CHARITY AUCTION
NEWSLETTER: MARCH 2008
First, I strongly support a bid sheet that consists of at least 14 to
17 steps. There is no magic to this number but following along on my theory it
allows ample space for the item that is undervalued or over-sought.
Second, minimum bids were discussed in detail in the previous
newsletter and we suggest an average of 35%, some lower, some higher depending
on sale value.
Third, all increments are pre-printed on the bid sheets. This reduces
the task for the bidder to simply supply his bid number without make any
calculations and allows the bidder to jump several stelps if they are particularly
aggressive.
I use a rather simple rule of thumb. I find that the average number of
bids found on a silent auction bid sheet is approx. 6 to 8. Using this as a
guide I use increments that will get me to 100% of value within 6 to 8 total
bids.
For example. If an item is worth $300, I recommend starting the bid at
$100 and making the increments $30. This means 7 bids (including the starting
bid) will get me to just under full value. In other words, 10% of value.
Consider a couple of factors here. 1) Silent auctions tend to average
65% of retail value on average (some higher, some lower). This approach is
consistent with the fact that some items will only get 3 or 4 bids, but is
designed around trying to beat that average. 2) A typical silent auction item
will have 2 - 4 competitive bidders, of which most will only return to an item
2 or 3 times max. This approach supports 2 bidders bidding 3 times each or 3
bidders bidding 2 times each, etc.
You will notice that the last bid sheet omits and mention
of value. In addition, bidding continues on Sheet # 1 and #3 but Sheet #2
has a Buy It Now option. Both of these topics will be discussed next
month.
The target is all the way down the first column, anything in the
second column is a bonus.
[Note: these bid sheets were created using AuctionCheckout Pro software in a simple word document that
can easily be customized to the event.
Many
organizations have used two or three part bid sheets for bid entry at their
silent auction. This paper is also called "NCR paper." Guests place
bids by writing on the top copy with a ballpoint pen. The chemicals on the
paper combined with the pressure of the pen create carbon copies of the written
image.
At traditional events without
event management software, when bidding is completed, the top two copies of the
triplicate form are removed by volunteers. The remaining copy is left on the
table near the item for reference. The top two copies are torn apart; one copy
goes into a file or binder sorted by item number, the other copy is sorted into
a hanging file by bidder number. Tearing the sheets apart, sorting, and filing
them requires several volunteers and significant time.
When the guest is ready to check
out, the bidder copies for that guest are pulled from their hanging file and
totaled by adding machine or calculator.
With event management software,
bids are entered into the computer by typing Item #, Bid # and Bid Amount into
a rapid data entry screen; the software produces comprehensive, itemized and
totaled invoices. Multiple copies of the invoice can be printed so both the
cashier and guest can keep a copy of the invoice reflecting payment. Event
software, such as AuctionCheckout Pro can add
applicable sales tax for the flagged items. Bids are entered as sections close
and during dinner, so invoices can be printed in batch or singly, on demand. As
a result, bidder copies of the bid sheets are no longer necessary.
This is a tougher question--Leaving the second copy on the
table can be helpful both to identify the winning bidder and for your item
redemption team. When guests bring itemized invoices to item redemption, it's
easier to confirm the correct item to be picked up. Finally a two part bid
sheet allows you to tape down the second part, making it easier to pull off the
top sheet and securely anchoring the bid sheet to the table. Otherwise scotch
taping bid sheets is a big NO NO, once collected they stick together and create
a terrible mess.
Today you have several choices:
How Many Items
Packages
Baskets
