While I’m not going to debate chickens, I am going to help you explore your fundraising gala. During my consulting over the past seven years with non-profits, there has been a lot of discussion regarding when the live auction should be conducted during the evening. Many groups want to “set the tone” with keynote speeches, awards and videos, all in tune with the mission. While these things do set the tone and ensures the guests know the non-profit’s mission, I would like to offer a more profitable suggestion.
The biggest revenue over and above sponsorships is the live auction and the Appeal (Paddle Raise, Fund In Need, etc.). Guests sometimes battle with several issues when attending a fundraising event. They can get guest fatigue by “hanging out” too long or drinking too much (which affects giving) and they can be distracted with issues at home (babysitters, etc). My motto is “get the money early” and offer an upbeat and timely event. Start with the silent auction for the first hour and a half or so, closing it before the seated dinner and program. Then I recommend conducting the live auction within the first 30 minutes of the program, saving the awards and keynote speeches until after the fundraising concludes. This allows you to conduct your live auction and Appeal at the peak of the evening from a guest’s perspective. Therefore the giving is at its peak.
So, do you tell ALL about your mission at the start of your event or share a little about who you are, and then get into the fundraising? To me, the fundraising is the egg and it comes first! We may have just solved the age old question. It’s the EGG!!!
When the silent auction is closing prior to a seated dinner event format, I prefer the salads, bread and drinks to be pre-set at the tables. As guests are seated, their first course is already in front of them. They enjoy their salad during the program’s opening remarks and mission reminders are conveyed. As the auctioneer is introduced and the live auction begins, the dinner entrée is being served. Some may have an opinion that the food service competes with the auction but I’ve not experienced this. With this format, the meal is strategically placed within the live auction and becomes part of the evening.
Some nonprofits prefer to allow the guests to eat and socialize prior to the start of the program. In this case, the salads are placed then the entrée is served and as the last plate is being placed the program begins.
I prefer desserts be served to guests as opposed to having them pre-set on the tables. This allows that after the Appeal the guests get a dessert brought to them which energizes the crowd for the remaining live auction items. This strategy also keeps guests in their seats longer.
Regarding the Appeal, I don’t recommend it be placed at the end of a 25 item live auction. Some auction professionals want to conduct the Appeal at the beginning of the fundraising portion of the evening. I like to offer it 40%-60% through the live auction line-up when you have such a large number of items. For auctions with 10 items or less, I find it ideal to place the Appeal at the end of the evening.
For optimum fundraising it’s best to conduct the live auction and Appeal early in the program, before guests have too much to drink or begin to leave.