You should have at least one donor lined up for the top two or three levels of your fund-a-need. The higher you are starting your appeal, the more levels you will need to secure lead donations for. If you are starting at $10,000  we recommend securing donors at the top two levels. If you are starting at $100,000 get commitments for at least the top four levels, preferably five. This is because the higher you start, the more levels you need to cover before you reach what can be considered “impulse levels.”

We recommend you start by making asks well in advance of your event. Do not wait until the night of your event and hope to convert potential into action with a few drinks and a good meal. Engage potential donors four to eight weeks before your event. Where the data exists, reach out to donors who have previously donated to your fund-a-need and engage them for the current year. Reference the work they’ve helped you achieve in conjunction with their generous donation. Be positive, assertive and respectful.

“Hey, Linda, we are so excited that you are attending our gala again this year. Last year you generously helped us send four students off to college with your donation of $20,000. Can our students rely on you again this year?”

Where appropriate, include major donors early in the planning process. If you are trying to define this year’s fund-a-need, and having a difficult time deciding between two options, ask last year’s biggest donors what they would be most compelled to support, and at what level. The best development professionals treat donor cultivation as a year-round conversation, not just a night-of engagement.

 If you’ve never done a fund-a-need before, it is especially important to get donor buy-in before the event, and to secure gifts at those top levels. I’ve been put in the position of needing to secure a lead donation, and I simply told the potential donor, “I need your help. We are starting something new tonight, and we need someone to be the first hand in the air. It is going to be the push that gets the snowball rolling. Can I count on you to do $2,500? $5,000? Or higher…?”

 How you ask is nowhere near as important as the act of making the ask. I’ve done numerous fund-a-needs where I was told, “This will be great, [Billionaire] is in the room, start at $50,000!” Only to have said billionaire sit on his paddle, because no one asked him to be the lead.

The cultivation work in advance of your gala is crucial to the success of your fund-a-need. Remember: your biggest donors want you to succeed, and it is your job to enable them to make that possible.

2025 saw auction committees get creative and come up with inventive and compelling auction packages. This definition of “exciting” is arbitrary, and for me exciting is a representation of a lot’s uniqueness, creativity, and the buzz generated at the event. How much a lot sells for can be a factor, but not the most important one. What’s more important is how many people bid on a lot, and the energy of the crowd - the buzz in the room.

Each example below includes a short explanation of how that lot impacted its event, or the results it achieved, or even why it is relevant.

Any client who works with me knows I am a champion of low-cost/highly desirable warm-up auction lots to engage the crowd and build momentum. This year’s first lot is a great new example of that:

Raise the Bar with This Exclusive Experience + UBER Ride home!

Transform your evening with a stunning, fully stocked bar cart that’s yours to take home! It comes loaded with premium spirits, mixers, and professional bar tools—everything you need to host the ultimate cocktail hour. But the fun doesn’t stop there! The winner of this package (and their table!) will also enjoy the luxury of a personal bartender for the remainder of the auction. Sit back, relax, and sip custom-crafted cocktails as your table becomes the envy of the room. Cheers to an unforgettable night!

Lot Includes:
•       Fully stocked bar cart
•       Private bartender for the remainder of evening

Opening Bid: $500                                               Sale Price: $3,200

[This was a new direction for an auction that has had the “chilled large format champagne opened for your table” opening auction lot for years. The bidding was hot. During the rest of the auction, the bar cart winning bidder went around to the tables near him offering them cocktails an encouraging them to bid more.]

Luxury Living on Lake Como x $10k Challenge Grant

Indulge in the ultimate Italian getaway with a 7-day, 6-night stay on the serene shores of Lake Como. Located just a 10-minute drive from George Clooney’s renowned villa, this stunning property offers an unrivaled blend of elegance and relaxation.

Your home away from home features four beautifully appointed bedrooms and five luxurious bathrooms, comfortably accommodating up to eight guests. Whether lounging on the villa’s terrace or exploring the timeless charm of the surrounding towns, you’ll be captivated by the breathtaking views and serene ambiance of this world-famous destination.

Create cherished memories with family or friends in one of Italy’s most iconic settings. Buon viaggio!

Lot Includes:
•       7-day, 6-night stay on the serene shores of Lake Como

Opening Bid: $2,500 Value: $5,000 Sold: $10,000 x 3 + $10,000 challenge grant

[The person who donated this lot had also donated it to another organization in the community, and was disappointed with the sale price. We wanted to ensure it sold well, especially since the donor hinted at being willing to sell multiples if it did. We had another donor who was donating cash, and wanted to see it used creatively – so we applied a $10,000 challenge grant to the sale price of this lot. It worked! We had three people bid $10,000 or more, the owner of the Lake Como house was thrilled, and the cash donor was thrilled.] 

The Hottest Ticket in North Bay Sports

The WNBA has come to the Bay! And now, thanks to DONOR, four people get to check out the Golden State Valkyries as they take on the hottest team in the WNBA: The Indiana Fever. Sunday, August 31st, make your way to Chase Center, where you’ll have four premium seats to watch the Valks take on Caitlin Clark and the Indiana Fever.

Opening Bid: $3,000                                    Value: $5,000

[The Golden State Valkyries are the newest sports team in the Bay Area, and their home games were the hottest tickets in 2025. Valks packages garnered more bids and interest than every Bay Area team except the 49’ers. And if you can get your hands on one of those Inaugural Season Letterman’s jackets, all the better!]

Little Wishes Labubu Package

This package includes: One mystery Labubu; a chair for the Labubu that also clips to your dashboard vents; a working scooter for the Labubu, and a wardrobe for the Labubu, including a custom made sweater with the Little Wishes logo on it.

Opening bid: $150 Sold for $2,800

[This Labubu package was initially in the silent auction, with a Buy It Now price of $500. One bidder entered the BIN price, and then brought it to our attention that this was way too low, *and* they agreed to let the bidding continue. We moved it to the live auction, and used it as the introductory lot, where it generated a ton of excitement, and sold for $2,800.]

Neil Dahl: Ready, set… sparkle!

Neil Dahl Jewelers – longtime supporter of ORGANIZATION – has the exact piece you’ve been looking for. He knows, because he is giving you the opportunity to pick it out yourself. Sure, you’ll only have 60 seconds to shop the showroom and pick your piece! Sure, Neil is going to curate the showroom so everything is in the $15,000 range. But you get to live out your wildest “raid the jewelry store” fantasies. In full view of everyone! To take home the piece that is perfect for YOU!

And once the bidding is over, if you want to increase the value of the piece you pick, Neil is always willing to chat…

Lot includes: Private appointment to visit the showroom and spend 60 seconds or less selecting one piece of jewelry from a curated collection valued around $15,000.

Opening Bid: $5,000                                    Value: $15,000

[Neil Dahl jewelers has been a longtime supporter of this organization and event. In 2024, their donation did not exceed retail, but they still wanted to support the cause. They were thrilled with the “60 Seconds to Shop” idea, and so was the crowd the night-of. This auction lot generated a lot of interest pre-event, and bidding the night-of.]

Top Secret Tasting: Ju-Ni All to Yourself

Ten people enjoy an intimate culinary experience at Ju-Ni, the Michelin Star Masterpiece that has held a star for five years running. You’ll have the entire restaurant to yourselves to enjoy a 14-course Omakase experience.

Every ingredient is meticulously sourced from the best purveyors in the world: 90% of their fish comes from the world famous Toyosu Market in Japan! Paired with two bottles of Gold Dragon Daiginjo Sake.

Opening Bid: $2,500                                            Value: $5,000

[Just a reminder that dining experiences remain one of the hottest categories in a live auction. And nothing is more enticing than getting to take over a hard-to-get restaurant for an entire meal.]

