Impact Auctions Professional Fundraising Auctioneer Blog

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Post-Event Evaluation - The Event is Over

 

All the hard work is over for another year. Remember to take time to celebrate.  But, after hosting a fundraising gala, it’s essential to evaluate the event to understand its impact and identify areas for improvement. Here are some key questions you can ask:

 

 

1. Event Logistics and Execution

    •    Was the event venue suitable for the number of attendees?

    •    Was the event timeline followed smoothly? Did registration check-in run in a timely manor? 

    •    Did the audio-visual setup function properly (e.g., sound, lighting, and presentation equipment)? Could everyone in the entire room hear the speakers?                                        

    •    Were the staff and volunteers well-prepared and responsive?

•        How did the mobile bidding platform perform for the event? Did Check-Out result in a successful last impression to the guests? 

 

2. Guest Experience

    •    Did guests feel welcomed and engaged throughout the event? Was each guest greeted and thanked appropriately?

    •    Were there sufficient opportunities for guests to socialize, network, or interact with key individuals?

    •    Was the food and beverage offering satisfactory (variety, quality, timing)?

    •    Did the program flow smoothly and keep guests interested?

    •    Were there any issues with transportation, parking, or accessibility?

 

3. Fundraising Performance

    •    Did the event meet or exceed fundraising goals? If not, why?

    •    Which fundraising activities (e.g., silent auction, live auction, donation pledges, games, raffles) were most successful? 

    •    How did donors respond to the call for donations during the event?

    •    Were there specific demographics or donor segments that gave more generously than others?

 

4. Guest Engagement and Communication

    •    Were the pre-event communications (invitations, reminders) clear and effective?

    •    Did the event highlight the mission and impact of the organization clearly?

    •    How well were sponsors and major donors recognized during the event?

    •    Were there any communication issues or misunderstandings during the event?

 

5. Sponsorship and Partnerships

    •    Were sponsors satisfied with their visibility and recognition at the event?

    •    Did you secure new sponsors or partnerships that could be leveraged in future events?

    •    Were there any opportunities for additional sponsorship or promotional partnerships that were missed?

 

6. Impact and Donor Retention

    •    Did the event create meaningful connections between donors and the cause?

    •    Were follow-up actions taken to thank donors and reinforce their contribution?

    •    Did the event result in new long-term supporters or volunteers for the organization?

    •    How can we improve our donor stewardship and retention strategies based on this event?

 

7. Post-Event Evaluation

    •    How satisfied were the attendees with their overall experience?

    •    Did the event meet the specific goals set out before the event (e.g., raising awareness, community building)?

    •    Were there any complaints or challenges that need to be addressed in future events?

    •    What lessons were learned, and how can they be applied to future galas or fundraising events?

 

8. Budget and Financials

    •    Was the event within the planned budget, or were there unexpected costs?

    •    Were any areas where costs could have been reduced without affecting the quality of the event?

    •    What was the net revenue from the event, and how does this compare to previous years?

 

By asking these questions, you’ll gain valuable insights to help refine future events, increase fundraising outcomes, and improve the overall guest experience.

 

Most importantly, personal thank you notes go along ways. Don’t underestimate the power of a handwritten thank you note to those special contributors, vendors, volunteers, sponsors, and guests.

 

Want to take your event to the next level? Contact Impact Auctions to help your next event. 407.267.8988

 

Spice up the Silent Auction

How can you reenergize the Silent Auction? Here are some great ideas to make your fundraising sky rocket. 

1. Go Digital with Mobile Bidding

• Use mobile bidding apps where guests can bid in real-time from their phones.

• Enable outbid notifications to keep the competition heated.

• Add a leaderboard screen at the event to show top bidders.

2. Gamify the Experience

• Offer mystery items where bidders only get a hint about the prize.

• Include “Bid to Win” raffles—everyone who bids a certain amount gets entered into a special drawing.

• Implement flash bidding rounds where prices drop or bonuses get added to items.

3. Create an Immersive Theme

• Align auction items with a strong theme (e.g., “Roaring Twenties,” “Hollywood Glam”).

• Have auctioneer hosts in character hyping up big-ticket items.

• Use interactive elements like AR displays showing experiences (e.g., a 3D preview of a vacation package).

4. Elevate the Atmosphere

• Incorporate live entertainment around the auction area.

• Serve signature cocktails themed to the top auction items.

• Design the auction space like a high-end gallery with dramatic lighting and luxe displays.

5. Offer Exclusive, One-of-a-Kind Items

• VIP experiences (backstage passes, private dinners with a celebrity, behind-the-scenes tours).

• Custom artwork or personalized services (e.g., a chef cooking at the winner’s home).

• Limited-edition or hard-to-get collectibles.

6. Make It Social & Competitive

• Display live bid wars on big screens.

• Have a “Battle for the Bid” finale where the top two bidders get a final showdown.

• Include a social media aspect (e.g., winners do a celebratory photo moment).

Would love to hear more about what kind of event you’re planning—what’s the vibe you’re going for?

Contact us today to help: https://www.impactauctions.info/

13 Fundraising Success Tips with Live Auctions

Make an Impact with these tips!

1.  Avoid Planning a Party and Forgetting Fundraising
Focus on the fundraising piece first and don’t waste time or money on ideas that won’t benefit the bottom line.  For example, chair covers, centerpieces, and theme decorations.

