An Easy Addition
Most schools have one or two annual major fundraisers, as well as smaller campaigns scattered throughout the year. But a school social calendar is full of other events, like Back-to-School Night and open house. With a Pearl Bids, it is easy to take advantage of these other events to bring in a little extra income and recognition.
Pearl Bids silent auction manager can be used for an unlimited number of events. When the fall Back-to-School Night comes up, why not pullout your Pearl Bids? With a few donations easily set up a silent auction table. A quick and was way to use what you have on hand to generate some extra revenue.
Silent Auction vs Raffle: Which is Best for You?
Small raffles have become a staple at many events, helping to bring in extra cash with a minimum of fuss. With 5-10 baskets, an event can earn anywhere from a few hundred to a few thousand extra dollars. These baskets can be displayed the same whether for a raffle or a silent auction, but how do you decide which path is optimal for YOUR event? These tips can help you decide what will work best for you.
Items Value
If the items are under $50, then it is probable that a raffle will be more profitable. The maximum that a silent auction will generate is close to the retail value of the items being offered. Sometimes people bid higher than the item’s value, to support the cause, but this is not the norm. If the item at hand is particularly appealing, and raffle tickets are not over-priced, people will be excited to purchase several in the hopes of winning the prize. For example, if raffle tickets are $5 and the prize is two bottles of good wine, many people will be up for the chance to win, generating significantly more than the actual retail value of the item at hand.
Crowd Size Matters
Crowd size plays an important role in how much money a silent auction can generate. While a large crowd does not always translate into a lot of bids, it is likely to produce more bids; the more bids you receive, the better.
For a raffle, the number of attendees is not as powerful as is the enthusiasm. The more raffle tickets that are sold, the more you will make. If your audience is ingrained in supporting your cause or you have one of two highly desirable items, they will be more focussed on purchasing tickets, knowing that all the proceeds support the cause.
Bundle items? The Pros and Cons
For a silent auction, group smaller items into one desirable offering thereby increasing the retail value of the offering and attracting higher bids. For a raffle, it is more advantageous to present the items individually, giving the appearance that the chances of winning anything are higher than if only a handful of items are up for raffle.
Volunteer Power
Your volunteers will be a huge factor in determining whether you hold a silent auction or a raffle. A silent auction requires more volunteers and they must be capable of handling more responsibility. Tabulators are needed as well as volunteers to distribute the items and collect the payments.
A raffle will only require a ticket seller and a person to draw names. It is easy to pull off a successful raffle with only a few workers.
Get Keyed Up
Treasures and surprises go hand-in-hand in creating a fun event. Add some mystery to your night by having three treasure chests, each containing a different surprise. With many keys for sale, only one will open each chest- revealing a treasure for the lucky winner!
The chests can contain anything from money to a bottle of wine. The treasures should range in value; for example, for a cash prizes, one may contain $1000 in cash, the second $100, and the final chest $15. The variation will add to the intrigue. As the guests register, each has the oportunity to purchase a treasure key. Or, to assure that you get an set revenue, increase your admittance price to include a treasure key so that all attendees receive their special keys at check-in.
Have the chests displayed in a prominent location. Guests can try their luck at anytime during the evening to see if theirs might be the lucky key to unlock one of the chests. The winning key will open the chest and the winner will discover their treasure. For added fun, put an alarm on the chest, so everyone is alerted when it finally gets opened.
Wondering about the logistics? Treasure boxes can be purchased at any party store - or create your own by decorating different boxes that you have on hand. Cheap locks are also available at party stores. Or you can ask your volunteers to donate old locks that they have around the house. Combination locks, like those used for school lockers, also work well. If using a combination instead of a "keyed" lock, simply print out "keys" with different number combinations on the back. For added fun, make sure the printed keys resemble those you would use to open a treasure chest.
Use your imagination and have fun. The attendees will enjoy the game and suspense, and the added revenue will be your reward.
Dollar Auction
Whether used to bid off a few small items or as a means for providing dessert or wine for your attendees, a Dollar Auction is a fun addition to your event.
Set the starting price at one dollar. Each subsequent bid increases by a dollar.
