EVENT PLANNING

“What do we do, and how should we do it ?”

The key to a successful event is your leadership, combined with effective planning and preparation, which combine to produce a highly enjoyable and profitable function.

There are many good books available, to assist you in preparing for and running your fundraising event. However, these books only cover general situations – every event is different and you should always obtain the one-on-one advice of a professional fundraiser to help you prepare for each of your events. This personal advice will always significantly increase your revenue and may multiply your net profit several times over.

Avoid auctioneers who only turn up on the night of the event. Also, avoid those who send a staff member to help you, often titled an “auction planner.” If your auctioneer is not personally involved throughout the preparations, you will not gain the full potential of their experience. I have too often seen mistakes occur at events because something was promised by an auctioneer’s staff, but not delivered by the auctioneer. “I am terribly sorry, I would never have promised that,” or “If only I had known in advance,” or “you know, you could have …,” are not good phrases to hear.

You must be able to think of your auctioner as a member of your team. If you ask yourself this question, and the answer is, “No,” then something is wrong.

Very early in your planning process, your auctioneer should help you to set the key goals and timelines. This assistance must include a walk-through of your venue, at the earliest opportunity. The allocation of adequate space, lighting, etc must be done early, so that any challenges are identified in time to be corrected.

Some of the key aspects of your early planning are

• Set realistic financial goals
• Estimate income and costs
• Prepare a timeline, with milestones to keep you on track to success
• Establish a committee structure
• Initiate procurement of Live and Silent Auction items

Closer to the event you should

• Finalize the storage, transportation, display and bid cards for Silent Auction items
• Finalize the storage, transportation and display for Live Auction items. The bids will be significantly increased when the Live items are well displayed and advertised during the function
• Finalize the allocation of event-day tasks to volunteers
• Print your program

On the night, your auctioneer should assist in briefing your volunteers who will be helping with the Live and Silent Auctions, including Reception, Bid Spotters, Bid Runners, Check-Out, etc. It is essential that you carry out a confirmatory walk through of the event procedures and timings with your auctioneer, the Catering staff and your volunteers, on the day of the event.

Your auctioneer will remain a key asset after the event. He should advise on and participate in the whole “close-out” process, which should lead logically and seamlessly into the preparations for your next event.

No event should ever be considered in isolation. Your supporters should not only enjoy an event, they should also leave with a wish to attend your next event, and to bring more of their friends with them. All of your donors and volunteers should feel that their contributions, no matter how large or small, were important and “made a difference.” This is all part of your role as the Leader of the Team. Your auctioneer should be helping you to achieve these vital goals by bringing a wealth of experience in the methods which succeed best.