Success Tip #1:  “Focus on Fundraising”

 

 2.  Avoid Letting Money Walk Out Of the Room                                                                   

 When you hear “Auctioneer,” most people think of live auctions. Fundraising Auctioneers can raise more money in a live auction than a local celebrity or amateur.   Studies show Benefit Auctioneer Specialists raise twice as much as traditional Auctioneers and that’s because . . . Benefit Auctioneer Specialists keep up with the most recent research and fundraising trends.  Don’t let money just “walk out” of the room because you don’t want to hire a professional.

Success Tip #2  Hire a “Professional Fundraising Auctioneer“

 

 3.  Avoid Live Auction Placement at End of Evening

Don’t have your “MAIN EVENT” at the end of the evening.  Remember, Fundraising Events are just that, “FUND Raising.”  Don’t expect to have your guests open their wallets at the end of the evening when they are tired and distracted.  Schedule your live auction and Fund-a-Need Appeal before or during dinner when your guests are ready and energized.  Awards and Presentations should come last in your program, not before the LIVE AUCTION.

Success Tip #3: Live Auction Should be Scheduled “Early in Evening”

 

 4.  Avoid Party First/  Misson Second

Your mission statement should drive the event’s evening and all guests should be aware of why they are attending this fundraising event.   Plan a night with incredible speakers or videos to emphasize your unique mission tugging on their hearts.

Success Tip #4:  “Connect” your Donors with the “Mission” of the Event

 

5.  Avoid Not Using a Fund Appeal

Create an opportunity for everyone to contribute to your great cause at a level that is meaningful via a Fund-a-Need special appeal. It works, because not everyone wants or needs a live or silent auction item. A well conducted, inspiring Fund-a-Need can double your live auction profits in only ten minutes.

Success Tip #5: You won’t get unless you “Ask”.  

 

6.   Avoid Offering Too many Auction Items that No One Wants
Reduce the number of auction items and focus on fewer unique items that produce bigger results. Make sure your organization procures hot auction items that keep driving excitement and interest – items that fulfill fantasies and dream vacations and experiences the are unique to your supporters.

Success Tip #6:  “Quality” of Items not “Quantity”

 

 7.  Avoid Obtrusive Decorations and “Stuff”
Your benefit auction fundraiser is about raising money. Therefore, focus on fundraising, not your centerpieces, variety of wines, entertainment nor the color of tablecloths, all which raise zero dollars. Design it to emphasize your unique mission and how your donors can make a difference. Proudly promote your cause and emphasize that the reason people attend is to raise funds to improve lives and your community.

Success Tip #7:  Don’t waste Time or Energy on “Stuff” that does not  Benefit  Fundraising Goals

 

 8.  Avoid Boring Your Audience

The best fundraising events capture the hearts of your guests and showcase your cause with short inspiring speakers and videos.  Don’t jam-pack the night with so many activities or allow too many speeches that your Audience becomes bored and begin leaving or visiting the bar.

Success Tip #8:   Use Inspiring  – “Short Speeches” or Video

 

 9.  Avoid Failing to Invite the Right Guests

Philanthropic support is crucial to have a successful fundraising event. Position your charity auction as a cultivation and relationship building opportunity so that you can turn bidders into long term donors and sponsors. Create an audience development team whose sole purpose is to identify, invite, and cultivate guests who have the means and influence to generously support you before, during, and after your benefit auction.

Success Tip #9:  Remember the first rule of fundraising: “People give to people – not causes.” 

 

 10.  Avoid Dim Lighting

Dim dinner style lighting will lose thousands of dollars and put your beloved supporters to sleep. Illuminate your silent auction brightly. Turn up house lights fully during the live auction and Fund-a-Need Appeal. Direct the lights on the stars of your event: your guests. Never shine spotlights at your auctioneer, as that makes it impossible for him/her to see bidders.

Success Tip #10:  “Light Up” the Room during Live Auction

 

 11.  Avoid Noisy Venues and Bad Sound Systems

Nothing spells fundraising auction disaster more than an audience that does not pay attention and where no one can hear the auctioneer, success stories, and inspiring speakers.  Benefit auctions require a quality sound system different from any other event. Never use the built-in house sound because the tones are usually grainy and unclear. A professional sound system will pay for itself many times over and improve your guest’s experience so you can maximize your fundraising.

Success Tip #11:  “Quality” Sound System

 

 12. Avoid Failing to Have Fun and Not having Goals to Achieve

Have aspiring goals to achieve for each fundraising piece of the line-up, but don’t forget to make it fun for all who is attending.  The National Auctioneers Association has done studies that people give when having fun.  The night should consist of many ways for sponsorships and donors to connect to the cause and give with their hearts:   Live Auction, Fund Appeal, Silent Auction, Raffles, Wine Walls, Heads-or Tails, Golden Raffle Ticket, and consignment trips. 

Success Tip #12:  “Have Fun" and find extra revenue ways to raise more.

 

13. Avoid venues that do not have quality Wifi

Having quality wifi at your venue is a must when it comes to mobil bidding. If you venue does not have a good signal, a high speed router will be a tool to find and and incorporate into the MUST HAVES. Make sure to ask for references that you can contact because sometimes venues do not always know what quality wifi means. 

Success Tip #13: Quality Wifi is a MUST

 

Debbie and Ron Hitzel, Impact Auctions, are a husband and wife team that have been in the fundraising business for over 15 years raising money for charitable causes close to their hearts.   Ron is a former US Navy Nuclear Submariner and has upgraded electrical power plants around the world. Ron speaks several languages after working in over 56 countries and thus brings his world travels to the stage as the auctioneer.  

Impact Auctions is located in North Carolina and Florida and is a Licensed Charity Auctioneer. We have helped thousands of organization’s set record-breaking profits in one night with less work for the volunteers and committee members.  

 

Contact us today to help your next event RAISE MORE.

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