ask for dinner for six and you get dinner for four, that’s great! Ask for what you want, and then take what you can get.

5. Provide Options When soliciting a business or individual for an auction donation – whether it’s an item, money or service - give them some options to choose from. None of these options should include the answer “No”.

Ask them if they would be willing to help you and help others by supporting your auction, followed by three choices:

• Donate the suggested item

• Donate something comparable

• Or help you approach a third party to ask for an item

6. Get an Answer Once you’ve made the initial ask, don’t leave until you get a “yes” or a “no”. You can overcome common objections (see previous page) by waiting patiently until the potential donor either consents or declines your offer. If the first person you encounter says they have to ask the manager or owner who isn’t in at that moment, ask when he/she will be in and then follow up in person or on the phone. In any case, be sure to leave your contact information.

7. Do the PaperworkDo as much paperwork for the donor as you can! This is where being knowledgeable about the cause can come in handy, so you can carry on a conversation about your mission while you’re filling out the paperwork. Gather the information that is absolutely necessary, such as contact and item information, and have them sign the completed form once it is filled out.

8. Understand what “No” meansWhat happens if people say “No”? They will, but don’t take it personally. New York Times bestselling author Seth Godin puts it best what “No” means:*

• I’m too busy

• I don’t trust you

• This isn’t on my list

• My boss won’t let me

• I’m afraid of moving this forward

• I’m not the person you think I am

• I don’t have the resources you think I do

• I’m not the kind of person that does things like this

• I don’t want to open the door to a long-term engagement

• Thinking about this will cause me to think about other things I just don’t want to deal with

What “No” DOESN’T Mean: I see the world the way you do, I’ve carefully considered every element of this proposal and understand it as well as you do and I hate it and I hate you.

*Borrowed from Seth Godin’s Blog: sethgodin.typepad.com

PROCUREMENT “The Ask”

8 Tips of an Effective AskReview with your team the following tips for committing an effective “Ask”.

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PROCUREMENT

Consignment ItemsA healthy portfolio of both consignment and donated items can simplify your procurement efforts and boost the overall revenue of your event.

“Consignment” is defined as the act of placing an item in the hand of another, but retaining ownership until the goods are sold.

In the auction world, this means a company will lend you an item to include in your auction with no upfront cost. Then, if the item is actually sold, you buy the item from that company using a portion of the proceeds, and the remaining difference is your profit.

The Answer: Because consignment items can make your life much easier and generate a lot of money for your cause.

On the next page you will find a list of 7 Benefits that make consignment items an increasingly popular tool that many Nonprofits are turning to in the early stages of event planning.

The Scenario: You and your auction planning committee hold a successful wish list party and your procurement team leaves pumped and excited, with a long list of ideas for unique auction items to go after.

Fast-forward to a few weeks before your event and you realize no one has had much success acquiring the items on your wish list.

sound familiar?One of the most common reasons organizations turn to consignment items is because they can be reserved last-minute, but committees can use consignment items earlier in the process to avoid this panicked scramble altogether.

expert tIp: Try reserving a few consignment items first, and then wait to see what kind of donations come in. This will reduce your stress level and give you resources to leverage while you wait for your procurement team to bring in items.

“But why offer consignment items if

we don’t get to keep all of the money?”

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No-Risk: All consignment companies are not the same. Make sure the items you are reserving are truly no-risk, meaning that you only have to buy the items that were actually sold at the event. If bidding doesn’t reach the minimum bid amount then no transaction with the company should take place. This guarantees that you profit on all items sold.

Uncover New Donor Relationships: Big-ticket consignment items, especially those that include fabulous travel experiences, will get donors talking and help spread the word about your fundraiser. Such items provide a great opportunity to connect with new donors and strengthen existing relationships as you build excitement for their trip.

expert tIp: Find out what is on their Bucket List. Start a dialogue with donors about their future travel plans and then leverage this by offering these trips at your next fundraising event.

High-Yield Items: Consignment companies specialize in knowing what items will encourage high bids from donors, and they can usually offer these items at attractive prices. These are known as “high-yield” items and include such things as artwork, signed sports and celebrity memorabilia, tickets to a unique event and luxury travel packages. Even though your Nonprofit won’t keep the full amount raised on a consignment item, your profit can still be hundreds or thousands of dollars per item.

Sell Multiple Times: Many types of consignment items, such as unique experiences and travel packages, can often be sold multiple times with no limit. This allows you to sell packages to more than one bidder, doubling or tripling the amount you make on each package. You can even continue to sell these items after the event to donors who couldn’t make it or didn’t bid.

expert tIp: Leverage bidding wars. If bidding gets down to a few competitive bidders, let them drive up the price and then wait for someone to drop out before offering the item to all of them. The same thing can be done after a silent auction by reaching out to the top bidders on consignment items.

Build Excitement: Offering high-end unique items or experiences can boost the overall appeal of your event. Energizing your audience with exciting items can create the kind of “buzz” that drives up bidding on other items. High energy auctions like these will delight your attendees and leave a lasting impression on your donors.

Ease of Procurement: One of the biggest advantages of consignment items is that they are very easy to procure. Instead of sending out hundreds of donation request letters, you simply reserve the items you want to sell at the event. This cuts down on your procurement resources and allows you to spend more time focusing on other critical details.

Last Minute Procurement: Consignment items also serve as a great backup if your original procurement plan falls through. In fact, it’s usually possible to reserve items last minute. Physical items such as sports memorabilia can take a few days to ship, but travel and entertainment packages can usually be reserved from months in advance all the way up to the day of the event.

7 Benefits of Consignment ItemsConsignment items can have a positive impact on your workload, donor

relationships and the overall revenue of your event.

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Good Luck!We have covered a great deal about the auction item procurement process in this eBook, and we hope it has given you some resources that you can use to lead your committee to fundraising success.

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Ian Lauth | Creative direCtor

With an extensive background in marketing and design, Ian’s role at Winspire is to develop external communications, brand expansion and product delivery processes to help Nonprofits maximize their fundraising revenue.

Ian serves as the Editor-in-Chief for Winspire News, creating and managing blog content, newsletters, eBooks and other resources for Nonprofit fundraising professionals.

Jeff Cova | Winspire president

Jeff has over 17 years of experience in the Nonprofit and fundraising industry. He was the Director of Development at Cal State Fullerton before co-founding a company specializing in producing charity auctions where he produced 250 of Southern California’s most successful Nonprofit fundraising events.

Jeff founded Winspire in 2008 with the goal of helping Nonprofits increase their event revenue and identify new fundraising sources. Jeff and his team at Winspire have helped over 12,000 Nonprofits to date.

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