Offer an All-In option so that for a fixed amount (ex. $50), a bidder can purchase a special paddle. Who ever raises their paddle to bid is the automatic winner, and the bidding for this item stops. Whether they end up paying $1 or $50 for an item, the event wins with the extra revenue and the bidder has fun knowing that they are automatically the top bidder.
This is unique activity can make bidding for desserts or event wine that much more exciting.
Two Tiered Display
Two tiered displays showcase more auction items when space is limited.
A second level creates interest and can be used to enhance your design.
Add a Cake
A unique way to differentiate your silent auction from all the rest: pair every donation with a cake. Whether eaten as dessert at the event or taken home, the cakes enhance the selection of items up for bid.
At a recent FFA event that we attended, each student was ask to contribute a cake. With different people donating each cake, some are extremely elaborate, while others simply rate high in the taste scale. Some cakes were tied into the theme of the item they were paired with, such as a Belle cake for a Disney themed basket.
Babysitting
Looking for a silent auction item that is extremely popular and easy to come by? A Saturday Babysitting Day provided by two or three teachers is always a hit.
Talk to the administration and OK the use of a classroom or gym at the school for a few hours of group babysitting. Their kids will have fun seeing the teachers outside of school hours. The parents already know and trust the teachers. The parents get the free time knowing that their kids are in a safe environment. And the fundraiser reaps the rewards.
Have the teachers recruit a couple older students or local teenagers to help for the afternoon. This will provide a great introduction between the older students and parents, as well as a built in recommendation from the teachers, expanding the babysitting network for future dates and make the day that much easier for your teacher volunteers. A win-win silent auction item for all!
Geocaching
Want to add a bit of adventure to your silent auction? A Pearl Bids customer raved about the terrific response to a Geocaching Day offered by a teacher for their school’s silent auction. Geocaching continues to gain popularity for all ages across the globe.
The teacher was excited to introduce a handful of students to his favorite past-time. The kids loved the adventure of the hunt using a tool that they already have on-hand, their phones! With millions of geocaches hidden around the world, the item provided fun for the day. The winners also gained basics in a skill that is not only fun, but can be practiced for years to come. Whether the activity lasts an hour or is an all day adventure complete with a picnic lunch, this is an item that is sure to draw many bidders.
Pearl Bids made it easy to offer this item to multiple buyers.
A great source for those new to geocaching can be found at www.geocaching.com
Progressive Bidding - Social Distancing Solution
Have you ever been to an event where the silent auction is crammed into a space and you feel like you are at a discount mart? Why not go top tier instead? Using an idea from a popular dinner party - transform your auction into a progressive auction.
What is a progressive auction? A progressive dinner is where you eat each course at a separate venue or home. This can be great fun having an appetizer in one location, salad at the next, and moving throughout the evening. How can this idea enhance your auction?
Progressive bidding is a terrific option if your event is being held at a school. The main event or dinner will take place in the multi, but your auction can take place in separate classrooms. Like at an open house, attendees will see the student's work and remind them why their donations are so needed. Display the items for optimal visibility.
You will want to create a reason for people to travel from room to room and a way to ensure that they hit every space. Perhaps have the guest receive a ticket for each room they visit. Put these tickets into a raffle for a bottle of wine, for first dibs at the dinner or dessert table, or even a cash prize. The more rooms they visit, the better their odds of winning a prize! If your event has a theme, such as "casino", each "game room" can hold a different game with unique silent auction items. Have fun with this, and your guests will too!
Timing is Everything
Some sponsors have a small window for donating each year. Keep a calendar so that you won't miss out!
For example, the Oakland A's only donate during baseball season. Sometimes, a company may only offer a limited number of in-kind donations per year. Often the donations include tickets or other time sensitive items, another factor that should be noted on your donation tracking calendar.
When you contact a sponsor and learn that they only donate during certain months, be sure and make a note. Even if you've missed the window of opportunity, record their donation dates for the next year. Plan on contacting them again at the beginning of their donation window. By reaching out early, you are most likely to receive a donation, even if the quantities are limited. You will also be covered even if the sponsor is one that takes several months to process requests.
With Pearl Bids Silent Auction Manager, it's easy to keep track of historical data and notes, including the best time to request specific donations.