Utah: Best Friends Animal Sanctuary & Stargazing Domes

Discover the beauty of the Southwest while connecting with animals in need. Your journey for two begins at Best Friends Animal Sanctuary, this national leader in animal welfare is home to more than 1,600 animals. The sanctuary is located in the majestic red-rock country of southern Utah, just outside the town of Kanab. You’ll tour the grounds, learn about the sanctuary’s inspiring history, and even volunteer to take a dog on a canyon hike.

Then, experience the wonders of Zion and Bryce Canyon National Parks with your included park pass. Explore towering sandstone canyon walls of Zion as you adventure down legendary hiking trails like Angels Landing and The Narrows. In Bryce, you’ll take in the surreal landscape of its colorful hoodoo rock formations. You’ll also experience a guided tour through Peek-A-Boo Slot Canyon

Your adventure continues under the stars at Clear Sky Resorts, where you’ll spend three nights in a luxury sky dome. With panoramic views, epic stargazing, and a guided telescope tour, you’ll experience Utah’s desert skies like never before.

package includes:
• Two-night stay at the Roadhouse and Mercantile, Best Friends Animal Sanctuary’s pet-centric hotel
• Guided tour of Best Friends Animal Sanctuary and volunteer opportunities
• National Park passes for Zion and Bryce Canyon and guided tour through Peek-A-Boo Slot Canyon
• Three-night stay in a “Lil Dipper” Sky Dome at Clear Sky Resorts
• Stargazing adventure with high-powered telescope
Opening Bid: $2,500    Value: $4,500

[In an auction for a Humane Society event, this package offered a nice organization-facing angle to a trip to Southern Utah. The opportunity to learn about and visit the Best Friends Animal Sanctuary tied into the mission of the Humane Society. Paired with the Sky Dome stay, it made for a truly unique and relevant lot.]

A Weekend of Elegance for Two

This once-in-a-lifetime opportunity invites you to Napa Valley for an extraordinary experience featuring the legendary tenor, Andrea Bocelli. Performing exclusively at the iconic Charles Krug Winery—Napa’s oldest winery, owned by the Peter Mondavi Sr. family for five generations—this event promises an evening of pure magic under the setting sun.

Your Premiere VIP Experience at the Bocelli concert is just the beginning. Your hotel room is reserved as well, with a one-night stay for two guests at Harvest Inn in St. Helena in a Vineyard View Collection Spa room with a king-size bed, wood burning fireplace and panoramic views of vineyards and the Mayacamas Mountains, offering the perfect opportunity to escape from it all while in the heart of Napa Valley.

Enjoy a Private Tasting Experience for two with Selah Wines Proprietor, Joe Blanton, 13-year MLB Pitcher and 2-time World Series Champion…and also receive a signed baseball from Joe.

Experience another Private Tasting and your choice of lunch or dinner for two with Red Cap Vineyards Proprietor, Christopher Klein

This unparalleled package offers an indulgent celebration of world-class music, exceptional dining, and boutique tasting experiences with hidden gems of Howell Mountain, designed to leave you with memories to last a lifetime.

Plus, relive the magic and make more memories with family and friends when you uncork an array of world-class wines from Mondavi Sisters’ Collection, Aloft Wine, Dark Matter Wine, Charles Krug Winery, Red Cap Vineyards and Selah Wines. 

Opening Bid:  $9,900

[Andrea Bocelli and the Mondavi Family in Napa made for an incredible experience! It is also worth noting that the hotel room was already reserved, and would be transferred to the winning bidder’s name. When selling a date-specific package, try to get the hotel is confirmed for those dates.]

The Best of Italy

In one of the auction’s most exquisite lots, four guests will join Shari and Garen Staglin for a staggering seven days among the best Italy has to offer.

GEMS OF MILAN Your trip begins with a luxurious two-night stay at the five-star Portrait Hotel in Milan. During your time in Milan, you’ll explore priceless cultural gems, including behind-the-scenes tours of Leonardo da Vinci’s The Last Supper and the La Scala Opera as well as a private presentation of Pomellato’s lustrous jewelry creations within their exceptional new showroom.

PURE PIEDMONT From Milan, you’ll venture into Italy’s wine capital of Piedmont for a three-night stay in Relais Le Rocche, a five-star property with breathtaking views. Led by globally renowned wine educator and sommelier DLynn Proctor, you’ll experience the best of Barolo and Barbaresco and meet the region’s finest producers.

A trip to Piedmont must include remarkable cuisine, including white truffles (in the late fall season). We will arrange a truffle excursion, weather and season permitting, and regardless will enjoy lunches and dinners accompanied by library wines of the region.

MADE IN MODENA On day six, you’ll depart for the Maserati factory in Modena, where company executives will guide you through one of their most advanced production facilities. Lunch will be at the Panini Museum, home to Maserati’s original factory collection of race cars and one of the finest producers of Parmigianino Reggiano organic cheese. You will also visit the Modenese, the 15 families who hand craft the finest balsamic vinegar in the world.

More than just a trip, this is a one-of-a-kind opportunity to explore historic sites and experience Italy like few others can.

Opening Bid: $75,000                          Sold for $220,000

[Garen and Shari Staglin are legendary Napa Vintners with deep ties to Italian winemaking. They have been long time supporters of this event, and were the Honorary Vintners in 2025. They wanted to offer a special lot that reflected their commitment to the cause, and the opportunity to spend a week touring Italy with them is incredibly unique, valuable and rare. Emphasis on rare: do not call the Staglins telling them I sent you!]  

Evening with the Otters

Dive into an unforgettable evening at the High Desert Museum, after hours and up close with our most playful and beloved residents: the river otters! This special night includes exclusive access to the Autzen Otter Exhibit, where you’ll have the rare chance to watch a training demonstration, learn about otter care and conservation, and even help feed the otters alongside their dedicated wildlife keepers.

The experience doesn’t stop there. Enjoy a scenic outdoor setting with gourmet hors d’oeuvres and drinks, the soothing sounds of a live cellist, and plenty of time to mingle and explore the exhibit in a relaxed, intimate atmosphere. Whether you're an animal lover, date-night dreamer, or looking for a unique gift, this magical evening blends wildlife education with elegance and joy. Buy-it-now for $1,000 per pair. Limited to 10 couples. Don’t miss your chance to make a splash!

[Did you note that this buy-in had a set price? It meant we could not increase the price if there were more than 10 interested couples (my fault, I didn’t communicate the need for “opening bid” vs. “buy-it-now price” on any buy-in package). We discussed this after the catalog had gone to print, and agreed that if there were more than 10 couples interested, we’d add a second date. We had a second slide ready to go, just in case, and sold 20! Dr Whitelaw, the ED of the High Desert Museum, said she’d rather have 20 happy couples visiting the museum after hours – an approach and attitude that their crowd appreciated and responded well to.]

PICKLE AND PIZZA FOR FOUR

Pickleball is the fastest growing sport in America and here’s your chance to learn the game or improve your skills with private coaching plus dinner at resort-styled private home courts in Thousand Oaks. Enjoy Mike and Conni’s amazing outdoor space with two pickleball courts and dining patio. Receive personalized instruction from Coach Miguel Enciso—PPR Certified Teacher, Head Pickleball Pro at Sherwood Country Club and Pickleball Director at Westlake Athletic Club. For your pickleball experience, equipment will be provided. Gourmet pizza dinner incudes wine and appetizers. Available on Sunday, March 1, at 3:00 pm, dinner at 5:00 pm. We brought this back, because last year’s winners had so much fun!

