How To Have A Successful Fundraising Gala Without Planning an Auction

Did you know this is possible? I know, it pains me to say it as an auctioneer, but you can have a successful Fundraising Gala without having any auction. I know what you are thinking! Surely, she can't mean NO auction. She must be talking about Silent Auctions. Nope. I mean NO auctions. No silent auction. No Live Auction. You can just have a Fund-A-Need (sometimes called a special appeal/cash auction/giving moment) and have a very successful gala.

When auctioneers started conducting Fund-A-Needs, it was because they noticed that after their live auction of 8-12 items, there were some bidders who bid thousands of dollars, but because they didn't win the auction item, that money was lost. So instead of losing that revenue, they would do a catch all ask to try to capture that money from donors. 

Fast forward 10 years.

Now, the Fundraising Appeal/Fund-A-Need portion is the highest revenue generator for most of my events. In fact, I have clients that don't have an auction at all, they just have a Fund-A-Need and it is wildly successful. 

With the right strategic preparation and planning, your organization can have a Fund-A-Need or Special Appeal that will engage the majority of your audience and allow them to partner financially with your organization in the amazing work that you are doing. 

How to make your Fund-A-Need successful: 

1. Pick a specific need within your organization

This is important because it helps you set a specific goal for your fund-a-need and it allows your guests to have something tangible that their funds will be going towards.   I know your organization does many wonderful things to further your mission, but your donors want to be inspired and given a specific way that they can help your organization. 

2. Work your program around the need you are addressing that night

I am a fan of keeping programs short and sweet, but making sure every minute of the program is focused and intentional so that you can keep your guests' attention the entire time and ensure that they are fully engaged when we present the Fund-A-Need.

A program formula I like is:

  1. Welcome (by emcee, president or board chair) 2-5 minutes

  2. Brief Overview of Organization and Mission for new guests 2-5 minutes

  3. Brief overview of what has been accomplished in the past because of the donors in the room and an introduction of what is next for your organization (the need of the night) 10 minutes

  4. Brief Testimonial of someone your organization has helped (ideally a video testimonial so you can control the time and the attention of the audience) 2-5 minutes

  5. Fund-A-Need/Special Appeal by auctioneer 10-15 minutes

  6. Thank you to all the donors in the room and the specific Sponsors by President/Executive Director/Board Chair/Etc 10 minutes

  7. Entertainment/Raffles/Housekeeping Announcements

This all takes less than an hour and you should start the program as soon as the salad is cleared so that people can eat dinner while listening. If people are eating, they won't be as tempted to talk to those around them and you will have their full attention

Every event and organization is different, so this formula is just a guide to get you started. Schedule a consultation with me to discuss how you need to order your program for optimal success. 

Get your Fund-A-Need Framework STAT!

Learn how to connect with your guests and turn them in to die-hard donors.

    3. Tell a story behind your need

    Storytelling in nonprofits is widely talked about these days. We all (hopefully) know that storytelling is important and that is because stories emotionally engage potential donors. 

    Examples:

    If you are raising money for medical research, don't bore your guests with statistics and science. While, I think that stuff is super interesting, it takes a lot of energy to listen to and process. Instead, tell a story about someone everyone in your audience can relate to. Perhaps a mother, or a child. A story humanize the need which inspires action.

    If your school is raising money for technology, don't talk about the apps and programs (no one cares or understands), instead talk about the teacher who was able to make a breakthrough with a struggling student because she integrated technology into her lesson plan. Every parent can remember a time when their student struggled with something and would give anything to help them get it. 

    Brainstorm this. There are so many great resources on nonprofit storytelling. As a part of my tailored consultation, I can help you decide what stories will make the biggest impact on your Fund-A-Need. 

    4. Inform your donors before the event

    Some of the most successful Fund-A-Needs I've conducted have engaged the donors before the event. The invitation featured a story of someone impacted by their organization (specifically the cause at hand). Their email reminders had another success story. They shared videos on their social media feeds. So when the donors showed up that night, it was not their first time being exposed to the need or the organization's capabilities. They had been courted and prepped and were ready to be invited to partner in helping with the organization's mission. 

    If you want to see if dropping your auction is the right choice for your fundraising gala or you want your event to be more focused and engaging in general, schedule a Call with me. 

    4 Reasons You Have a Chatty Audience at Your Fundraising Gala

    How do I deal with a chatty crowd?

    This is one of the number one questions I get. The truth is that some crowds are just chatty, but in my consulting I help organizations do everything they can to prevent the distracting noise and work with them so that their program is engaging and captivating so we can prevent the chattiness in the first place. There are a couple reasons why an organization may have a chatty crowd at your fundraiser.

