absentee bidders, 168
acknowledgment forms, payments, 173
acknowledgment letters, donations, 141, 142, 235
activities mixture, planning approach: attendance/spending estimations, 203–04; auction formats, 206–07; efficiency perspective, 204–05; evaluation matrixes, 207–10; game offerings, 205–06; impact on fundraising, 201–03; raffle offerings, 206
advance ticket sales, 147–54
advertising. See publicity/marketing
alcohol service: and buyer’s agreements, 162; consumption management, 93–94; contract negotiations, 96–97; food accompaniment, 88, 92; security procedures, 238–39
arcade games, 191–98, 205–06
arrangements chairperson, responsibilities, 27
art raffles, 190
asking strategies, donation acquisition, 128–29, 133–38
attendance, estimating, 148–49, 203
attire considerations, 265–66
“auction in a box” option, 266
auctions. See live auction operations; silent auctions
audience as marketers, auction operations, 108–09, 167
awards ceremonies, fundraising conflicts, 111

balloon-pop raffles, 190
bar-coding systems, 266
bargain hunters, live auctions, 170
basketball swoosh games, 194
bean-bag toss games, 194
bid-board approach, silent auctions, 181
bidding procedures/policies, in program materials, 48, 50, 51–56. See also live auction operations; silent auctions
bid sheets, 177, 178–79, 180, 230
big-discount scam, 245
big-giveaway scam, 246
big-squeeze scam, 246
bird act, onstage problem, 98–99
board-based approaches: raffles, 188–89; silent auction bids, 181
branding tactics, 256–57
brochures. See program materials, content
brown bag option, food service, 93
bucket raffles, 185–87, 206
budgets. See finance management
buffet meal option, food service, 91
business plan. See finance management, business plan
business sessions, fundraising conflicts, 111
buyer’s agreements, 55, 162–64, 167–68. See also payment procedures
buy-it-now option, silent auctions, 179

cancellation/termination risks, managing, 66–68, 81, 102, 225–26
cash contributions, 29, 138, 230. See also sponsors/underwriters
cash handling procedures, 171, 174, 237–38, 243, 252
casino games, 198
catering services. See food services
celebrities. See entertainment services; VIPs, recognizing
children’s activities: in activity mixture planning, 208–10; entertainment selection, 100–101; food service, 91–92; games, 193–96, 206
circus analogy, fundraising event, 4
coin raffles, 190
cold call strategies, donation acquisition, 134–36
committee structures, 22–23, 31–32. See also work assignments
competition example, statewide vs. national organizations, 200–201
consumability factor, auction goods/services, 14–17
contract negotiation, service providers: overview, 57–58, 81–84, 96–97; damages provision, 66; entertainment services, 102–03, 104; exclusion clause, 66; facility problems, 63–65; indemnification details, 61–63; insurance coverage, 68–69; leverage opportunities, 58–61, 62; qualifying incentives, 69; taxes/fees, 65–66; termination clauses, 66–68; time factor, 58 (See also facilities, event)
cost-cutting strategies, cautions, 86–87, 264

damages provision, contract negotiation, 66
dart games, 193, 194
development chairperson, responsibilities, 29–30
direct-mail raffles, 189
disclosure statements, quid pro contributions, 229–30
donations, acquisition strategies: overview, 125–26, 135; acknowledgment letters, 141, 142; asking approaches, 128–29, 133–38; attendee/quality considerations, 125–27, 128–33, 262–64; fraud scams, 245, 246; incentive approaches, 138–41; leadership assignments, 28, 29–30; plan development, 127–28; timing of, 141, 143. See also merchandise, auction; merchandise entries; tax entries
donors: auction participation, 165–66; cultivating, 29–30, 135, 137–38; recognizing/thanking, 50–51, 250–52
door-to-door strategy, donation acquisition, 136
dress considerations, 265–66
dress rehearsals, 212–14
duck-pond games, 195
duck raffles, 190

early-bird incentives, ticket sales, 29, 150–52
education chairperson, responsibilities, 30–31
education/training for emergencies, 221–23, 224
efficiency of event, computing, 35–37
eligibility requirements, bidding, 52–53
e-mail solicitation strategy, donation acquisition, 136–37
emergencies, anticipating/responding, 212–15, 221–23, 224
entertainment services: conflict potential, 99–100; contract negotiation, 102–03, 104; for fundraising enhancement, 100–102; MC’s responsibilities, 103–06; selection considerations, 98–99
event-cancellation insurance, 225–26
event chairperson, responsibilities, 23–26
event fundraising, overview: advantages/disadvantages, 7–10; circus analogy, 4; merchandise importance, 14–17; organizational framework, 18–23; as problem solution, 5–7; resources, 273–74; success factors, 1–4, 10–13; technological future, 269–70. See also specific topics, e.g., donations, acquiring; timing issues
event management services, disadvantages, 11
exclusion clause, contract negotiation, 66
exhibitions/trade shows, during events, 264
expenses. See finance entries

