Auction Checklist: Three-day Execution Guide
Planning a school auction with multiple components like silent and live auctions, catering, entertainment, and auctioneer services requires careful coordination on the day of the event. Here's a checklist to help you stay organized:
One Day Before the Event:
Final Review: Conduct a final review of the event plan, including the timeline, auction items, entertainment, catering, and volunteer assignments.
Vendor Coordination: Confirm details with vendors, including the caterer, bar service, band or entertainment, and the auctioneer.
Volunteer Assignments: Assign specific roles and responsibilities to volunteers. Ensure everyone understands their duties, including check-in, check-out, silent auction monitoring, and assisting attendees.
Auction Items: Ensure all auction items are organized, tagged, and displayed appropriately. Have a system in place for tracking bids on silent auction items.
Payment Processing: Set up payment processing stations for attendees to settle their auction purchases. Ensure you have cash-handling procedures in place if needed.
Decorations: Confirm that decorations are set up according to the design plan and that everything looks visually appealing.
Technology: Check that all technical equipment, such as microphones, projectors, and sound systems, is in working order.
On the Day of the Event:
Venue Inspection: Conduct a walkthrough of the venue with volunteers to ensure everything is set up as planned.
Check-In Area: Set up the check-in area, ensuring that name tags, bidder paddles, and programs are readily available. Have a backup plan for any registration issues.
Silent Auction: Ensure silent auction items are displayed attractively and bid sheets are clearly visible. Provide instructions for attendees on how to bid.
Live Auction: Prepare the stage or auction area for the live auction, including seating arrangements for attendees. Confirm that the auctioneer and clerking service are ready.
Food & Bar: Coordinate with the caterer to ensure food and drinks are ready for service. Have a schedule for replenishing food and bar supplies.
Entertainment: Coordinate with the band or entertainment to ensure they are set up and ready to perform at the scheduled times.
Volunteer Check-In: Have a designated check-in area for volunteers, where they can receive their assignments and any necessary materials.
Auctioneer Briefing: Provide any last-minute instructions to the auctioneer and clerking service, including any unique auction items or announcements to make during the live auction.
During the Event:
Attendee Assistance: Volunteers should be available to assist attendees with questions, registration, and directions.
Auction Monitoring: Ensure silent auction areas are monitored to prevent any issues or disputes over bids.
Entertainment: Monitor the entertainment schedule to ensure it aligns with the event timeline.
Live Auction: Facilitate the live auction, working closely with the auctioneer and clerking service. Confirm winning bids and assist with item distribution.
Food & Drinks: Oversee the catering and bar service to ensure a smooth dining experience for attendees.
Check-Out Area: Set up the check-out area for attendees to settle their payments, collect auction items, and receive receipts.
After the Event:
Clean-Up: Coordinate a clean-up crew to ensure the venue is left in good condition.
Volunteer Thank-You: Show appreciation to your volunteers for their hard work and dedication.
Vendor Settlement: Settle accounts with vendors, including the caterer, bar service, and entertainment.
Payment Reconciliation: Reconcile payments received with auction purchases and ensure accurate records are kept.
Thank-You Notes: Send thank-you notes to donors, sponsors, and attendees to express gratitude for their support.
Having a well-structured checklist and a team of dedicated volunteers will help ensure that your school auction runs smoothly and successfully. Be flexible and adaptable to address any unexpected challenges that may arise during the event.
