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I need some advice on obtaining items for a silent auction that will be held at a law school. (self.nonprofit)

submitted ago by greatredditusername

So the auction is for the Public Interest Law Alliance. It is a really great organization that raises scholarship money for students who take unpaid public service positions over the summer. We focus heavily on domestic violence advocacy, and elder law.

Anyway - alumni and members of the public are welcome, but the audience will mainly be law students. I have been soliciting local businesses and getting gift cards for restaurants and services like manicure/massage. I would like to auction off some actual items, but don't know where to start.

Help?

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[–]theplayerpiano 1 point2 points ago

I have done administration for two large auctions, and have chaired a medium-sized auction for the past 3 years. Here are some simple rules.

  1. Go local - Local restaurants and businesses are able to give you a direct yes or no, without having to go through a corporate entity. Personally, I eat at all local restaurants and have developed great relationships that make asking for items (even big asks, like renting the entire restaurant) very easy. Local businesses value opportunities like this since they don't have large advertising budgets but a lot of inventory that they need to turn over.

  2. Be prepared - make sure you bring materials with you including a donation sheet. Information about the event and your organization are great when introducing yourself. Make sure that the donor is aware of the tax deduction (IMPORTANT: artists can only deduct the cost of the supplies to create the work). Get the Fair Market Value, note if you need to create the gift certificate, etc. If it is a large ask, make sure you have a way to advertising or recognizing the donor for their gift.

If you are going for smaller items, I would try and find something interesting besides gift certificates. Jewelry stores may have some simple earrings, bracelets, or rings and antique stores are bound to have something that will take up space. Think about the physical appearance of the room on auction night - you are going to want the displays to be appealing!

Some of my more successful items have been - handmade drums, a handmade hula hoop paired with 6 hooping classes, original artwork & sculptures, specialty liquor, rental of a hotel's entertainment room and bar for watching a sports event, and quirky antiques.

[–]greatredditusername[S] 0 points1 point ago

Thank you! I'm sorry it took me so long to respond. This is very helpful, and after reading just got the idea to make a mini "auction room" in my (large) basement so that everything can go where/how it belongs. I think interesting smaller items are key! Thank you so much for specific examples!

[–]greatredditusername[S] 0 points1 point ago

I mean using the basement as a practice set up area - not a place to host the event!

[–]perpetualstroll 1 point2 points ago

To clarify, are you looking for help on how to conduct the auction? Or how to get the items? Or the best way to sell the items?

[–]greatredditusername[S] 0 points1 point ago

I'm sorry - I really should have been a lot more specific. I am the most interested in: (1) how and where to get actual items rather than gift cards; and (2) suggestions on the type of items to focus on.

The auction is taking place in a law school during a school day. Money is tight for a lot of the students, and the larger items (hopefully we will have some) will be raffled off at the end of the auction.

I would really appreciate any advice or suggestions.

[–]perpetualstroll 1 point2 points ago

In my experience, it's a lot easier to get things like tickets / gift certificates to movie theatres and other performances because sometimes there would be empty seats anyway, so it's a cost-effective way to get promotion for a business.

Instead of focusing on getting items, I would flip it around and make sure that you have a really compelling case for the businesses to donate items. Like ensure that you have a solid sponsorship package and that you are going to promote them and everyone is going to know that they donated it. Businesses get hit up all the time for donations, but it'll go a long way if you can help get their name out there. Yes, many of them want to help the community, but small businesses also need to be very strategic about how they spend their marketing dollars, and for some, a donation is part of their marketing.

Consider having a silent auction over several hours as it may give people more of an opportunity to bid on items that may not otherwise be able to make it out. You'll have to determine if you'll raise more money via auction or raffle.

Also consider bundling items, so if you get a manicure/massage gift certificate, find a discount store, get a basket, some cellophane and some moisturizer, and instead of just a gift certificate that people are going to not bid beyond the face value, you have a spa package full of fluffy face towels, nice smelling soaps, and can probably get quite a bit more than just the retail cost of the products. Hope this helps!

[–]greatredditusername[S] 0 points1 point ago

You have no idea how much this helps. It makes me realize that I can pull this off, and we can raise a good amount of money. Everything you said makes sense and somehow addresses the other little things that had been bothering me about the auction.

I am printing a few copies of this out, if you don't mind, for the people I have working with me to collect donations. The focus really should be largely on the businesses, and how we can thank them with "publicity" for lack of a better term.

I really appreciate the response. You're great!

[–]Verifiablyme 1 point2 points ago

When you go in to ask for donations, have everything written on a letterhead as well. That way the manager can review the information later. Also write the organizations tax id # at the bottom. Along with great publicity, they get a ya deductible write off too.

[–]perpetualstroll 0 points1 point ago

Also be really good about following up with thank you letters / cards. This will help ensure future donations, but is also a good way to promote your organization. A Starbucks near my place posts all the thank you letters they get for coffee donations so that people getting sugar/cream can read them.

[–]theplayerpiano 0 points1 point ago

I love that you mentioned bundling items! Adding something tangible is a great way to improve on gift certificates.