OPENING BID $800

[Pickleball has been a growing trend in fundraising auctions for a decade now, and continues to be incredibly popular. This lot featuring a well-loved couple from within the community scored big with their crowd.]

The Georgia O’Keeffe Abiquiu Escape: Art, Culture & Cuisine for Two

Enjoy a two-night stay at the charming Abiquiu Inn, including breakfast each morning and a dinner for two at the inn. This package also features an exclusive VIP, behind the scenes tour of the Georgia O’Keeffe Home and Studio. Explore the iconic painter’s inner world and learn all about why O’Keefe’s house is different than the “typical” New Mexico house. See the studio where she painted her iconic landscapes & more.

Also included is dinner for two at NOSA, where the menu changes with the seasons. Making this a complete Santa Fe cultural and culinary escape. Package is for two people.

Opening Bid: $350                                       Value: $750

[When most Georgia O’Keeffe fans visit Santa Fe, they only go to the Georgia O’Keeffe Museum downtown. Her home is an hour away from Santa Fe and isn’t always open to the public, which made this lot exciting for an auction IN SANTA FE!]

A Journey Through Heritage: A Personal Kaiseki Experience  

6 people enjoy an incredible evening of the freshest, fine food in the most exclusive setting: your house! Linda and Albert will come to you, bring everything they need to wow your tastebuds and overwhelm your senses, including Albert’s inimitable expertise. He learned from his mom, who grew up in the Niigata Prefecture of Japan. They will prepare a twelve-course Japanese Kaiseki dinner, utilizing Japanese A5 Wagyu beef, fresh fish flown in from Tokyo’s Toyosu Market, and rarely exported Niigata rice & other seasonal ingredients. The entire meal will be 100% homemade! Linda made the bread! All paired with Premium wines and rare Japanese sake!

Opening Bid: $1,200                                            Value: $1,000

[This was a school auction, and the parents donating this lot were worried that no-one would understand what they were offering. So they put together a collection of hors d’oeuvres-sized samples of what the dinner would be and passed them out during the cocktail hour at the auction. That level of commitment, and the deliciousness of the dishes, generated a lot of bidding.]

Whisk Away on your PJ for an Unforgettable Weekend with CJ in DC

Get ready for a once-in-a-lifetime experience that blends the thrill of NBA game day with the elegance of fine wine and unforgettable hospitality. This exclusive package for four (4) guests for two (2) nights offers the rare opportunity to spend an evening with NBA star and wine entrepreneur CJ McCollum and his wife, Dr. Elise McCollum, in Washington, D.C.

Known for his precision on the court and passion in the vineyard, CJ brings both worlds together for an extraordinary insider experience. From private jet travel to an NBA game to an intimate dinner shared with the McCollums, this is the ultimate courtside-to-cellar celebration of excellence, friendship, and flavor.

 Insider Information: This package is for four (4) guests and can be scheduled on a mutually agreeable date during this NBA season or the next.
—Round-trip private airfare on a Citation Bravo for four (4) guests to Washington, D.C., provided by Southern Sky Aviation
—Two (2) nights of hotel accommodations for four (4) guests at the Riggs Hotel, offering timeless style and exceptional comfort in the heart of the city.
—Four (4) premium tickets to an NBA home game in Washington, D.C., where CJ is playing, including an exclusive meet-and-greet with CJ before or after the game.
—An unforgettable evening at one of the McCollums’ favorite D.C. restaurants, complete with dinner for four (4) paired with McCollum Heritage 91 wines and rare bottles from CJ’s personal cellar.
—A mixed case of McCollum Heritage 91 wines, featuring elegant Pinot Noir and Chardonnay from Oregon’s Willamette Valley.
—A signed large-format bottle of MH91 Pinot Noir and a signed basketball

Opening Bid: $15,000                                  Value: $30,000

[This lot is a wonderful example of high-level insider access, VIP experience, and the opportunity to build a relationship with a super star. The only way this lot could have sold for more is if CJ was on stage to help pitch it, but he had a game!]

Campfire Memories: A Private Weekend at Camp for 10

Reconnect, reminisce, and relive the magic of camp with this once-in-a-lifetime private weekend getaway for 10 guests! From Friday evening through early Sunday afternoon, you'll enjoy exclusive access to select areas of camp, combining nostalgia with luxury.

Highlights of this unforgettable experience include:

●     Chef-prepared meals for all 10 guests
●     Carefully paired bottles of red and white wine to complement your evening meal(s)
●     Access to beloved Camp activities like trail rides and the rifle and archery range
●     Comfortable lodging in the recently built and air-conditioned, Cooks Cabin for 10 guests (or a campsite of your choice)

Whether you're gathering old friends or creating new memories with family, this unique opportunity to take over camp for a weekend is guaranteed to stir up stories, laughter, and a little adventure.

 Opening Bid $2,000

[This lot was 100% mission-focused, as the auction was raising money for the Boy Scouts Camp offered in the lot. Most of the men in the room had attended the camp in their youth, and this lot generated much excitement. This isn’t to say you should have a Boy Scouts camp in your next auction, but you should tie your mission directly to an auction lot when possible.]

Butchery Class at Avedano’s Holly Park Market

Angela Wilson invites one person to Avedano’s Holly Park Market, San Francisco’s finest butcher shop. Angela and her team focus on sustainability over convenience, utilizing sustainable, locally sourced meats, and practice whole animal butchery w/zero waste mentality.

Angela herself will welcome you in, set you up with cutlery kept sharp by Bernal Cutlery, and then teach you art and science of breaking down a whole lamb or half hog into kitchen-ready cuts. You will saw, you will debone, you will tie roasts. And in the end, you’ll take home $150 in meats.

Opening Bid: $150                                               Value: $350

[This final package is a reminder that a lot doesn’t have to be conventional or expensive to generate excitement. I thought this butchery class was going to be challenging, and instead it was one of the hottest lots of the night.]

Here are five relatively simple things you can start doing right now to make sure your 2026 fundraising auction is successful.

1.      Ask your big bidders what items they want to bid on in your auction in 2026.

Who knows your big bidders better than your big bidders? Empower them to help shape your auction, and they’ll reward you with higher participation.

 2.      Thank your live auction item donors and remind them of the difference they helped you make this year.

The people, companies, and organizations that contribute to your live auction literally make your live auction possible. Today’s “thank you” lays the groundwork for tomorrow’s ask.

 3.      Partner with your auctioneer to motivate participation from your board.

One service included in Stellar’s fees is presenting at board meetings to engage your board and empower them to make your event a success.

 4.      Reach out to everyone who contributed to your 2025 fund-a-need to remind them of the positive impact they helped you create this year.

Reaching out to your fund-a-need donors is like bidding: you can’t do it too often. Many donors use entry-level donations as a litmus test for how an organization treats them before they move up to larger donations. Regardless of intent, everyone who gives you money is an ongoing opportunity to engage and tell your story.

 5.      Take care of yourself.

Fundraising is stressful. Working in the non-profit space is stressful. The holidays are stressful. You are no good to the community you serve if you are stressed out too. Whatever your daily practice is, whether it is exercise, mediation, prayer, or all of the above, be sure to take care of your self: During the holidays and every day.

The top question you should be asking (and probably aren’t) is: “how will this venue impact check-in & check-out?”

On our recent Inside the Industry podcast, Beth Sandefur noted that 70% of gala attendees rate check-in/check-out as a crucial part of every event. This means the moment your guests arrive and their last interaction before they leave are vital to their experience at your event.

“Events are hospitality,” says Beth. “You have to think about what is the guest experience at every single moment of your event.” And this starts with registration and check-out.

When evaluating a venue for a fundraising event, Beth looks for these keys:

•  Where will registration go?

