We are now writing our Thank you notes. It will be better next year because now we know.

Keep track of all addresses and phone numbers. This will help for next year's auction too because you won't have a cold start on donations.

I used an Excel spreadsheet and then just created my signs, check-out sheets, bidding sheets, using Word's mail merge function - pretty easy. I agree that Access may be a better choice. I really wanted to set up a master file that will be used by future years, and some of the folks would be scared of Access.

Were it just me, I'd use something like Access also. But I've found our volunteers are fine with Excel (well, some of them at least - some don't use computers at all). But Access is more complicated than their comfort level will allow.

Also, it doesn't come with the basic Microsoft Office package. You have to buy Microsoft Professional version which is substantially more expensive. This would be a pretty big investment for us as the PTO keeps the Office applications on two computers at school, and whoever was working on it would probably need to be able to work on it at home also (not that the PTO would pay for that part).

But you are absolutely right, if you set if up with some sort of database program, you will have a lot more functionality.

[ 04-26-2004, 10:56 PM: Message edited by: JHB ]

You've already gotten great advice, but here's my 2 cents: MS Access. We did our first auction with Excel, but then used Access which is a generic database system that is included with MS Office. It is a bit complicated, but Access can give you integrated inventory lists, your bid sheets (preprinted with all the item information), the auction catalog, and tons of analysis reports. I have used Access myself for our past auctions, but you have to be willing to jump in feet first or have someone with decent PC skills who wants to be data guru.

JHB has great ideas. Make sure values are clear. One problem that we had was that the people setting out items were unfamiliar with a lot of donations and set the minimum bids too low or added them to the class baskets. I figured out that a basket I got for $50 had a value of $1350 including all the gift certificates for golf and health clubs. The people putting it together didn't know anything about it and just assumed that they weren't worth much. Very frustrating as I got most of it for them. (Another person was supposed to keep track of values; of course I got yelled at for it not being done.)

Make sure you store things in one place that is not used for anything else and is secure. Our principle liked being able to see the items and show them off so things were left in a nearby classroom. Several things went missing. I am considered an overly cautious and skeptical person. I tried to suggest a different place. At least they listened when I asked for gift certificates to be stored in the safe.

It's key to have one central person keeping track of the items. Although we haven't used one yet, I also think it would be good to have a standard form for each person collecting to fill out. (Volunteer name, Item name, description, value, donor contact, donor address, donor phone.) I know when we do it, the information arrives in piecemeal fashion. Sometimes it says "McDonalds", but not WHICH McDonalds, or it doesn't have a retail value, or doesn't include contact info. Last time I looked up addresses for almost every item (for the thank you cards later) and values for a good portion. It would be much better if all that were turned in by the volunteer collecting the item.

We put all this information in a master Excel spreadsheet, add in the class baskets, and then view it all to decide what to use as bingo prizes or raffles, and what to leave as silent auction. (You can keep a handwritten log, but doing it on the computer makes it nice to edit, sort, print, etc.)

As for physically keeping the items...

Most of what we get tends to be certificates. The best way I've found is to set up a notebook with those clear plastic sheet protectors. (They fit a three ring binder, are made of clear plastic, and are open at the top.)

I put the certificate, business cards, letter, etc for that item all in one sheet protector. Then on the outside in the bottom right-hand corner, afix a label and write the name of the donor. Order the pages alphabetically by donor.
(Note, I put one or two paper clips on the top to make sure nothing slides out). This is MUCH easier than an assortment of envelopes, folded letters, and loose certficates - which is what you usually end up with.

Items other than paper are kept together, with a couple of boxes to hold the smaller items.

At the auction, we only put copies of the certifites or flyers out on the tables with the bid sheets. All items in the auction have a sticker with a number on it that matches the number on the bid sheet.

[ 04-25-2004, 12:04 AM: Message edited by: JHB ]