That is Great News mom3boys, that you are no longer in the "panic" mode…..and now have enough items to at least have a decent number of items to pull off a good auction., especially with the fact that you have already pre-sold 100+ tickets. By the way, in some venues, some would say that a Rule of Thumb is that you can figure on about one of 3 pre-sold tickets to actually show. My intuition tells me that you will fair better than the 1 of 3 for your auction.

Regarding the forms----When I use my "professional auctioneer" forms, I have a three-part carbonless form that has 12 sales tickets on an 8 ½ x 11" form, that are perforated and can be torn apart by full sheet as well as each of the 12 tickets that can also be torn apart. The top "original" sheet I give to the auction consignor as their receipt and record of the total auction; the second sheet is for my records, and the third sheet to give a copy to the bidder/buyers. You will be able to get by with only a two part form, one for the school’s records, and one for the buyer’s. You could also get buy with either a full 8 ½ x 11 for each, or perhaps by using ½ sheets i.e., 5 x 8 ½ size. I think if you will check with your local printers, they will have a carbonless type paper that you can use, and just have the printer "print" a blank form on both sheets that you can then fill in the info (like individual item description; pre-filled in bidding increments, and a space for the silent auction bidder’s numbers) for each item, as well as utilize for the actual silent auction bidding. Whatever size form or sheet you use, you will need to set up a filing system according to the size of sheet so that you can file the bidder’s copy by their bidder’s numbers, so you can sort and then add up multiple item buys.

As much as I appreciate the value of computerized methods, the "bottle neck" of this type of system is that you are limited by the time it takes to "input" the info.

In my humble opinion, by using a manual system, you can shorten the time frame by utilizing several "manual" cashier/sorters, and make the overall time frame shorter by using more "inputers".

You are right on target in being concerned about having long lines and long check out times. That is truly one thing that you can manage to make it a smooth and quicker process so that it will leave a good impression on how your overall auction event goes….too long a time to check out will result in many not wanting to come back again next year.

One other thing…by using a two part carbonless form, you can leave the copy at the silent auction table to allow the bidder’s to check back after the silent auction closing to see if they were the high bidder, with the original going to the cashiers for the check out process.

As another hint….you can make up a poster board in advance, with all of the bidders numbers printed on the poster boards with 2-3 inch size numbers, and as you being the second sheet copies to the cashiers, you can X out the bidder number if they were the high bidder on any item. It won’t matter if they have more than one high bid items….once they see that they have one item they can then go to the cashier line, and if they have more than one item, that is simply up to the cashiers to add the items up and get payment.

There is just so many fine points and details to a complete auction…too many to fully describe in short descriptions on a "Forum" without getting the posts too long. Perhaps now you can see why I am biased in recommending a "professional" auctioneer who has the experience of the whole process who can walk you through the entire process as well as consulting you with the "tricks of the trade" in other areas also (grin).

Norman O’Neal
Auctioneer

Norman thank you so much for your input.. if you look back I was the "panic organizer" .. actually I am feeling better we have around 200+ items in my hands currently and things are still coming in.. tickets haven't even gone "officially" on sale yet 102 are already sold..
As for forms : my question is are there multipart forms available as invoice forms that you would recommend. I have seen your past posts on recommending bid sheets with increment bids already filled in and believe I'll take this route. I am nervous about the checkout process and thus curious if there are forms that will aid me in keeping track of things.. I am afraid to do things via computer.. and wish to do things manually.. I am rambling but hope this clarifies my question.

>>Do you recommend organizing program by catagories of donations ie) Childrens items,
services, arts and crafts etc..??

I would recommend that you start with a cental theme, and then spin off categories with titles that fit into that thme. With tat said, here are some sample catgories that you could tailor the actual names toward: Artfull Shopper, Be a Sport, Books and Media, Class Baskets, For The Kids, Getaways, House & Garden, Out & About, Party Perfect, Teacher's Treat, We're Cooking, A New you.

>>Do you recommend having book available prior to auction for people to look through??

Yes perhaps 7-10 days in advance, but this also may require an addendum sheet for last minute items, perhaps in another category called Last Minute items, even though they might fit one of the other categories listed above.

Having the catalog done ahead of time may just convince more people to come just to bid on some of the items listed. It may also help you get some or most of the attendees to "Pre-Register.

>>Lastly unrelated to program.. are their auction forms available to help with the process that night??

I'm not sure I know what forms you are asking about? Silent Bid sheets perhaps?
Expand on this a bit for me.

Norman O'Neal
Auctioneer

Much welcomed advice .. getting close to putting one together. I was wondering if you recommend organizing program by catagories of donations ie) Childrens items, services, arts and crafts etc..?? Do you recommend having book available prior to auction for people to look through?? Lastly unrelated to program.. are their auction forms available to help with the process that night??

For those of you who are planning an auction, I would highly recommend that you include an Auction Catalog in your plans.

Some of the typical information to include in the catalog are:
· Mission Statement of the Sponsoring Organization, i.e., purpose of the fund raising event, and what the funds will be used for.
· Auction Night Schedule
· Menu· Entertainment
· Silent Auction Items (listed by categories), description of items, donor names and silent bid closing times
· Live Auction Items, description of items, donor names
· Auction Rules and Procedures
- Absentee Bid Sheet to allow bids in advance by those who cannot attend (but make the deadline for the absentee bids to e in your hands at least 2-3 days before the auction).
Advance Bidder Registration Form (to cut down the registration lines on auction day
· List of Donors (including cash donors) with a special section highlighting Corporate Sponsors
· Paid Advertising Section
· List of Committee Members
· List of Key Organization Officers, Teachers, etc
· Resume or Recognition of the Professional Auctioneer

Keep in mind that you will probably have to print an addendum of last minute donations
for the auction.

The printing costs of a catalog can be rather expensive, so you should strive to have a printing company donate the printing services or look for a corporate sponsor to pay the costs.

Don't take the idea of Paid Advertising lightly, you could earn several hundred doolrs with th paid advertising sevtion.

Good luck and let the bidding begin......

Norman O'Neal
Auctioneer