• Is power available?

• Is Internet or wi-fi readily available for registration? (Bonus points if it is a secure network *not* available to guests)

• Is there room for tables/flow?

Furthermore, Beth highly recommends you place your registration/check-out tables well away from the band, DJ, or any live music. You don’t want your guests’ last experience at your event to be yelling to be heard while trying to explain they want to pay with their auction items via credit card but use a DAF for their fund-a-need gifts.

Beth goes into much deeper detail on registration, check-out, and more on the latest episode of our Inside the Industry Podcast, available here. You can find Beth on her website, BethSandefur.com.

 It helps to have a plan in place for foreseeable contingencies. What do you do if there is a power failure? What happens if there is a medical emergency during your event? Do you adjust your timeline if catering encounters challenges?

 But not everything can be planned for. The whole point of unexpected moments is that they are, well, unexpected. And that is why it is important to have a team of creative people who are motivated by the success of your organization.

 Build partnerships with your vendors, encourage their creativity and empower them to have agency in your event’s success. And while it is a bit much to expect every member of the wait staff to be wholeheartedly committed to the success of your fundraising event, it is not unreasonable to expect the catering manager to be part of your event team.

 Whenever possible, ensure that the people who take the stage at your event will be solid representations of your mission and the goals of the evening. When and if one of those turning points happens onstage, you want someone whose motivations skew towards supporting you. Someone who is motivated by your success will respond in a more beneficial way than someone whose first reaction would be self-serving.

 And when stuff goes sideways, it is okay to acknowledge it and be in the moment with the crowd. There is no point in trying to misdirect the crowd’s attention from something that everyone knows is happening.

 Auctions can look easy, especially when the crowd is enthusiastically bidding on every item. Professional fundraisers earn their fees by making successful auctions more engaging, more entertaining, and more profitable. A professional fundraising auctioneer truly saves the day when something goes wrong during your auction or paddle raise – and something almost always goes wrong.

When you hire a professional, you are hiring experience. When something happens onstage during an event, we’ve seen it before and have experience to draw upon. Someone choking on their food in need of a medical attention? Seen it numerous times. A supporter who has had a few too many cocktails jumping onstage and grabbing a microphone to lecture the crowd? Check. Sound system failing, projector going dark, or a recorder forgot to write down the results of each auction lot? Check, check, and check.

We know how to make it feel good when the auction is going well, and we know how to make sure that no one notices if something goes wrong. We also know how to set the stage for success.

Stellar Fundraising auctioneers bring their experience and expertise to bear on your event long before we take the stage. Our flat fee model includes unlimited consulting with your staff, committee, and board in order to help make your event a success. We’ve done thousands of auctions and helped raise hundreds of millions of dollars nationwide – we know the best practices for a successful fundraising gala, and look forward to sharing them with you.

If your event has not had a theme in the past, evaluate whether a theme will work with the culture of your existing crowd and event. School events often have themes, and some of the most committed-to-a-theme crowds we’ve ever seen have been for school fundraisers. But we’ve also worked with many other organizations that have successful themed events. If you are exploring adding a theme to your event, start with your core group of supporters to see if they are interested, and think it would work.

Once you are committed to doing a themed event, you need to get your supporters’ and committee’s buy-in on the specific theme for your event. The best theme is the theme the most people are excited about. Once you have agreed upon a theme, embrace it!  

Turn the décor committee loose! Let them transform your space into Broadway, Tuscany, the sock-hop from Grease, or Saturday Night Live.

In addition to décor, incorporate the theme into your signage, marketing and invitations. If you can honor donors with theme-related signage at the event, use those same images in your program for their program ads. Utilize the theme to give special recognition to donors and supporters and add personal touches where possible.

Communicate your theme to attendees in advance and let them know expectations. Should they come in costumes? Create a mood board in advance of your event to give attendees ideas on how they can or should dress to match the theme.

If your theme lends itself to a live auction item, great! “An Evening in Venice” themed event, for example, almost requires a trip to Italy in the live auction. Similarly, New York, Mardis Gras, or Paris-themed events all benefit from an auction lot that is theme-related. But you don’t have to overdo it, one theme-related live auction lot should suffice.

Done correctly, a well-themed event can provide unique opportunities to engage donors and give your attendees something new to look forward to every year.

 Over time, however, that thinking has changed. Now it is common practice to acknowledge the first donor, and to fish for contributions at higher levels. If you choose to go out on a limb and see if anyone wants to donate a higher amount, follow these guidelines.

 Never go out on a limb higher than one level above your known first donation. It is OK to go out on a limb and get no donations at one level, as long as we can immediately drop to a level where there are known donors. As soon as you have two or three levels of crickets, your fund-a-need is doomed. What we are doing onstage is emotion management, and if the crowd starts to feel like this is a failure, it ripples.

Always check with your pre-committed donor to make sure they are on board with the plan. Most donors will be supportive of the idea of trying to find someone to give more. Occasionally, however, a lead donor really wants to be the lead donor and will be offended if you try to go over their head.

Be sure you can justify the ask. If you have a lead donor at $10,000 and want to go out on a limb at $25,000 you better need the extra money, and be able to explain to the crowd in real-time why.

Just because someone has wealth does not mean they are committed to giving it to you, even if they are attending your event. Cultivate donors, engage them in conversations, and empower them to support your cause. Whatever you do, don’t make gambling part of your donor development strategy, and never confuse capacity with commitment. And if you choose to go out on a limb, remember that It’s a valid strategy, as long as you know you won’t fall too far if it breaks.

The dance floor represents the good time to be had once the auction is over. The dance floor promises lively entertainment. The dance floor also takes up all of the most valuable real estate in a fundraising auction, pushing bidders further away from the stage. Furthermore, we often see a lot of energy and budget put into the dance floor and DJ/band, only to for the dance floor to be empty.

If you are considering hiring a DJ or a band and building a dance floor into your floor plan, there are some simple steps you can take to make sure it is helping (and not hindering) your cause. The most important thing is to know the culture of your event and lean into that. If you have a wild and partying group of school parents on a Saturday night, odds are they will appreciate the opportunity to dance and party after the auction. But if your event is on a weeknight, features a long program, or your crowd is on the mellower side, you might be wasting time, money, and potential.

Once you have made the decision to have a dance floor at your event, be sure to evaluate the space in advance from the auctioneer’s perspective. During the planning phase, go to your venue, stand on the stage, and have someone hold a paddle up in the very back of the room. If you are having a hard time seeing them, so will your auctioneer.

One solution is to bring the auctioneer closer to your crowd. You can do this by adding a runway to your stage, which provides your band with a fun performance space as well. Or you can have a riser (4’x8’ or larger) set in the middle of your dance floor for your auctioneer. The riser can be removed as soon as the auction is over, freeing up the dance floor for the party to come. Be sure to let your AV team know if you are planning to set a riser on the dance floor, so they can adjust sound and lighting if necessary.

Whatever you choose to do, always be collecting data. If a bunch of attendees complain about no music/dancing after the auction one year, add it next time. If you hire music, build a dance floor and only 11 people are dancing – maybe your party isn’t a dance party. Remember what works, and learn from what doesn’t.

Where you hold your fundraising auction is a foundational aspect of your event. Everything from the look and feel of the space, to the catering options and the amenities available help set the tone and expectation for your event.

When an organization announces their event will be held in the ballroom of the Ritz Carlton or the Four Seasons, for example, it immediately communicates a level of expectation. In the San Francisco Bay Area, most events used to be held in hotel ballrooms. But as more and more event spaces outside of hotels have opened, many fundraising auctions have made the leap to a new location.

