As mentioned previously, levering volunteers effectively depends first on recruiting and directing volunteers, and—just as importantly—on keeping those volunteers energized and committed. Here are some tips to reduce volunteer stress and improve volunteer retention.
1. Keep things fun. When a cycle of excitement starts taking effect it feeds on itself and you will get quality volunteers.. The reverse is true when people start getting burnt out and jumping ship. Make sure to schedule a volunteer appreciation party NOW for a date after the auction.
2. Use the auction planning guide and stick to it to smooth out the work and avoid unexpected tasks and crisis management.
3. Look over your past auction results. Don’t go after any silent auction items with less than a 50% yield or live auction items with less than a 65% yield as this is wasted effort with little return. Have a maximum of 1 auction item for every 2 guests.
4. Incomplete data on the acquisition forms. Usually missing values which are required by the IRS. Have a common place to receive these forms and an assigned person to pick these up and review them regularly and get the missing info. Otherwise the person preparing the catalog has incomplete data to deal with…poor descriptions etc. Keep the data clean and regularly input into Maximum Benefit Auctions’ excel spreadsheet. Don’t wait to the last minute to input data.
5. Assign tracking number to each item that comes in and physically affix those numbers on the items. This is different from the auction item number that will be assigned later.
6. Break silent auction sections into 3 categories based upon value. (These sections will be designated by color balloons at the event…i.e. red area = red balloons, green area = green balloons, etc) Do NOT break down the categories based upon types of merchandise. This is a waste of time and effort resulting in reduced proceeds.
7. Spend most of your catalog space on your live auction items. No fancy names and detailed descriptions are needed for the silent auction areas. Just a listing by
8. Assign only one bidder number per couple. When selling tickets get the guests’ information: name and address, phone number so that bidder packets can easily be prepared and ready for arriving guests. Maximum Benefit Auctions provide bidder cards and registration forms.
9. Keep decorations simple. Prepare silent auction tables in this manner. Lay down table clothe, place bid forms 1 foot apart, lay down the display items relevant to each silent auction item, lay down pens … lastly …. Decorate. If needed.
10. Close all silent auction sections before the live auction starts. Do not do the fund-an-item any later than ~ 2/3rd of the way through the live auction. Have live auction runners that are on the ball and getting the forms to the auction cashiers right after each item is sold.
11. Do NOT allow people to pay or pick-up their items until the live auction is over. This is the general policy … of course exceptions can be made but this is critical or else your payment / pick-up process can be a disaster.
12. Use Auctionpay event payment terminals
13. Use good signage Registration, Items pick-up, cashiering.
Good luck,
Maximum Benefit Auctions
Maximum Giving - Maximum Fun!
