When you need to run a charity auction, consider looking into obtaining a charity auction organizer. These professionals will be able to help you keep track of the easy-to-miss details. An organizer will also help you keep track of the items being auctioned and any special notes about the items. They can make sure you are holding the right type of auction for your charity.

This article will discuss why you should hire a charity auction organizer, their benefits, and seven methods to use when searching for an organizer. You don’t want to rush this valuable step, as they can be the key to your auction’s success.

charity auction organizer

General Information About Charity Organizers

The best reason for hiring a charity auction organizer is to help your charity hold the most productive auction possible. Auction organizers handle the time-consuming details, allowing you to focus on the important parts. They can help find a location, arrange the reservations, and set up the auction on the day of the event.

If there are any licenses or permits needed, they can help set those up as well. The most important benefit the auction professional provides is valuable expertise in running an auction. They can help prevent a poor performance due to a lack of experience.

7 Steps to Find the Best Charity Auction Organizer

1. Determine Your Type of Auction

Before seeking auction organizers, it’s a good idea to determine your auction style. Are you having a silent auction? Are you thinking of an auction to last several hours or a full day? How many items are available to auction?

These answers will narrow down your list based on the organizer’s auction experience and preferences. You may even discover that your charity auction can get away with online organization. This step is a good place to start, as it can help you narrow down options at the beginning of your auction planning.

2. Decide What the Organizer Will Do

Not all charity auctions will need the same level of services. Your previous charity auction may have required hours of performing small tasks. Your current auction may need an organizer to handle the major details. You’ll want to hire an organizer that meets your needs.

Ask your prospective candidates their preferences when it comes to work style, as well as their availability. A candidate with little time to work will be a poor choice for charities requiring hours of work. Yet, they might be ideal for a charity only needing a few small tasks to be performed.

3. Search Online for Recommendations

Some charities may post reviews online about the organizers they have used. This method allows you to read reviews and references before contacting any potential organizers. You can save time and effort by avoiding those with negative references.

So this method may help you save time and avoid contacting poor choices. But it’s important to keep in mind that the perfect organizer for you may have little experience but excellent performance. They simply need more customers to become established. They also may have received a bad review from a disgruntled customer for reasons unrelated to their performance.

4. Ask For References

This step involves talking to potential organizers and finding out who they worked for. You can then ask the charity or other organization holding these auctions about their experiences with the organizer. What did they like about them? What did they dislike? Was this organizer worth the time and money? Find out if they would do anything differently.

By talking to others that have held auctions, you can discover who is known for organizing good auctions and who others would not hire again. This allows you to narrow down your prospects and avoid potentially hiring a poor choice.

5. Look Into Organization Software

Your ideal organizer may not be a person. You may find a charity auction organizer that is actually software. These organizers may include the ability to accept payments, keep track of attendance, and maintain inventory of the items. Other features may include the maintenance of a checklist to keep track of steps performed to organize the auction.

Software programs vary by cost and ideal auction size. So you’ll want to look at the terms carefully. For example, programs that charge per individual bid would be best for smaller charity auctions. But, in the meantime, be cost-prohibitive for larger organizations.

6. Establish Goals With Your Organizer

A major part of hiring a charity auction organizer is knowing what to expect from them throughout the process of the auction. While you won’t want to micromanage, you’ll want to ensure they are doing their promised job. Ask them about their process, find out how long they will need to perform their job.

It’s a good idea to ask what they find to be an acceptable time frame to perform certain tasks. Do they need a month to inventory the items? Will they need a week to make arrangements? This allows you to determine proper expectations.

man with tablet

Leave your worries to the charity auction organizer. But monitor their work to make sure that you are on schedule.

7. Don’t be Afraid to Change Organizers

If you are three weeks away from the auction and realize your organizer is not meeting proper expectations, it may be time to consider finding a new organizer. You will want to meet with your current organizer and discuss the shortcomings first.

They may have performed many of the later tasks earlier than expected, allowing the entire process to stay on track. If they are not performing their job, but, don’t hesitate to hire a new organizer. This is your auction. Don’t settle for sub-par performance.

To the Event

What thoughts do you have about charity auction organizers? Do you have any recommendations for those getting ready to hold their first charity auction? We want to hear from you.

Reach out to other charities and hear what they have to say, as well as give your own thoughts. You can reach us on Facebook and our other forms of social media, or leave a comment below. We look forward to hearing from you!

Images: depositphotos.com.