If you are thinking about moving your event to a new location, do so with intention. Don’t move for the sake of doing something different – even if change is the culture of your event. Event crowds can only handle three major changes in a single event, and changing location is a MAJOR change.

Weigh the costs and benefits of moving carefully. Tour the potential new space, talk to other organizations that have done an event there. Does the space offer all of the same facilities as your previous location? What are the catering options: do you have to use their preferred caterer, or can you bring in your own?

Some event spaces don’t have a built-in kitchen, or permanent bathrooms. Is your caterer equipped to create their own onsite kitchen? Will your crowd mind using portable restrooms? How will the facilities, or lack thereof, impact the timing of your evening?

Location can make an event incredibly memorable, especially if it ties to the mission of your organization. For example, Save the Redwoods League held their San Francisco event in a redwood grove in Golden Gate park. The setting and ambiance resonated with the mission of the organization, reminding patrons of why they were there, every step of the way.

Whenever you decide to change location, remember it represents an opportunity and challenge at the same time. Maximize opportunity for freshness, but do not forget to address the potential challenges, such as:

 -          Is there parking?

-          Is there space for registration/check-out?

-          What happens if it rains?

-          Is it the proper size for your crowd? If the room is much larger than your crowd size, how will the room feel?

-          How will the location impact timing for my crowd?

o   If your crowd is notorious for being fashionably late, doing your event on a boat, that has a fixed itinerary, might not work.

-          Are there adequate utilities? Will you need to rent a generator for power?

-          Will your payment processing platform function with the existing internet connectivity?

-          Restrooms! Are there adequate bathrooms? If not, can you get fancy portable restrooms?

And while a location can be memorable, ultimately the location should not be the most memorable aspect of your event. We, as humans, form long-term memories when there is an emotion tied to a moment in time. When planned and implemented properly, the feeling people had when you engaged them with your mission and empowered them to make a difference in the world should be the most memorable aspect of your event.

Buy-in parties remain popular and profitable, and this year’s top 10 includes just one shining example. I have always been a huge proponent of the “instant gratification introductory lot,” as well as the collection of restaurants for a “year of dining.” This year, two organizations took both of those ideas to new levels.

The top trend of 2024 was the success of organization-related or organization-specific auction lots. Many organizations created extremely exciting and successful auction lots by utilizing opportunities or relationships from within. These organization-specific lots achieved multiple goals: they effectively communicated the message of the organization, gave donors the opportunity to remain engaged with the organization through redemption of the auction lot, and often were extremely profitable. Organization-specific lots provide a great example when creating your own lots. Not every organization can get a private plane donated for a trip to New Orleans, but most organizations have an experience in-house that could be utilized in their fundraising auction (contact me to brainstorm!).

As always, this list utilizes my arbitrary definition of what makes for an exciting auction lot. “Exciting” is about a lot’s uniqueness, creativity, and the buzz the lot generated at the event. Sale price is a factor, but more important is the number of people who bid on a particular lot.

Our first example took the concept of the “introductory, instant gratification lot” and expanded it. I am a champion of low-cost/highly desirable warm-up auction lots to engage the crowd and build momentum. If you have a DJ or band, including them as part of the opener is an easy ask:

Bubbles, Beats and Sweets

Once again, we are going to kick off this auction in style, with a party at your table, and your shot to start the dance party off with the perfect song! Start with some instant gratification: a bottle of sparkling wine chilled and ready to be served to your table as soon as you are ready. Paired with it is a selection of chocolates from Jesus Chavez and Linda Sanchez’s Casa De Chocolates, where they blend the essence of Mesoamerican chocolate traditions with modern, creative flavor pairings.

As if that weren’t enough fun, DJ Sami of the Heart of Gold DJs is here to rock the party. Sami’s been with Heart of Gold for a decade and they are going to let you pick the first song of their set!

How will you kick off the evening? So. Much. Pressure.

Opening Bid: $250                                                                                            Value: $500

A Year of Michelin Star Dining

Experience the pinnacle of culinary excellence with our exclusive live auction item: a year of Michelin-starred dining in the Bay Area. Indulge in the finest epicurean experiences with dinner for two at 12 prestigious restaurants, each adorned with coveted Michelin stars.

Your journey begins at Acquerello, where Italian elegance meets innovative flavors in a two-star setting. From there, venture to Angler for sustainable seafood and wood-fired delights. Gary Danko awaits, promising culinary mastery and impeccable service in an esteemed Michelin-starred atmosphere.

Continue your culinary adventure at Lazy Bear, where two-star communal dining meets avant-garde cuisine. Madcap invites you to savor inventive dishes in a setting that celebrates culinary artistry in Marin County. At Mister Jiu’s, modern Chinese cuisine takes center stage, offering a fusion of bold flavors and innovative creations.

Nari beckons with inventive Thai dishes, while San Ho Won showcases the art of Korean barbecue. SingleThread transports you to the bountiful fields of Sonoma County with a three-star farm-to-table tasting menu. Sorrel celebrates Northern California cuisine with rustic elegance and modern flair.

State Bird Provisions invites you to enjoy small plates bursting with flavor in a lively setting. Conclude your culinary odyssey at The Village Pub, where classic American fare meets contemporary sophistication in lush Woodside.

Bid for a chance to embark on this extraordinary culinary journey, where each meal promises to tantalize your taste buds and leave you craving more. Don't miss out on the opportunity to indulge in a year of Michelin-starred dining excellence in the Bay Area.

Opening Bid: $6,000                                                                                        Value: $7,500

 [“A Year of Fine Dining” or “Date Night for a Year” is always a popular auction lot and a great way to utilize restaurant gift certificates that would otherwise be spread out across the silent auction. This organization took that idea to a new level and gave their board an easy way to contribute to the auction.]

Animated Star of the Screen

Is the allure of the big screen and Hollywood lights calling your name? Capture your moment of entertainment fame and be a small part of an important animated film based on the novel “Tangles.” The movie tells the story of a daughter coming home to her oddball family to care for her mother living with Alzheimer’s disease.

 The winning bidder will be able to see their likeness transformed into a captivating animated character in a movie produced by Monarch Media. The film is currently in production and the talented team of artists and character designers are prepared to capture every nuance of your likeness for the viewing audience to enjoy. Your “avatar” will be as unique and vibrant as you are. And the piece de resistance is that your name will be listed in the movie credits and on IMDb!   

Opening Bid: $2,000                                                                                       

[This lot was sold at an Alzheimer’s Association event, offering an incredibly unique opportunity that also tied directly to the mission of the organization.]

Honorary Little Wishes Coordinator for a Day!

You will step inside the hospital with us and be a Little Wishes Coordinator for a day at LPCH-Stanford. As our special guest, you will lead activities in the hospital playroom located on the oncology floor, accompanied by Child Life Specialists showing you how our little patients escape into the Land of Play.

Opening Bid: $500
Final Sale Price: $12,000

[During the cocktail hour at this event, I chatted with the donor who purchased this lot the year before. They said it was a phenomenal experience, one of their most memorable moments of the year. They loved it so much, that they were one of the high bidders again, purchasing the lot two years in a row.]

An Evening with LANDO and Friends, “Part Deux”!

You are invited to join us for the “part feux” of an incredible and memorable evening of wine, food, and music. If you heard about how fantastic this evening was this past April, you know you don’t want to miss our second act. This unique lot is a culmination of Sam Lando’s friendships. Each participating winery is good friends with Sam Lando, and coincidentally, they produce some of the best wines in their categories (Cabernets, Chardonnays, Pinot Noirs, and Rhone varieties).