    1. The sound in the venue is awful.

    This is a real problem. In fact, I won't work with an organization that is unwilling to ensure that the sound in the room is good. If your crowd can't hear the program properly, they will not be engaged and therefore they will talk and then they won't give their money.

    2. You are waiting too late to engage them.

    Cocktail hours are very common and have a bit of necessity as far as logistics are concerned. Allowing people to mingle with a drink and maybe some hors d'oeuvres while everyone arrives and gets checked in and has a chance to look at the silent auction. Then you welcome them in to have the dining room and wait until every single person has eaten dinner to start the program. That is too late. You have lost your audience. They are full, drunk and ready to leave to just totally distracted.

    3. They aren't your target audience.

    Repeat after me: Quality over Quantity. Now, when I say "quality" guests I don't mean every donor has to be a $1,000+ donor. I mean that you should not try to fill seats for the sake of filling seats. You want everyone in the room to have some sort of connection with your organization. I recently sat in a meeting with a client and they said "...and that's why we don't give away tickets or our gala on the radio anymore." No Kidding! Your event can be a place to raise awareness for your organization, but you do not want guest who are just there for your open bar. You may not be giving tickets away to strangers on the radio, but maybe you are giving tickets away to corporate sponsors who then send their administrative staff to your event as their "appreciation" token. So, now, your front reserved table that you held for executives that you assumed had more than enough money to go around, is now full of interns and customer service representatives who just are excited to tweet a picture in font of your photo wall.

    4. You are an elementary school.

    This is not a problem. I actually love this. Elementary school parents tend to be very chatty. They are using their very valuable babysitter to come out an support the school where they are twice a day already to drop off and pick up their kids. They get to have adult conversations with people they are friends with and since the event is likely near their neighborhood, they plan to walk or take an Uber home. I actually use this energy and sense of community and play off it to engage the whole crowd. Yes, they may be chatty, but for the most part the crowd all knows each other and want to be in on the party. I still would work with you in advance to make sure we can engage them at the best time and ensure that your sound is loud and clear in your venue, but frankly, elementary school parents are talkers, so at that point we just need to lean into it.

    Your organization's mission is so important which is why you work tirelessly to support it. I want to welcome your guests and attendees to partner with you in your mission. The first step is to get them to listen so we can engage them in your mission. If this sounds like your crowd, I would love to help you make an impactful difference towards your mission. To schedule a call to talk about how to better engage your audience, go ahead and fill out the contact form on the side bar today.

    What To Do With Great Items That Don't Make The Cut for Live Auction

    Last week I talked about how cutting your number of live auction items in half will actually bring in more revenue. Even though you are only going to have 5-6 live auction items, chances are that you will bring in more than 6 great donations in the process.

    What to do with the other amazing items. 

    Items that don't "make the cut" for the live auction, will naturally go in the silent auction, right? Wrong. There are a couple of things You can do with these big ticket items. 

    1. Use it as a prize in Heads & Tails or for a raffle. Back before everyone had an iPad, organizations were getting these as donations and the auction committee always wanted the iPad on the live auction. Here's the deal though. The iPad only would sell for retail value or a couple hundred dollars over. I guess it was exiting to get $700 for a $500 item, but know what is more exciting? Getting $2000 for a $500 item. By using an item with a broad appeal as a raffle or Heads & Tails prize, it was easy to engage donors to participate. Not everyone would drop $700 for an item valued at $500, but it is easy to sell 200 raffle tickets or Heads & Tails beads at $10 a piece. 

    2. Have a SUPER SILENT Auction. Whoa! This one is exciting. A Super Silent Auction is run by the auctioneer (cough*Sarah Knox*cough) during the silent auction. Rather than bidders writing their number on bid cards or bidding electronically, they would call out their bidder number and bid amount to the facilitator to write on a white board. It gains quite a bit of attention in the last 5 minutes of the bidding. This is set up in the same room as the silent auction. It is a lot of fun. 

    3. Set up a display for "Almost Live" or "Premier Auction" Items in the center of the silent auction area, or right near check in so it's the first thing guests see. This is good because it honors the generous donors of the items ensuring they get a lot of recognition for the items. If using electronic bidding, have this as it's own category so bidders can easily find these items. 

    How to determine which items make the cut for Live Auction or not.

