Organising a successful auction can be a game-changer for fundraising efforts, but procuring the perfect items can be a complex task. Whether you’re working on a charity event, school fundraiser, or corporate gala, having the right strategy for sourcing auction items is crucial. Here are some top tips to help you secure items that will make your auction a hit:
1. Focus on the best use of your time
Time is a valuable asset when planning an auction, so it’s essential to use it wisely. Prioritise tasks that have the highest impact on your auction’s success. Start by creating a detailed plan and timeline to manage your efforts efficiently. Delegate tasks when possible and focus on activities that directly contribute to procuring high-quality auction items. This approach ensures that you maximise your productivity and get the best results.
2. Ask your board
Your board members can be a tremendous asset in your quest for auction items. They often have valuable connections and can offer insights into potential donors. Reach out to them for their suggestions and leverage their networks to find unique items. Board members may also have personal contacts who are willing to contribute, so make sure to tap into this resource.
3. Reach out to key supporters
Identify your most dedicated supporters and ask them for their help. These individuals or organisations have a vested interest in your cause and are often more willing to contribute high-quality items or services. Personalise your request to highlight how their support can make a difference, and don’t hesitate to be specific about what you’re looking for.
4. Ask sponsors and stakeholders
Sponsors and stakeholders are another valuable source for auction items. These entities are already invested in your organisation’s success and may be willing to provide items or experiences that align with their brand. Develop a targeted approach when reaching out to them, emphasising the mutual benefits of their contribution. Their support can enhance your auction and build stronger relationships for future events.
5. Go after best-sellers, ask suppliers (but don’t be afraid to get creative)
When considering auction items, think about what tends to be popular and in demand. Reach out to suppliers of best-selling items and see if they are willing to donate or offer discounts. However, don’t shy away from thinking outside the box. Unique and creative items often attract more attention and can drive higher bids. Explore unconventional sources and consider experiences or personalised items that stand out.
6. Procure the right number of items
It’s important to strike the right balance when procuring auction items. Having too few items can lead to a lack of variety while having too many can overwhelm bidders. Analyse your event’s size and the anticipated number of attendees to determine the optimal number of items. Ensure that each item is of high quality and aligns with the interests of your audience.
7. Build an auction item procurement packet
Creating a comprehensive ‘Auction Item Procurement Packet’ can streamline the process and make it easier for potential donors to contribute. Your packet should include:
- Auction item procurement letter: This letter should clearly explain your event, its purpose, and how the potential donor's contribution will make a difference. Personalise the letter to make it more compelling and include a call to action.
- In-kind donation form: Provide a form that donors can fill out to indicate what item or service they are offering. This form helps in organising and tracking donations efficiently.
- Auction wish list: Include a wish list of items you are particularly interested in. This list can help guide donors and suppliers in offering items that align with your event’s needs.
By following these tips, you can effectively procure the perfect auction items that will captivate your audience and drive successful fundraising outcomes. Remember, the key is to leverage your network, be strategic in your approach, and maintain a focus on quality and creativity. With the right items and a well-organised strategy, your auction is sure to be a memorable and successful event.
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