So let’s set the stage…

You and your guest will arrive at Back Forty’s tasting room decked out for a party. First, the crew will enjoy an extensive tasting with our fabulous featured winery partners. After the tasting, you will certainly be looking for some delicious food and Lando and friends will deliver! Our winemakers (and their wines) will join the guests for a seated meal where local chefs will delight the winning bidders with a wine country-inspired menu.

You may say, “All that is missing is some live music”, and we’ll say that we’ve got you more than covered! To cap off this fabulous evening, three songwriters will take to the stage while you are enjoying dinner and copious amounts of awesome wine for an intimate acoustic set.. This is going to be one for the ages!

Bid high for this incredible experience that will wow your senses!!

35 Couples: $3,000/Couple!

[This buy-in lot highlights the power of buy-ins: offering bidders a unique experience worthy of sharing with a large group, at a price that is well below the average of the auction, without sacrificing the total amount raised by this auction lot (35 x $3,000 = $105,000).]

Rock & Hammer Rarities: Pinot Noir Lot

With five NBA championship victories as Head Coach of the San Antonio Spurs and the most wins by an NBA coach ever, Gregg Popovich knows that putting in the daily work is essential to long-term success.

That’s the story behind Rock & Hammer Pinot Noir, the wine created by Coach Popovich and Rex Hill Winery, one of the pioneers of Oregon Pinot. Growing Pinot Noir is exceptionally difficult. Making wine from this fastidious grape requires intense dedication. A lover and collector of fine wine, Coach Popovich has worked with the Rex Hill Winery since 2005 to fashion the very best expression that Oregon can produce.

With this lot, you’ll receive every vintage produced by Rock & Hammer, beginning with their very first from 2005. These wines have never been available commercially, having been offered solely as part of Coach Popovich’s charitable endeavors. To our knowledge, a complete collection of these wines has never been offered — until now. In fact, this lot is so rare that it warranted a scoop on ESPN.com from sportswriter Baxter Holmes.

Includes:

• Rock & Hammer Pinot Noir: 2005-2017, 2019 (several signed by Gregg Popovich)

• Four seats to a San Antonio Spurs game from Coach Popovich’s allocation, on a mutually agreed date.

Donor: Gregg Popovich and Mike & Nancy T

[The uniqueness of this lot, coupled with the celebrity of Gregg Popovich resulted in coverage for this lot by ESPN sportswriter Baxter Holmes before the event took place.]

Opening Bid: $12,000                                                                     Value: $24,000

First Call to Kids Camp

Get first dibs for your kids this High Desert Museum Kids Camp season! Secure exclusive early access to registration for the 2024/25 Kids Camp series and get a coveted sneak peek of the Winter 2024, Spring 2025, and Summer 2025 camp dates and themes a full week before they’re released to the public. The High Desert Museum offers a unique, immersive learning environment where your kiddos can engage in hands-on discovery and exploration, making these camps highly sought after and quickly filled due to their exceptional, enriching experiences.

Don’t miss this chance to ensure your child’s spot in these popular programs, offering unforgettable educational adventures at one of the region’s most cherished institutions. Does not include camp fees, cannot exceed three spots simultaneously, and must be in one household.

Opening Bid: $500                                                                                            Value: $2,000

[Another great example of a very organization-specific lot, this package did not include the actual classes. It was only for the ability to be first in line, and any parent who has ever tried to sign their kids up for camp knows how challenging getting into camp can be.]

Six Bottles of 1989 in Honor of the 35th Anniversary of vinNEBRASKA and 40th of Stephen Center

From the wine cellar of vinNEBRASKA Board president Mark G comes a commemorative half-case of fine wine from ’89. Celebrating 40 years of the Stephen Center and 35 years of Vin Nebraska, you get six bottles of red that have held up well:

·         ’89 ZD Wines Napa Vally Pinot

·         ’89 Beringer Private Reserve Cabernet

·         ’89 Peju Napa Valley Cabernet

·         ’89 Silver Oak Alexander Valley Cabernet

·         ’89 Chante Cigale Chateauneuf-du-Pape

·         ’89 Rioja Vega Crianza

All housed in a custom made vinNEBRASKA wine box made by a local artisan so you can display these bottles proudly!

Opening Bid: $250                                                                                           Value: $500

[Milestones make for good auction lots, and this well-aged collection of wine from the year this wine auction was founded proves it doesn’t have to be a huge lot to be exciting.]

Bloom & Brunch: Flower Arranging Class

Twelve people enjoy the opportunity to learn the fine art of arranging flowers with our very own auction chair, Meredith J. Make your way to Amber J.’s house, where you’ll be welcomed on to her lovely deck with a mimosa. Then Meredith will give you a hands-on demonstration of the fine art of crafting bouquets.

From flower finding to color matching and stem trimming, Meredith will teach you all the ins and outs of creating colorful bouquets. For an example of her handiwork, look no further than your centerpiece tonight: Meredith created and donated all of them!

After learning how to create fantastic floral arrangements, you’ll enjoy brunch prepared with fresh eggs from Amber Jo’s “surviving chickens” – it’s a long story, we don’t have time for it now – and paired with more fun and bubbly!

Opening Bid: $1,200                                                                                        Value: $2,200

[The auction chair also created all of the centerpieces for this gala. This auction lot was a double-whammy: it emphasized her popularity as auction chair, and it exemplified her abilities as a florist. Once the lot was over, we then gave away all of the floral centerpieces on each table.]

Southern Sky Ease to the Big Easy for Frank and Pardis Gras!

Come fly with Southern Sky to New Orleans where old spirits fly! Feasting, sipping, snacking and more – with jazz, historic sights, so much to adore!

It’s the trip you’ve always dreamed of but never imagined would ever even be a possibility… much less come true! Four (4) of you are headed to New Orleans for 3 deliciously action-packed days (and 2 colorful nights). Best part? You’ll be doing all of this in the company of Birmingham’s favorite hosts: Pardis and Frank Stitt!

Friday: You’ll fly conveniently and comfortably on a Cessna Citation XLS private jet courtesy of Southern Sky Aviation. A quick stop at the Four Seasons to drop bags, then off to lunch at the legendary Galatoire’s, a Stitt favorite! At Galatoire’s, where lunch is grand, a second line rolls through, brass band in hand!

After lunch you’ll make your way to the Bywater for an afternoon with Patrick Dunne, renowned culinary historian and antiques dealer. At his shoppe, Lucullus, you’ll have exclusive access to his expertly-curated collection of 19th century silverware and French crystal glasses. But what good is crystal without Champagne and a good story or two?

Dunne will captivate you with his tales of wit and wonder, sharing the fascinating histories behind the treasures you explore while you sip and shop. (Bring an empty bag: leaving empty-handed is hazardous!) You’ll build quite the appetite, too…

So it’s off to dinner at Herbsaint to enjoy Donald Link’s refined Southern flavors with a French twist. A James Beard winner, Link’s dishes strike the perfect balance of comfort and creativity – just what you’ll need to recharge. And since no day in NOLA is complete without a nightcap, wrap up with a drink or two at Cane & Able.

Saturday: Sleep in! Enjoy a leisurely morning along the river, stroll through the sleepy quarter, or indulge in one of the spa services offered at the Four Seasons.

Lunch at Peche, an upbeat, artsy, upscale lunch spot before indulging in an afternoon of culture, wine and live music at Bacchanal, NOLA’s most beloved and lively backyard party. Laissez les bon temps rouler right on into dinner at N7, one of Bon Appetit’s “Best New Restaurants of 2016.”

After dinner, you’ll head to Tipitina’s or Preservation Hall. The night is still young; let the jazz cast its call!

Sunday: Those Stitt’s just won’t quit. It’s off to brunch at Brennen’s! Fill up on Eggs Hussarde and Bananas Foster before your guided walking tour of the historic Garden District.

