Your community is made up of all the people involved in your auction: your donors, the people who will attend your event, your staff and volunteers, your caterer, your auctioneer and emcee, and the people your event will benefit.  Knowing these people is probably the most important thing you can do to ensure your event’s success.

 
A black tie auction supporting a new wing for a hospital is a wholly different event from one held by a group of parents to support a children’s neighborhood softball team.  Tailoring your event to fit your community will minimize your risks and maximize your success.
 
For example, perhaps you decide that raffling a car would be a good idea.  What kind of car would appeal to your event’s attendees?  Can you get one procured inexpensively, or better, for free?  What ticket price is likely to be acceptable to people in your community?  Can you sell enough tickets to cover the costs?  Will the winner incur a tax liability with the car?  If so, will people still buy a ticket?
 

All through the planning of your event, you will have to answer questions like these.  While you may not always be able to find an exact answer, familiarity with your community will allow you to make good educated decisions.
 

Run Your Auction As Seriously As You Would Your Own Business

An auction has the potential to raise thousands of dollars in a single event.  Some auctions will raise well over a million dollars.  In addition, thousands of dollars may be spent on expenses for things like the venue, entertainment, professional services, printing, and catering.  Put simply, a lot of money may change hands over the course of your fundraiser.
 

It only makes sense to treat your fundraiser seriously.  Do things as you would if you were running a business, and your own livelihood relied on your decisions.  The following list, although not exhaustive, will give you some examples of what we mean:

1         When you hire out for services, shop around.  For example, if you need computers at your event, there may be more than one place from which they can be rented.  Make sure you are getting quality services at a fair cost.
 

2         Once you choose a service company, get a contract in writing.  Aside from the protections a contract might afford you, going through the process of getting one usually forces everyone to be very clear about what is expected by the two parties.
 

3         Keep good financial records.  Make a budget for your event.  Check your income and expenses against your budget to keep tabs on your progress.  Always keep your receipts.
 

4         Keep in regular communication with your staff and volunteers.  Help them coordinate their efforts.  Make sure that all the jobs are covered, and people have what they need to get their jobs done.
 

5         Keep valuable items in a secure location.

Have Fun!