Benefit and Fundraiser
Protocol Etiquette Path
* Training - Walt Cade Auctions staff each have specialized training in Fundraising. Walt himself has unsurpassed training and currently holds the distinguished BAS designation from the National Auctioneers Institute. This qualifies him as a leader in the Benefit Auction and Fundraiser community,
* Planning Stage - First off, CALL YOUR AUCTIONEER! Many organizations, are into the "same ole, same ole" do it the same way. Often people use folks that have had a fundraiser before, and thus creating the same format that may or not work in your environment. Let us show you how to raise money without spending a fortune.
* 7 Days Before Auction - You should check in with your Auctioneer, Provide a list of all the Auction items, and make sure any balance is paid to the auctioneer. This is the Auctioneer's time to learn what the items are, learn the donors, learn the details about the items, and sequence the items to make them positioned at the best time during the auction process. There is a very important science at this point to create the best revenue return for your cause. If you do not send the Auctioneer this list, we assume you have nothing of value in your auction or are in need of a cancellation.
* Sound System - A good sound system is the key. We are talking about a high end quality voice/PA system, rather than one that has been used continously by a band or DJ for years and is poor in quality. Please confirm with your DJ that we are looking for voice quality sound equipment. Every band or DJ will tout their system as being the best there is. They must understand we are looking for voice clarity and not booming the building with scratchy noise or deep base that might not show up in their music presentations. Walt Cade Auctions, has state of the art, top of the line sound equipment available. If needed.
* DJ - If you use a DJ, he should avoid playing music anytime during the Auction except as instructed by the Auctioneer. During a live Auction, a DJ should become a professional sound man managing his sound system. No drum rolls, background accent or sounds etc. DJ's are professionals, and very good at what they do. However, they are not known to produce perfect "Voice" sound quality. Before you hire a DJ, talk to your Professional Benefit Auctioneer. We may direct you into some free or money saving ideas.
* Lighting - Lights up! Good lightning! At Auction, have the lights go all the way up! Every area should be well and completely lit so the auctioneer can see. Dark areas by nature will produce poorly in any Auction environment. Guests in numbers alone create excitement amongst others and prompt increased bidding. Therefore we want everyone seen, even if they are not bidding.
* One Room - If you plan on using different areas, balcony, patio, multirooms, please advise the auctioneer, as it may be necessary to have multiple ringmen or spotters. This can affect your guests and their bids, an will require some additional planning.
*Admission - If you plan to charge admission or a "door charge" please contact let us know and how much, Often we will have a press release, and this should be in the information we share. Also it is important for us to know if the auction attendance is free but the event itself has a fee.
* Close All Activities - All activities, games, and functions should be closed during the Auction. We recommend the Silent auction also be closed beofre the live auction begins Meals should have ended or near the end. It's nice to have them enjoying desert during the live Auction. They are full and relaxed and enjoying a nice slow sweet treat during the Auction.
* Liquor - If you serve or make available liquor, Our preference would be for your guests to get a drink and take their seat for the fun, and announce as the bar will be closed during the Auction. Sure it can be said that many would rather drink than sit for the Auction, But when they relax at the table, the crowd is bigger, often more electric, and we all know they cant bid when they are at the bar. Every test has shown there is no gain from having the bar open during Auction. Bar sales have proven to be at their lowest during the live Auction. Not required that you shut the bar down, just a nice way to insure you get the most for your efforts.
* Quiet - It is disrespectful to talk during the Auction. These are your guests, not the Auctioneer's. It would be up to you to speak to guests talking and or disrupting the Auction. You know these folks, the Auctioneer does not. We recommend you designate someone to check in with any guests that create distraction. This will affect the results. This is YOUR organization's money, let's get you a maximum yield.
* Unruly Guests - During the Auction, your committee should not allow anyone to "Take the microphone" from the Auctioneer. Especially an intoxicated one. This disrupts the flow of the auction, and causes a weakness in the bidding process. You will find your bidders/guests will distract from the Auction and your cause to dwell on this person's topic(s) and or actions. Unless the person is included in the program, they should not have the floor. Please have a committee member or organizer deal with it.
* MC - Do you need an MC? If you have to pay for an MC, have you considered us? After all we are already there. Trained, Knowledgeable, Approchable, and Capable of Entertaining your crowd.
* Auction Items - Let us assist and direct you in your collection and aquisition of items to offer at your event. We can also advise on which items are currently doing well, and which might do better in a Live vs Silent Auction.
* Need Auction Items - Your Auctioneer WILL HAVE ideas, and also have vendors that can assist and supply your needs. Big trips, many of which dont have to be paid for unless they sell. Want local, we can advise you on how to direct your committee to the best donors not continously contact in the past by other events.
* Selling Tickets - Your Benefit Auctioneer can assist you and direct you in this area to make this selling of tickets much easier. Admission, Shirt Sales, Raffle, and more can be purchased by your guests online.
* Band Search - Auctioneers are not in the band promotional business, but can assist you in connecting you to current bands in your area delivery the crowds. There is a way for your committee to find exceptional bands, have fun doing it, and may even get tons of FREE perks, donations, and advertising.
* Silent Auction - Your Auctioneer can & will assist your organization or outside contractor or we can even handle it for you. We have the supplies, or just the advice. Let us halp make your silent auction display pop. We offer our knowledge to aid you in an exemplary silent auction that delivers results.
* Online Auction - A professional Auctioneer has this available too. Some will even have some FREE options.
* Cashier - Your Professional Benefit Auctioneer can assist your organization or outside contractor or we can cashier, process your credit cards all for your organization. Our cashiers and attendants are each bonded and insured to protect your organization for errors or loss.
* Crew members - If you are handling your on crew, the preferred way to conduct a live Auction is with bidder numbers. Do you have a table with volunteers to assign bidder numbers? Do you have qualified spotters? Do you have clerks to record the winning bids? a Clerk must not be distracted for any reason during the Auction. The Auctioneer will not stop to assist the clerk. Please have your crew ready to go 30 minutes or more in advance of the Live Auction.
Walt Cade, CAI, ATS, BAS, CES, TxLic# 16645 LaLic#1726
305 D K Ellis Rd, Longview, Tx 75602, Phone: 903-738-7821