With feasting, music, and stories to share, this New Orleans trip is beyond compare.

Opening Bid: $25,000

[This lot has it all: access, relationship, travel. The Stitts are some of the most popular restauranteurs in Birmingham, and the opportunity to go to New Orleans with them was all kinds of exciting.]

Lindsay and Michael Tusk: Quince Come in Your Home

Indulge in a culinary masterpiece as Chef Michael Tusk brings the refined elegance of Three-Star Michelin cuisine from Quince to your home. With a lifelong passion for the culinary arts, Chef Tusk offers you an unparalleled dining experience, showcasing exceptional ingredients at their purest in the comfort of your own home.

Prepare for an extraordinary evening as Chef Tusk weaves together contemporary flavors with hand-selected, exceptional ingredients, creating a personalized menu tailored exclusively for your party of eight. Every dish is a testament to Chef Tusk's dedication to sourcing locally and seasonally, with ingredients carefully curated from Quince's network of Northern California purveyors, including their own farm.

To complement this culinary journey, Lindsay and Michael will personally curate a selection of wines from their cellar, perfectly paired with each course, enhancing the flavors and ensuring an unforgettable dining experience for you and your guests.

Mutually agreed upon date.

Value: $2,000, Private Chef Experience — Priceless

[Dining and entertainment is always a popular category, and having two well-known chefs come to your house for a gourmet, wine-paired feast is the pinnacle of this type of auction lot. But if you can’t get Michelin-starred, well-known chefs, lean into the people to whom you do have access: your committee, your board, or popular members of your auction community.]

Full Orthodontic Treatment from Image Orthodontics

From Dr. Yan Kalika and Image Orthodontics: our 45th Season Corporate Sponsor, comes the ultimate auction lot: a winning smile! Dr. Yan will give you or your loved one the perfect smile.

And we’re not trying to say that you don’t already have a beautiful smile, or that you haven’t passed on great looking teeth to your kids. We’re just saying Dr. Yan is that good. Whether you’ve been meaning to touch up some long-forgotten needs, or your child is having some growing pains of the mouth, Dr. Yan will lend new meaning to “winning smile” with this full orthodontic treatment! Everything you need from start to finish (but you’ll still have to brush and floss yourself).

Opening Bid: $2,000                                                                           Value: $6,500

[This final example is here to underscore how important it is to know your community and offer auction lots that are enticing to them. The San Francisco Girls Chorus auction is supported primarily by parents of middle-school-aged children: a prime demographic for orthodontia. This lot was the most bid on, most exciting lot of the auction, with three sets of parents going back and forth to get a tax write-off on their kid’s braces.]

The most immediate benefit of underbid recording is the most obvious: it tells you who came in second on every auction lot. There are many situations where this data point is extremely valuable, but the most useful is when your winning bidder decides not to honor their bid. If this happens in the moment, immediately after the auctioneer says sold, it is usually possible to go back to the second place bidder and secure their bid.

But if the winning bidder decides not to honor their bid later in the evening, or even days later, we usually have few positive options. Having a list of second (and third, and fourth) place bidders makes this situation much more navigable.

Knowing who came in second is also very valuable when a donor tells us after the fact that they would be willing to donate and sell a second version of their auction lot. We’ve had many donors come up to us well after their lot sold and offer a second one – and without underbid recording we are forced to re-open the lot, or attempt to sell the lot another way.

We often base our opinion of an auction lot on how much it sold for, believing that the higher the sale price, the more popular the lot. At one auction, underbid recording revealed that the highest selling lot only had two extremely motivated bidders. Another lot, that sold for less, had the most active bidders of any lot of the auction. Which would you say was more popular?

Underbid recording also gives insight into your attendees’ behavior in a way that can help shape your event. One organization we work with was initially upset with a board member who sponsored a table for $10,000 but made no purchases in the live auction. They were considering moving the board member’s table from the front of the room to the very back. The underbid report revealed that while this board member did not purchase auction items, their participation in the auction had an extremely positive impact. The board member was an active bidder on multiple auction items, driving the price on each up and helping generate over $10,000 in revenue by participating in the auction. Their table stayed near the front following year.

Underbid reports also give you the ability to track bids by table, to see which table hosts bring the most active guests (or which sponsors need to recalibrate their invitation list), to find correlations between bidder behavior in the live auction and donor behavior in the fund-a-need, and more.

Capturing every bid in an auction is not an easy task. Whenever possible, get a professional to do it. An experienced pro like Beth Sandefur will be able to capture the majority of each lot’s initial bids, all of the final bids, and provide a detailed breakdown of the data post-event. Expectations for a volunteer are more focused on making sure we have the last three or four bidders. However you opt to do it, underbid recording is an incredibly valuable tool that you should be utilizing as part of your fundraising strategy.

Held at The Pearl in San Francisco, more than 200 attendees helped raise over $200,000 to support PRC’s life-changing services! Watch below to see Jonathan motivate the crowd to bid in PRC’s live auction on trips to Portugal and Puerto Vallarta, a year of dining at some of San Francisco’s finest restaurants, and a framed and signed Golden State Warriors championship poster.

Jonathan is currently available to help your non-profit organization achieve its fundraising goals. Contact Stellar Fundraising auctions: 415-682-4224, Info@stellarsf.com

We have seen some incredible décor over the years. For example, every February, the Boys and Girls Club of Sonoma Valley transforms their gymnasium into a spectacular setting for a high-end gala, utilizing a combination of drape and lighting. Looking at photos of the event, you would never guess it was in a gym. But you never have to look too far to remember where you are, and why you are there.

Save the Redwoods League consistently does an amazing job of utilizing décor to communicate their mission at their galas. Whether it is in a tent on Union Square or a boxy warehouse space in the Presidio, they always manage to create a mood that feels connected to the forest, through lights, visuals, and use of live plants and trees.

Décor doesn’t have to be over-the-top to serve a valuable purpose. We’ve seen many events utilize retractable banner stands to communicate their mission and message and empower attendees to get in the frame of mind of supporting the cause.

The one place we’ve seen décor go most awry is at the tables, specifically, in the center of them. Centerpieces have the potential to become a massive hindrance for us as auctioneers. Tall centerpieces can make it hard to see bidders, and actively hinder our ability to do our jobs. It can not be overstated: Tall centerpieces make it harder for us to see the crowd and for the crowd to see us onstage. It creates a sense of separation in the room – in a bad way.

We won’t play at being arbiters of taste, but we will say that when planning your décor, do it with intention. If the goal is to create an atmosphere of giving, how can the décor help serve that purpose? If the theme is important to your crowd, how can you meet their expectations while staying true to the fundraising?

Lighting is a cost-effective method of transforming a space, and lighting can also be used to change mood during an event. Remote-controlled, battery-powered LED lights can change color with the click of a button and be synchronized to do so throughout the room at the same time. Changing the color of the lights washing the stage between speakers can make for dramatic entrances and exits, and help to focus the crowd’s attention.

Be creative. Utilize modern technology. Make your event memorable and profitable. The one thing you should not do is create centerpieces that block sightlines. Seriously.

As we shake the sand out of our beach towels and put down the trashy page-turners, here are some keys for getting back in the classroom.

Know Your Crowd

Whatever your crowd’s tendencies, you need to acknowledge them and work with them, not against them. School events tend to have some of the hardest-partying crowds in the world of fundraising auctions. Parents of young children don’t get to spend a lot of time hanging out without their kids, so they treat their gala like a once-a-year chance to really cut loose. But they aren’t the only crowds that like to party hard, and we’ve seen plenty of other examples across organization types.