facilities, event: room arrangements, 76–81; selection of, 73–76, 84–85; traffic flow, 78, 80–81. See also contract negotiation, service providers
fair market value, estimating/displaying, 172, 179, 229–32, 233
fill-up strategy, contract negotiation, 58, 61
finance management: overview, 10; entertainment choices, 99–100; food service, 94–95; leadership assignment, 26–27; merchandise acquisition, 127–28, 135, 138, 140–41; post-event reconciliation, 252; with program descriptions, 53, 55; with sponsors/underwriters, 29–30, 110–11, 138, 154–56; ticket prices, 150–52. See also contract negotiation, service providers; payment procedures
finance management, business plan: categories of revenue/expense, 40–41; creation methods, 38–39; detail levels in, 42–45; efficiency goals, 35–37; information barriers, 37–38; for predictive modeling, 39–40; and task assignments, 41–42
firearms, regulations, 56
fishing-pond games, 195–96
food services: overview, 86–87, 94–95; contract negotiation, 58–61, 67, 96–97; menu planning, 88–90; options for, 90–93; speed requirements, 90; sponsor/underwriter support, 155; table arrangements, 78–79; timing of, 87–88, 94–95
force majeure, contract negotiations, 67–68
fraud. See security procedures
function areas. See work assignments
fundraising chairperson, responsibilities, 28
fun-item traditions, auction merchandise, 131

game-oriented activities, 42–45, 80, 191–98, 205–06
grab-bag games, 195–96
grand raffles, 185, 206
green events, 257–58

hat raffles, 190
herd syndrome, solution, 80–81
high-risk/high-reward items, 262–64
hold harmless clauses, contract negotiation, 57–58, 61–63
hostile attacks, response procedures, 238–42
host organization, defined, 11. See also specific topics, e.g., donations, acquisition strategies; finance management; live auction operations

incentive approaches: donation acquisition, 138–41; sponsor/underwriter support, 154–56, 191
indemnification details, contract negotiation, 57–58, 61–63
insurance coverage, 53, 68, 221, 225–26
internal media, publicity production, 114–15
international locations, 84–85
invitations, potential attendees, 47–48, 49f, 263–64

jelly-bean-guess-jar games, 196
jobs. See work assignments

labor disputes, contract provisions, 64
laws. See regulations/laws
letters to the editor, for publicity/marketing, 121
liability risks, management strategies: overview, 10, 220–21, 226; alcohol consumption, 93–94, 238–39; contract negotiation, 61–63, 66–69; documentation, 223; insurance coverage, 53, 68, 221, 225–26; program descriptions, 53, 54–55; shipping of items, 53, 55–56; supervision of activities, 224; training/education, 221–22; volunteer legal protections, 223, 224–25; volunteer screening, 223–24; work descriptions, 223
licenses. See regulations/laws
live auction operations: overview, 157–59, 207; advance techniques, 258–62; buyer’s agreements, 162–64, 167–68; item sequence, 168; maintaining order, 168–71; merchandise presentation, 164–67; personnel for, 159–67; program descriptions of, 48, 50, 51–56; room arrangements, 77, 78–79. See also payment procedures
location selection, 73–76

magazines, for publicity/marketing, 118–19
mail solicitation strategy, donation acquisition, 136–37
manipulative bidders, live auctions, 170–71
marketing. See publicity/marketing
market price, service provider negotiations, 59
master of ceremonies (MC), 182; job responsibilities, 103–06, 108; live auction role, 159–60, 162; silent auction role, 182; skill requirements, 103–04, 106; speed raffles, 189–90
media opportunities, for publicity/marketing, 117–24
membership promotion, ticket distribution, 153–54
menu planning, food service, 88–90, 96, 155
merchandise, auction: in advance program, 47–48, 49f, 182; attendee interests, 125–27, 256, 258, 262–64; displays/presentations of, 164–66, 172; recession-proof items, 14–15; security procedures, 174, 237; success factors, 14–17. See also donations, acquisition strategies
merchandise, sales, 29, 198–99
mission of host organization, educational approaches, 30–31, 107–09
models, auction operations, 164–65
monopolizing bidders, live auctions, 170–71
mug raffles, 190
multiple live auctions, 261

