Classy Auction event

                                                           Every year in January a certain abbey holds a dinner-dance-auction to benefit their seminary college. As of the 2002 event, this is their seventh year in the auction game, and it continues to be a fantastic success. One reason for that is that it's gained a reputation as offering good quality items, as well as entertainment and excellent food. Also, the location is a high-prestige hotel complete with valet service and atmosphere.

That said, I wouldn't suggest the average animal welfare organization try to match the level that the monks achieve with their auction - but you certainly can gear a very similar event toward your budget and prospective donors. This is a list of considerations you'd want to be sure of before embarking on the grand auction venture.

Regard it as a year-round proposition in that you'll be soliciting for auction donations all year long. Most donors want to "dump" their goods as soon as possible, meaning you'll need a place to store it all before the big day. Also, this would or might serve as a sorting area, a cleaning area, a place to code and take notes of the items.

Someone with your organization should be willing and eager to handle the donation situation all year long - soliciting, picking them up, issuing receipts (for tax purposes), storing them, cleaning them, keeping an inventory, etc.

You'll need to decide a definite date for the auction and a location that's pleasing to all concerned. Date and location aren't elements to be regarded lightly, and once you've established an ideal for both, you should try very hard to keep subsequent years' auctions as close to that date and at that same location. This creates tradition. People will come to look forward to it year after year and mark their mental calendars for it.

Nearing the auction date, your PR and graphics people or person will have considerable work to do. Besides the donations themselves, marketing the event is the most important aspect of making it a success. You'll want newspaper and radio ads, flyers, posters, and announcements wherever you can squeeze them in.   For record-keeping you'll need to track not only the items, but the RSVPs for the auction, then create bid sheets, tally sheets, a check-out procedure and a list of other important forms and procedures to make the process go smoothly. You'll also need invitations to your circle of donors and influential people in the area. This makes it seem more special, especially to people you want to impress.

Let me stress that this is a very labor-intensive project, but one that could become a tradition and therefore a lucrative one.

A first imperative is that you solicit quality donations only. Don't accept any garage sale type items.   Donations to keep in mind are such as antiques, collectibles, brand new items, quality craft goods such as quilts, wreaths, etc., gift certificates, time share offerings, and whatever else the public would be interested in that they can't typically find at a neighborhood yard sale. You simply must follow these guidelines of quality or you'll develop a reputation for auctioning junk, and therefore lose your following in years to come.

As far as storage, you may need to rent a space in a public storage facility. Hopefully, that wouldn't be necessary.   Instead, ask around to find someone connected with your organization who has access to a good, dry garage or basement, possibly a spare (large) room - or combination of these. Issues to address are security, humidity, accessibility and size. Some items may need work, such as cleaning, minor repair, etc. to make them more attractive. Don't neglect that aspect of the auction. It shows you care.

This is a strong committee event, anywhere from six to twelve people. Talents for the committee involve graphics, food (catering and/or preparing), transportation (mainly for the donated items), record-keeping, set-up and tear-down, and more. The chairperson should carefully delegate responsibility to people he/she can truly count on. Since this would ideally be an annual event and one that requires attention all year long, the first meeting for the first auction should take place about a year ahead of the actual date. On subsequent years the first meeting should take place soon after the previous auction to discuss any problems, wind-up situations, etc. Then meet every other month until around three months before the event, at which time you should meet twice a month, and then even sooner.

To do this properly as far as the necessary forms, brochures, invitations, and other factors are concerned, consult a book geared toward "special events." A good library should have one, as well as a book store (Amazon.com online).