Six Tips for Holding an Unforgettable Charity Auction

Want to help your favorite charity raise money? You could take part in a charity marathon or bike ride—but some of us aren’t cut out for long distances, and you’re not a huge fan of begging your family and friends to make pledges.

But what if you could host a fantastic party with plenty of food, wine, and music that also happened to raise thousands of dollars in donations for a worthwhile cause? Fundraising doesn’t have to be dull—by helping a nonprofit group with a charity auction, you can have a great time while making money for your favorite organization. Raise money for this cause and other causes.

Here are some experienced fundraisers’ top tips for pulling a charity auction off without a hitch.

Start planning early. Charity auctions involve a lot of organization, so it’s best to give yourself as much lead time as possible, and to line up your auction items immediately.

“Most big companies have a certain amount of money reserved for charity.  Often they have designated these funds by the end of January of the beginning of their fiscal year,” says Merri Cvetan, a Milwaukee interior designer who is involved with four local charity auctions. “Early asks give you time to follow-up before the event.”

You’ll also want to send out “save the date” cards to the organization’s volunteers and supporters at least six months in advance of the big day, suggests Renee Fellows of Derry, New Hampshire’s ClearPoint Marketing Communications.

Make lots of friends. “Tell your story to anyone who will listen and invite them to visit your facility if you have one,” Fellows adds. “Personal connections are what will make or break your event. The more emotionally involved your supporters are, the more successful your event will be.”

The personal touch is also important when it comes to soliciting donations from businesses. “Establish relationships with business well in advance of the event,” says Cvetan. “Asking people you know personally is always more successful than the cold call.”

Get unique and desirable items. No one’s going to go crazy bidding on something they could easily buy at a local department store—so the key to starting the bidding wars is to give people something great to bid on.

“If you can, get celebrities, both local and mainstream, to offer ‘a day in the life of’ packages or ‘dinner with a star,’” says Aubrey Blankenship, associate editor of Event Solutions Magazine . “People really go for these one-of-a-kind opportunities that can't be purchased anywhere else.”

Don’t worry if you have difficulty obtaining high-value items for auction—grouping a few similar items together into a themed basket can work just as well.

“Maybe you only get $10.00 or $15.00 gift certificates to restaurants,” says Cvetan. “Group several together and you have an area restaurant package.”

And make sure your items will be in demand by limiting the supply. “I use the rule of one auction item for every 3 or 4 guests,” says Alison Bosen, of __, who volunteers with several charity auctions each year. “So if our event is going to have 200 guests, we shoot for 50 auction items.  I have found that keeps things more lively in the bidding. The guests work harder (meaning they spend more money for an auction item) to get what they want.  And that means the items sell for a higher price. ”

Make it fun. A great charity event doesn’t have to be stuffy and formal. Come up with a fun theme and give your guests the chance to let loose.

“If you live in a city which is filled with black tie galas, perhaps try a more casual event,” says Mitch Crosby, an event planner with JMC Charleston in Charleston, South Carolina. “An event where your guests don blue jeans can be just the key, and the older and younger guests will love this change from the norm.” Or come up with a creative costume party: Fellows has recently hosted Western and 1920s-themed auctions. “The costumes were amazing,” she says.

Be sure to provide plenty of food—and don’t skimp on the alcohol, either. “The more people drink, the more generous they are with their wallets,” says Cvetan.

Make it personal. People will be more inclined to give if it means something to them, so make sure your guests are aware of what they’re supporting.

“Have someone speak halfway through the auction about their experience with the organization or what the organization supports,” says Blankenship. For instance, if the organization is related to curing breast cancer, “have someone come up and speak about watching [her] mother go through it.”

Hand out goodie bags. Whether or not a guest purchases an item from your auction, you want to make sure he had a great time—so why not send him home with a special treat?

“Have a local bakery provide two gourmet muffins along with a sample bag of coffee from your local coffee roaster,” says Crosby. “Add a note thanking your attendee for coming and reminding [him] about the great time that he had the night before.  Your guests will feel so appreciated.”

A goodie bag can also be a great opportunity to keep the fundraising going: “Another envelope for donation should be included should they wish give again,” says Crosby. “It is important to keep the donation door open as long as possible. ”