negotiating agreements. See contract negotiation, service providers; donations, acquisition strategies
neighbor incompatibilities, contract provisions, 65
newspapers, for publicity/marketing, 118–19
news releases, for publicity/marketing, 118, 119, 120
nonappearance insurance, 225–26
nonprofit organizations, overview, 267–71

online fundraising, 269–70
opinion-editorials, for publicity/marketing, 121
orderly events, maintaining, 168–71, 238–39. See also security procedures
ordinances. See regulations/laws
organizational framework, overview, 18–23. See also work assignments
outhouse tradition, as auction merchandise, 131
outsourcing option, 31

partial donation merchandise, defined, 128
partnering approach, event hosting, 11–12
Patron’s Club idea, 250
payment procedures: overview, 171–75; buyer’s agreements, 55, 162–64, 167–68; cash handling, 171, 174, 252; efficiency strategies, 172, 174, 266; in program descriptions, 53, 55; receipts, 172, 173, 230–31; room arrangements, 78, 171; silent auctions, 182; timing of, 164; treasurer responsibilities, 26–27, 171–72
permits. See regulations/laws
personal benefit scams, 244–46
pickup procedures, auction items, 53, 55, 174–75
policies, auction, 51–56
post-event tasks, 25–26, 250–53
potluck option, food service, 93
press conferences, for publicity/marketing, 122, 123
prices: auction items, 132–33, 166–67; event tickets, 94, 150–52, 232; raffle tickets, 184, 185, 186, 188–89
privacy protection, contract provisions, 68–69
prize approach, game-oriented activities, 42–45, 191–97. See also raffles
problems, anticipating/responding, 63–65, 212–15
procedures, auction, 51–56
program materials, content: auction procedures/policies, 48, 50, 51–56, 230; donor recognition, 50–51; merchandise promotion, 48, 49f, 51, 172; publicity/marketing, 47–48
projection systems, during auction operations, 164, 169, 181–82
protesters, security procedures, 239–42
PSAs (public service announcements), 121–22. See also publicity/marketing
publicist, responsibilities, 27–28
publicity/marketing: overview, 27–28, 112–13; advance programs, 47–48, 49f, 182; auction procedures, 51–53; with branding tactics, 256–57; bring-a-friend strategy, 149–50; future technological opportunities, 269–70; with green event promotion, 257–58; leadership assignment, 27–28; media opportunities, 117–24; to service providers/suppliers, 152; for sponsors/underwriters, 154–56; target audience efficiency, 115–18; volunteer power, 113–15
public service announcements, for publicity/marketing, 121–22
purchase strategy, auction/game merchandise, 128, 138
putting-it-all-together process. See activities mixture, planning approach

quid pro contributions, disclosure statements, 128, 229–30

rabbit-hat technique, auctions, 258–60
radio, for publicity/marketing, 119
raffles: in activities mixture planning, 206; in finance business plan, 41–45; legal issues, 189, 197–98, 219–20, 233; revenue potential, 183–85; ticket buyer monopolization, 191; types of, 185–90
receipts, payments, 172, 173, 230–31
reception area, 78, 176
recognition events, fundraising conflicts, 12
recordkeeping, spending of attendees, 172, 211
registrar, responsibilities, 28–29
registration procedures, 28–29, 78, 177, 269–70
regulations/laws: overview, 219–20; food services, 90–91, 93; merchandise verification, 56; raffles, 189, 197–98; volunteer protections, 223, 224–25; waste reduction, 257–58
rehearsals, 212–14
remodel of facility, contract provisions, 63–64
renovation of facility, contract provisions, 63–64
rental prices, contract negotiation, 58–61
required services, provider contracts, 82–84
reserve prices, live auction items, 166–67
resources, event fundraising, 273–74
restaurant sampler option, food service, 92
restricted raffles, 185
revenues. See finance entries
reverse raffles, 183–84, 187–88
ring toss games, 194
risk management. See liability risks, management strategies
room arrangements, 73–74, 76–81, 254–55
room changes, contract provisions, 64–65
roving raffles, 187
rubber-duck event, revenue analysis, 42–45
rules. See regulations/laws; tax entries
runners, live auctions, 159, 162–64, 167–68, 189–90

