Once your Project has been created and our webinars and training videos have been watched, you are ready to begin diving into your auction! But where to begin? A typical auction has around six stages. These six stages can be described as Procurement, Packaging, Attendance, Preparing for Event, Event Night, and After the Event. Below, we have brief explanation of each stage of the event.
During Procurement, you begin adding items (if you already have them) staff, donors, and sponsors into your database. You can send solicitation letters to previous donors or sponsors, and begin work on creating your Project Website.
Packaging is the process of organizing your items into packages to be sold; creating catalogs, and beginning to distribute links to your Project Website for viewing by your Supporters.
Attendance and Preparing for Event:
These two stages typically begin right around the same time. During the Attendance stage, as Supporters begin purchasing tickets (either through call-ins or your Website) you can begin assigning them into groups, assigning bidder numbers, and eventually assign attendees to tables! Preparing for the Event involves printing Bid Sheets (if you are not using our Online Bidding) for your Silent Auction, table placards, Runner Sheets for your Live Auction, and any Item Certificates that were not provided by the donor!
Greater Giving recommends having all documents printed prior to your Event Night, as this will likely be the busiest portion of your auction cycle.
After the Event:
After the event, take a night off! You’ve earned it. Once you have gotten a good night’s rest, post-auction reconciliation occurs. Here you compare your Bid Sheets with data entered in Greater Giving, Charge Credit Cards, and send out Thank You letters. 5 days after you charge cards, you will receive a Statement of Account which you can begin reconciling with what you charged in the software.