    For this, I will refer you to my blog series I did last fall on the 5 types of items you should include to create a dynamic live auction.  Just because an item has the highest value, doesn't mean it should automatically be in the live auction. A live auction lineup needs to be curated with careful thought and strategy in order to bring in the most revenue.

    If you have want to engage bidders during your live auction and throughout the rest of your event, contact me via the form in my sidebar --> 

    Biggest Fundraising Auction Trend of 2016

    What is the biggest trend?

    The biggest trend I've encouraged this year has been (drumroll please)...

    Fewer live auction items.

    What's happening?

    For years I've been consulting my clients that that the sweet spot for number of items in a live auction has been 6-12. Usually organizations have fallen closer to 10-12 items, but this year I've changed my tune. While up to 12 live auction items may have been beneficial for raising money in the past, now the donor climate is changing.  

    Over the past several years, we've seen a rise in the success of conducting a Fund-A-Need at each event. The Fund-A-Need is a sort of live crowdfunding where everyone in the room gets the opportunity to make a difference by giving what they can. Usually (not always) the Fund-A-Need happens after the Live Auction. While Live Auctions can be fun, if they run too long, they get old and you lose donors' attention. The handful of bidders interested in the items will stay engaged, but the other 95% of the potential donors in the room will be distracted and become mentally "over it." 

    While you are gaining a couple thousand extra dollars by adding additional live auction items, you are sacrificing potentially tens of thousands of dollars in the fund-a-need.  This is one of those cases where time is money, almost literally.

    In a time where crowdfunding is wildly popular and effective, especially with the ever growing millennial donors, it is important to do everything in our power to engage the majority of donors when conducting the Fund-A-Need.

    What is the right number of items? 

    This year I have been encouraging my clients to stick with 4-6 items in their live auction. This is the perfect amount to get the audience's attention and raise some big bucks with out it going too long and loosing the attention of donors who aren't bidding but could be potential Fund-A-Need donors.

    My clients have seen tremendous success with cutting their number of live auction items in half. Even with only half of the live auction items, this spring has been full of record-breaking events. Fewer items means they become more competitive so the items that ARE in the live auction tend to bring in more revenue than they would have otherwise. Plus donors are still fully mentally engaged during the Fund-A-Need which means more people participate. More participating donors means more revenue for your organization. 

    If you'd like to learn how to make more money at your next fundraising event, contact me via the form in my sidebar ->

    Must Have Live Auction Item #5: Sports

    This the post in my blog series on Must Have Auction Items for a Varied Live Auction. If you haven't caught the other posts, or aren't sure why it is so imporant to have a varied live auction, you can find all of those posts HERE or archived on my blog. Stay awhile and look around. I provide all of this information to help my clients or anyone else trying to plan their fundraiser. My goal is to help organizations be as successful as possible!  

    The last type of item you should be looking for as you solicit items for your live auction is a Sports related item. 

    Criteria for a successful Sports Item:

    Exclusivity. Like with any live auction item, you will have more success if the item is not a dime a dozen. Signed swag is good if it is by a well-known, well-loved player who does not hand out their autograph liberally. 

    Appeal. This should seem obvious, but for some people it is not. If you are receiving sports tickets, make sure it is to a GOOD game with GOOD seats. Example for all of my Minnesota friends: 50 yard line to the Vikings/Packers game.  

    Open Availability. If someone in your association has great season tickets to some local professional team, ask them if they would be willing to donate tickets that the bidder can select the date. A few black-out dates are acceptable, but still not ideal. This takes a lot of sacrifice on the donors part, but it's worth asking.

    Best way to get sports tickets: 

    Ask your company to donate. So many companies have season tickets that they give out to clients or employees as incentives. It does not hurt them one bit to give a set to your organization to sell. If they are less than amazing tickets, sell them on the silent auction, but still ask and take those babies off their hands.

    If you have questions about your sports related item or any of the other sports categories I've listed in this series, please contact me and I'd love to dialogue with you about your live auction line up. 

    Must Have Live Auction Item #4: Alcohol

    I will start by saying this item is not for all organizations. Any organization affiliated with addiction and recovery or even domestic violance as well as some religious affiliations may want to steer clear of this type of item out of respect for the attendees. 

    With that being said, items including an experience related to alcohol usually has a broad appeal. 

    Examples of Alcohol Related Live Auction Items

    Wall of Wine.  This is where all of the board members or auction committee members donate a bottle of wine (some bottles will be higher quality than others) until you have a collection of anywhere from 10-50 bottles of wine, and you sell it as a package. You will want to print any higher end bottles in your program, and ideally would print all of the bottles in the program so people can see what they are bidding. It is unrealistic and much less effective to verbally list all the bottles when introducing the item.