sales of mission-related merchandise, 29, 198–99
sales taxes, 235
sales team, live auction operations, 164–67, 189–90
scarcity factor, auction goods/services, 15–16, 31, 262–64
screening of volunteers, 223–24
sealed-bid options, silent auctions, 179, 181
security procedures: overview, 236–37; cash handling, 171, 174, 237–38, 243, 252; disorderly conduct, 238–39; perception management, 242–44; and personal benefit scams, 244–46; pickup area, 174; professional providers, 240–41; protesters, 239–40, 239–42; volunteer limitations, 241
self-catering options, food service, 90–91, 92–93
shills, live auctions, 166–67
shipping policies, 53, 55, 175
signature gimmick, attendance perception, 254–55
silent auctions: overview, 158–59, 176–78; in activity mixture planning, 206–07; bid sheets, 177, 178–79, 180, 230; displays/presentations, 172, 178; room arrangements, 77–78; types of, 179, 181, 206–07; winner announcements, 181–82
site selection, 73–76
social media, 113–14, 257
softball throw games, 194
solicitation tasks, overview, 9–10. See also donations, acquisition strategies; live auction operations
souvenirs/takeaways, 155, 264–65
Space Odyssey drama, 73–74
speech making, strategic, 107–11, 155
speed auctions, 206
speed raffles, 189–90
speed requirements: food services, 90, 92, 95; payment procedures, 174, 266
spending of attendees: estimating, 37–38, 203–10; recordkeeping, 172, 211
sponsors/underwriters, 29–30, 110–11, 138, 154–56, 250–52
spotters, bid, 55, 159, 162, 189–90
staff recognition, 111, 250–52
stage play analogy, live auctions, 159
station approaches, food service, 91–92
strategic speech making, 107–11, 155
supervision procedures, 224

table arrangements, 76, 78–79
takeaways/souvenirs, 155, 264–65
tax responsibilities: donors, 128, 141, 229, 233–35; facility/food contract provisions, 65–66; in program descriptions, 50–51, 53–54; ticket buyers, 152–53, 232–33; volunteer expenses, 235; winners/buyers, 53–54, 55–56, 232–33, 235
tax responsibilities, host organization: in advance program, 51–52; display/bid information, 172, 179, 230; donation acknowledgment letters, 141, 142, 235; donation values, 128, 229–32; legal status, 227–28; penalties for noncompliance, 232; political restrictions, 106; receipt information, 172, 230–31; ticket information, 152–53; treasurer duties, 26
team structures, 22–23, 31–32. See also work assignments
television, for publicity/marketing, 119
termination/cancellation risks, managing, 66–68, 81, 102, 225–26
testimonials, during auction operations, 165
thank yous/appreciations, 124, 137–38, 249–52
theater analogy, live auctions, 159
theft prevention. See security procedures
theme events, 261–62
ticket sales, event, 147–54, 269–70. See also raffles
timelines for event planning, 19, 20f
timing issues: contract negotiation, 58, 67–68; donation acquisition, 141, 143; entertainment, 100–101; food service, 87–88, 90, 95; live auctions, 140, 168, 207, 260–61; master of ceremonies, 105–06; payment procedures, 164, 172, 174; pickup of items, 53, 55; silent auctions, 177, 206– 07; small space problem, 78, 79–80; speech making, 109, 111
trade shows/exhibitions, during events, 264
traffic flow, event rooms, 78, 80–81
training/education for emergencies, 221–23, 224
treasurer, responsibilities, 26–27, 171–72. See also finance management
t-shirt raffles, 190
TV, for publicity/marketing, 119
two-auctioneer approach, 260–61

underwriters/sponsors, 29–30, 110–11, 138, 154–56, 250–52

VIPs, recognizing, 110, 255–56
virtual auctions, 262
Volunteer Protection Act, 223, 224–25
volunteers: importance of, 10–11, 214–15; publicity production, 113–15; recognition of, 109–10, 250–52; screening of, 223–24; training for emergencies, 221–23. See also specific topics, e.g., donations, acquisition strategies; work assignments

warranty policies, 54, 252–53
web sites, event: for advance programs, 47–49; future opportunities, 269–70; for live auction displays, 51; publicity production, 115, 116; virtual auctions, 262
wheel-spin games, 196
work assignments: overview, 19, 21–23, 31–32; in finance business plan, 41–42; job responsibilities, 23–31, 104–06, 200–209; outsourcing option, 31; written guidelines, 223