If your crowd leans in to having a good time, keep your program short, entertaining, and impactful. Create auction lots that celebrate and leverage your crowd’s tendencies. And be extremely strategic in the run of show and timing of your event as a whole. A heavy drinking crowd does not do well with a late-running auction.

Offer Something for Everybody

Auctions, by definition, are not egalitarian, but we can make them feel that way by offering auction lots, games, or even night-of experiences for everyone in the room. On our podcast, Michelle Holman of Greater Giving discussed a buy-in party for kids that had a price of $40 / kid and has underwriters to ensure that every kid in the grade got to attend. Other options include inexpensive or even free games, auction bingo, and the like.

Where Appropriate, Utilize Buy-In Lots

Buy-in parties, also known as sign-ups or count-me-ins, are an integral part of the fundraising auction world. They succeed at most every type of fundraising auction we do, but especially schools where there is built-in community. Buy-ins can be sold in the live or silent auctions, and run the gamut from fun and silly to incredibly sophisticated and gourmet. [Click here for some ideas on creative buy-in lots.]

You can have multiple buy-in parties in a single auction, as long as they offer a variety of experiences and target a variety of your crowd. In a school event, for example, it is advisable to have some buy-ins for the parents, and some for the students; to have some that are hard-partying, and others that are more mellow or even educational.

Create a Sense of Tradition

Audiences like having something familiar to look forward to every year. Whether it is a particular auction lot, experience, or even auctioneer! Foster traditions at your event and encourage your crowd to embrace them.

Designate a Single Point Person

Make sure one person on your event team is the go-to person in the event of an emergency. Tell volunteers and other staff to let this person know if there is an emergency. Have this person in a visible, accessible place throughout the event so they can be found if need be.

Have a Plan in Place

Equip your Emergency Response Person with a plan, and make sure they have the tools to carry it out. Make sure they have the direct line for local emergency response professionals readily at hand, and that they have adequate cell phone coverage to make the call. It doesn’t have to be a complicated plan, and can be as simple as: “If someone is choking on their food, call 911 immediately.”

If you are doing your event in a hotel ballroom or professional event space, find out who their emergency response team is and how to reach them. For example, the Palace Hotel in downtown San Francisco has a medical response team on duty 24/7, and respond immediately to emergencies in their ballroom – but only if someone lets them know.

Do Not Panic

Stay calm, keep your crowd calm, freaking out will only make the situation worse.

Act Quickly

Do not hope the situation will resolve itself and do not worry about the optics of what this will look like for your event or organization. If it is a life-or-death situation, every second counts. It is better to over-respond decisively than to fatally under-respond.

Give People Suffering an Emergency Some Space

If someone is experiencing an emergency at your event, do your best to give them space and privacy. Call as little attention as necessary to the emergency. Direct the audience’s attention elsewhere, and encourage the crowd to focus away from the emergency.

Be Prepared to Adapt

Depending on the severity of the emergency, you may have to radically change the course of your event. Engage your crowd honestly, and with respect, and they will help you achieve the most positive outcome possible.  

How do these auctions achieve such success?

They start with a vision of where they want to take their event. From there, they develop very specific goals and formulate strategies for achieving them.

“Raise more money in the fund-a-need” is a goal that most events would love to achieve, but alone it lacks direction. Starting with a vision of “engage our crowd on a deeper emotional level so they feel more connected to our mission” leads towards the goal of raising more in the fund-a-need.

Be willing to take risks. We’re not advocating risk for the sake of risk, but you are never going to make a quantum leap by embracing the status quo. It can be a large risk, like changing venues, or a smaller risk, like changing the flow of your program or embracing a new theme for your event. Any risk you take should be in service Identify a way to achieve your goal.

Embrace change and get your audience to buy-in to it by communicating with your crowd in advance to manage their expectations. Engage directly with key supporters to get them to commit to your vision, then reach out to your larger audience with their support. Fundraising is a conversation that takes place year-round, and your closest supporters should always feel like they have a stake in your event.

Train the crowd to embrace this new status quo and establish The Way for subsequent events. Momentum in a fundraising auction is a fascinating thing, and crowds have a way of remembering how an event was the year before. Highlight your successes in post-event communication, and carry that momentum forward to next year.

Finally, believe that you can grow. Your faith and optimism will inspire your committee, your board and ultimately your crowd to help you make your own quantum leap.

Here are some tips for avoiding unnecessary competition and dealing with unplanned competition:

Check the Social Calendar
If your event is moving to a new date, it is always wise to check the social calendar before you settle on a new date. Every city has a list of non-profit events (here in San Francisco the Nob Hill Gazette is a great resource). And if nine- to twelve-months in advance is too far out for a full listing of events, you can always look at the previous year’s calendar for your date to see what events exist around then.

Network with Similar Charities in Your Region
Establish relationships with the organizations who are in your same space, or who have crossover in your donor base. There are many great resources networking with other charitable organizations – Facebook groups, email lists, etc. Find out where your regional charitable peers participate and join them. We work with many organizations that actively seek to coordinate their events so as not to compete with each other.

Message and Engage Your Donors
If you do find your event is in direct competition with another fundraiser that will impact your donor base, be proactive. Reach out to your big donors directly, encourage them to come to your event. If they are not coming, see if you can secure a donation from them to be used at your gala in their absence. We love proxy bids on auction items and gifts of all shapes and sizes for the fund-a-need.

Keep an Eye on the Sports Calendar
If you have any rabid sports fans in your donor base, you need to keep an eye on the relevant sports calendars. Here in the Bay Area we have been lucky enough to often have one or more professional sports teams in the hunt for a championship going back at least 20 years.

Playoff schedules get announced a few weeks before the games, so sometimes it is impossible to avoid competing with a major sporting event. When that happens, make a plan that works for you and the culture of your event. We can’t always recommend setting up screens and watching a playoff game as part of your gala, but we’ve done it.

Reach out directly to your donors who are sports fans and find out if sports are going to impact their participation in your extremely important fundraising. Offer them solutions such as, “we won’t announce any scores during the event so you can DVR it.” Always, always, always offer the opportunity to make donations or bids in absentia.

There are no easy solutions for what to do once someone is already onstage, rambling on about their product, personal pet peeves, or other random tidbits. But there are a number of steps you can take in advance of your event to try and prevent any sort of auction takeover.

Set Clear Expectations

Tell each speaker how long they have for their speech before they start writing it. As a general rule, very few speeches need to be longer than three to five minutes.

Review All Scripts

It is reasonable to ask speakers to prepare for their time onstage by writing up their remarks in advance. It is also reasonable to ask to see that script in advance.  If someone’s script is too long, or off-message, seeing it beforehand gives you the opportunity to discuss that with them while there is still time to make edits and adjustments. There is little time to course-correct the night-of your event.

Designate a Stage Manager

Someone needs to be able to play the “bad cop” if need be, but it is also useful to have someone who is in charge of getting speakers on (and possibly off) the stage. From a show-flow standpoint, it is a waste of the audience’s time if the emcee introduces the next speaker, and that speaker is still seated at their table. Then the whole crowd has to wait while the speaker gets up to make their way through the tables to the stage.

Far better is to have a stage manager who ensures every speaker is at the stage, ready to go on when they are introduced, and encourage them to leave the stage if they speak for too long.

Have a Plan in Place

What do you do if a speaker goes on too long? Or launches in to an inappropriate tirade? How do you handle the worst-case scenario? At what point do you turn off a speaker’s microphone? (We’ve seen it happen!)

Create a plan and empower your stage manager to implement it. Hopefully none of those worst-case scenarios come to pass. But if you don’t have a plan in place, you’ll be scrambling to figure out what to do, instead of reacting immediately and decisively.