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Auctions

Sold... to the highest bidder! Auctions can be a great way to involve a lot of people and raise money and awareness for SickKids Foundation. There are so many different things that can be auctioned. Products/services are donated and auctioned (sold) to the highest bidder. This can be done in a live auction (with an auctioneer announcing the bids), silent auction (bids are written on a sheet) or online auction (at a secure internet site).

What are Some Ideas for an Auction?

Donated goods, furniture, hand made goods, services, catered meals, trips, signed merchandise, unique experiences, gift baskets, restaurant gift certificates, movie passes

What is Great About an Auction?

There are usually a lot of materials to promote SickKids and involve sponsors
It can be a fun and exciting event
There is opportunity for great fundraising as goods are donated and bidding can go high
It involves more people as goods/services can be donated, not just auction bids
Donors (buyers) get something for their contribution

What can be Challenging about Organizing an Auction?

You cannot guarantee the quality or working condition of goods
It requires knowledge and value of the products and any restrictions/blackout periods
The program book (list and description of the items) takes a lot of effort and may be expensive to produce
It takes a long time to secure donations of goods
It requires arranging storage, insurance and security for goods donated
It requires a significant sized venue
It is an event that requires many people, volunteers, logistics, time, set up, etc
Tax receipting issues can be complicated. Talk to your development coordinator about your tax receipting issues

How Long Does It Take to Organize an Auction?

At least six months, many auctions are planned a year or more in advance.
You may need to book your venue up to a year in advance - popular places book up quickly!

Planning Considerations to Make It a Great Auction!

If this is a first time event, consider starting small - e.g., number, type or value of goods
Get all items donated
Seek sponsors and advertisers to cover costs of printing programs
Seek out unique and/or celebrity signed items for higher bids
Get an experienced auctioneer
Consider the variety of ways a buyer might want to pay, e.g., cheques, credit cards
Try to have people who have experience with auctions on your planning committee
You need dedicated committee members as there is a lot of work involved
Consider transportation needs of goods to venue and to buyers
Make sure goods and desired bids are matched realistically to participants who are attending the event and their ability to purchase
Tax receipting issues can be complicated. Talk to your development coordinator about your tax receipting issues and have a clear understanding of what you can/cannot offer to donors in the way of tax receipts

Tips for Setting Up, Running and Cashing-Out an Auction:

Setting Up an Auction

Set a deadline for having all auction items collected to ensure that you do have them for your event
Spread out the auction item display as much as possible so that there is a lot of viewing and moving around space. Some people will stand by a desired item the whole time so you want to be sure there is room for others as well
For items that there is not something specific to view, create something to look at, e.g. a poster sized version of a gift certificate, a poster sized description of a service, etc
Give each item a folder or clipboard with a bid sheet. The bid sheet should include: the name of the item, the lot number, a brief description, indication of minimum bid, indication of $ minimum increase for bids, and closing time for bids. It should also include a grid with name, phone number, table number and bid for participants to write their information in
Include in written descriptions any limitations, e.g. for a cell phone "does not include service" or "buyer is responsible for service"
Include in written descriptions any time limits or restrictions, e.g. "gift certificates must be used within six months", or "hotel stay must be by a specific date"
Have volunteers assigned to a group of items to answer questions, monitor bidding, etc.

Running an Auction

Make announcements that count down how much time is left to make a bid
Consider having staggered closing times for groups of items so that if someone does not get an item, they have time to bid on another item
Have volunteers available to answer questions, ensure security of items and monitor that bidding is following the rules
When closing time is announced, have a volunteer gather bid sheets immediately

Cashing-Out after the Auction

Have several people available at the cashing out table. Cashing out can be divided up by lot numbers
Consider, in advance, all ways that you will allow people to pay, e.g., cash or cheques and be sure you have briefed those at the cashing out table how to receive and track each type of payment
Have a cash float available if you are accepting cash payments
Decide, in advance whether you will deliver auction items to people. Can you store large items while people make pick up arrangements?