Managing Silent Auction Check-Out
Make Fundraising Events a Success with an Efficient Payment Process
Jun 30, 2009
When planning the process for check out and payment for a silent auction, it's important to know that there are important steps to take in Preparing for Silent Auction Check-Out that happen before, not at, the event. In order to have the actual payments and claiming of packages happen in an accurate and efficient way, careful preparation is needed.
Overall Fund Raising Event Type Determines Auction Check Out Process
Assuming that a carefully organized system such as the one in the related article above has been put in place, careful planning is needed for what happens at the event. Check-out procedures will differ based on the style of the event.
If bidders are collecting their own bid sheets and prizes and bringing them to check-out, then only payment processors will be needed to total purchases, double-check claimed prizes and add gift cards or certificates, and collect payment.
If bidders simply report to check-out to pay for prizes, then in addition to payment processors, staff or volunteers will be needed to sort bid sheets and total by winner. Volunteers will also be needed to gather together prizes and any gift cards/certificates to give to the winner after payment has been made.
If the event is a sit down event, runners will also be needed to locate the winner, collect payment to bring to processors, then claim prizes from gatherers and bring them to the bidders (or give bidder instructions for pickup if items are too large to practically deliver to tables.
Options for Payment Raise More Funds
Any auction should always plan to accept credit cards – as many types as possible. Without this provision, bidders may be limited in what they can purchase by whatever cash is in their wallet. Ideally, make arrangements for on-site credit card processing, or find out exactly what information needs to be collected on paper in order to process payments after the event (be sure to also get a day phone number in the event the card does not go through).
Be sure to also have provisions to secure all cash, checks and credit card information until it can be safely delivered to a bank the next business day. No staff member or volunteer should be stuck with the job of having to take personal responsibility for this for lack of making better plans.
Train Volunteers for Efficient Event Check-Out
Designating staff or volunteers in the roles of payment processors, runners or gatherers will enable each to understand the systems and needs of that role. Be sure to have leaders in each of these areas who are ensuring everything is running smoothly and who can handle any problems or conflicts. Take the time to train each "team" at least minimally so that everyone knows what to expect.
Planning ahead for an efficient check-out can make the difference on how guests remember the entire fund raising event, as this is one of the last things they may do, so be sure to take the time to ensure it runs efficiently and smoothly.
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