    Wine Tasting. A private and exclusive wine tasting in someone's home with a professional Sommelier. 

    Private Brewery Party. Local microbreweries are popping up all over the place (especially here in Minneapolis), but a tour is not enough because really anyone can go tour a brewery. A private tasting party at the brewery for 10+ people with catering by a local food truck (or two) would be an item worth selling on live auction and would provide an exclusive appeal. 

    Wheel barrel of Booze. This item is always a hit. It is similar to the Wall of Wine, except it is an actual wheel barrel filled with alcohol. Arrange the alcohol so the higher end items are showing. You could also include glasses and garnishes (olives, cherries, frilly toothpicks, etc) in with the alcohol to fully stock the bar. This is an easy item to fill because auction committee members or board members would all go together to in contributing to this item. The winning bidder gets to take home their new wheel barrel and all of its contents. 

    If you have a question about any of these items or want to know if it would be appropriate for you to add one of these items to your organization's live auction, please reach out and I will give honest feedback on your live auction lineup. 

    Must Have Live Auction Item #3: Unique Experience

    A unique experience is the hardest item to come up with because you often need to think outside of the box and pull your personal connections in for this. There is really no real criteria here other than provide an experience or an item that people cannot access on their own. So, for this post, I will just be listing examples of things I have sold to get your creative juices flowing.

    Examples of Unique Experiences

    • Character created about winning bidder in a well known author's next book

    • Trip to visit and tour Jay Leno's garage (with Jay Leno if the timing was right)

    • Principal for a Day

    • Trip with a professional sport's team to an out of state game which included accommodations and riding with the team on their plane to and from the game as well as an after party post game.

    • Lock in sleepover at a museum with a roof top movie

    • Premier parking space for school pickup and drop off

    • Batboy (bat-kid) for local professional Baseball team

    • Box at a professional sports game hosted by a (well-known) retired player

    • Timed shopping spree at a local department store

    The possibilities are endless for these types of items. What I would encourage you and your team to do is to plan an entire meeting that is set aside for brainstorming this type of item. Throw out ideas with the freedom of "no idea is a bad idea" and just go with it. Some of the best auction items sound "stupid" in your head before you say it outloud and realize that it could actually happen with the connections in the room. Eventually what will happen is one member will throw out an idea, another member will know someone with the right connections and you will find yourself with a very exclusive an unique idea. 

    Must Have Live Auction Item #2: Meal/Dinner Party

    These are one of my favorite things to sell ever and every auction should have one. What I like about this item is that you don't have to be well connected to have this item. You don't even need to know a chef, you just need to have someone who is willing to host a dinner party for 6-10 people and cook food and provide wine. This could be hosted at a popular restaurant or even in someone's home.

    Criteria For a Successful Meal/Dinner Party Item:

    Hosted by a likable person. Not necessarily a famous person. Just someone that people enjoy being around.  If you have a willing participant, but their personality is just a little choppy or hard to be around, no one will bid. 

    Multiple Courses. Hors d'oeuvres, salad, dinner and dessert would be enough, but if your chef can do other courses (soup, cheese, whatever else all those extra forks are for type courses) , that makes the meal stand out more.

    Wine. Must I say more? Wine or beer pairings included are a must!

    6-10 people. I have found that this is the sweet spot for number of people included in successfully selling an item of this type. 4 people is too few and 12 can be too difficult to coordinate with guests.  

    An Expiration Date. This is important so people actually claim their meal with the donor. Usually one year from the date of the event is a good expiration. This is also out of respect for the donor and their time. 

    Examples: 

    • Chef's dinner at a highly anticipated new restaurant prior to the restaurant opening. 
    • Meal prepared by a chef featured on the Food Network (seriously, there is probably someone in your area featured on the food network) 
    • Meal prepared in YOUR home by the principal of the school. 
    • Meal in the home of a CEO of a fortune 100 company in your area with the CEO and spouse. Meal prepared by catering company. 
    • Authentic Italian dinner prepared by someone closely associated by the organization who grew up in Italy - secret family recipes. 
    • Dinner prepared by a well known local chef. 

    Again, these are all just examples, but the possibilities are endless here. Just start brain storming with your auction committee and pick whatever sounds most fun to you. Contact me if you want to my professional feedback. I will be honest, because I want your even to be as successful as possible.

    Must Have Live Auction Item #1: Trip

    In previous posts, I have offered the importance of including a variety of types of items in your live auction and listed 5 that should be included to create a well rounded live auction. Now, I am going to go through each category in more detail with the goal of inspiring you and your auction committee as you solicit items for your live auction.

    The first item we will focus on in detail is Trips.

    When looking for a trip to include in your live auction, you can include a local destination (something in your home state or a close state that bidders could access by driving), a non local destination (someplace to which they would need to fly), or both. For the most part, I would not include more than one of each in the same auction line up.

    Things Good Trips Have: 

    Open availability. Meaning the winning bidder can plan their trips selecting from a wide variety of dates throughout the next year.  It's okay to have 3 or 4 weeks through out the year blocked off, but other than that they dates should be relatively open.

    WOW Factor. People aren't going to pay top dollar (or likely even bid) on something that doesn't have a special appeal to it. Some WOW factor examples:

    • Home owned by a celebrity  
    • Home on Ocean with gourmet outdoor kitchen
    • Home in Central America which included full staff of maids, personal chef and butler for the week
    • Unique home such as a treehouse
    • Resort which is frequented by known celebrities

    Experience is included. The trip includes more than just a place to stay. Examples I've sold:

    • Napa trip which includes wine tastings at several vineyards
    • Trip to New York with the opportunity to see a late night show and have a meet & greet with the host. 
    • Travel to an out of state professional sports game on the team's airplane with the team.

    Things Bad Trips Have: 

    Limited availability. Want to make sure no one bids on your trip? Offer it for one week out of the entire year. Just because an item has a high "value" does not merit it to be on the live auction. We are looking for items with a broad appeal, one week out of the year is not a broad appeal. I would allow certain exceptions like if somehow you got a box with Madona AND Prince at the Kentucky Derby and it is obviously only available the week of the Derby. Otherwise, I would recommend taking your week in Florida through aunt Cindy's timeshare off the live auction. It doesn't belong there.

    Off Season Availability. You will find many donors who are willing to give you donations for their off season. Win for them because it's a tax write off for the time a year they won't be filling their spaces anyway. No one wants a ski trip between April and August.  

    What about airfare?

    You may notice that I didn't mention anything about airfare in either section. I'll follow up with another post in the future about this topic in more detail, but the short: including airfare does not bring you it's value in revenue nor does it hurt an item's popularity if you don't include airfare in the package. Look back later for deets on this or just email me your specific question regarding this and I'll be happy to give you more insight. 

    5 Types of Items You Should Have to Create a Dynamic Live Auction

    5 Types of Items for a Dynamic Live Auction at your Fundraiser | Sarah Knox Benefit Auctions

    Over the next several weeks, I will go into detail into examples of these types of items, but for now, I want to introduce the 5 types of items they should incorporate into their live auction.

    1. Trips

    This could be anything from a trip to a B&B 45 minutes away from your town or it could be a luxury condo in Mexico. I usually like to see a local vacation (something that the winning bidder could drive to) and a travel vacation (some place further away that is different from their local area...beach...ski vacation...Europe...etc).

    2. Meal/Dinner Party

    People love these items. It could be anything from a chef created meal in the winner's home or an exclusive specialty chef's dinner at a hot restaurant in town. These are great experiences for multiple bidders to go together on a great item. 

    3. Unique Experience

    A "Unique Experience" is something that people can't go and recreate on their own or buy from another vendor. These unique experiences are something that they only get because they are supporting your organization. This one is all about who you know and getting creative. I would recommend sitting down with your staff, board members or auction committee and have a meeting committed solely to brainstorming who they know and out of the box ideas. Remember there are no bad ideas in brainstorming.

    4. Alcohol

    People eat up (or drink up) these items. This could be an exclusive brewery tour (not one that they could normally sign up for) where they are involved in the creation of a small batch beer, or you could sell a "Wall of Wine," or a wheelbarrow of booze, or an exclusive wine tasting experience. The possibilities are endless. NOTE: This one is not appropriate for many organizations, so keep that in mind if it goes against religious beliefs or if you support recovering addicts. Please know I would only recommend this to you if it did not conflict with your organization's values.

    5. Sports

    Bidders love the opportunity to support your cause while being able to enjoy their favorite teams. This could be anything from a sports package with a couple tickets to one each major sports teams' games to a meet and greet with a popular player or even a signed jersey. 

    For more ideas...

    Keep checking back because I will be covering these items in more detail in the next several weeks. You can look for them on my social media accounts where I publish all of my posts as soon as they are ready.

    If you have any questions, don't hesitate to contact me through the form on my sidebar. I look forward to hearing from you.