1

Fundraising & Events, Including

Online Auctions

1-MD

Presenters

Linda Witt – Emeritus Director, AF Portland, FAF Board Member

Jack McCord – Executive Director, AF Chicago, FAF Board Member

Daryl Younker – Board Member, AF St Louis

Tracy Kosiarek & Eric Vespierre –Board Members, AF Cincinnati

2-MD

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The School is the AF’s core business.

Events = separate program that: 1) adds energy, variety to the AF “experience”

2) drives in prospective students and members

3) promotes culture angles plus food/wine

4) engages a broader audience, new partners

5) opens up additional sources of income

3-LW

Why Events?

25-35 events per year, small to large.

Some by the AF alone; many with partners.

Events gross income=$160K/year; events net of $80K after $80K expenses.

Resource/staffing allocation depends on talent mix on the AF staff, board and community.

4-LW

Sample Profile: AF PDX

3

Best Practices: Keys to Success

Events programs are typically a purposeful mix of Friendraisers & Fundraisers.

5-LW

FRIENDRAISERS FUNDRAISERS

Source: Matrix Map, Nonprofit Quarterly

Best Practices: Keys to Success

Always set budgets/goals, track revenue/expenses, recap/document results (Event Report=Road Map).

Avoid “money pit”: Emphasize efficiency, streamlining costs, using tools to simplify operations, payments, logistics, etc.

Sync well with email marketing, social media, and partners to promote event awareness & sales.

6-LW

4

Best Practice: Develop Partners!

Cross-promote for mutual win-win.

Your AF gets: Perks, Resources, PR, Prestige, Privileges, Discounts, In-Kind Support, and/or Income.

7-LW

Examples of PartnersPerforming Arts Groups, Museums, Symphony, Opera,

Fencing/Escrime, Restaurants, Wineries, Travel/Tour Companies, Movie Theaters, Chefs, Caterers, Cooking Schools, Film Festivals, Film

Promoters/Marketers, Retailers, French Immersion Schools, French-American Chamber of Commerce, University Language Departments, Alcohol Distributors/Importers, World Affairs Council, Sister Cities Groups, Consular Agencies, Law Firms, Wine Scholar Guild, Sports

Teams, Realtors/Real Estate Firms, Authors, Bookstores and Companies of all kinds that have ties/products connected to France.

Monetizing Friendraisers

Film event: Ask for free tix and sell them

Solicit $10-$25 donations as part of the event ticket purchase form.

Wine/dinner events: Get host venue to donate certificates/product for raffle or auction.

Author events: Throw in a book raffle or get books donated for later auction.

8-LW

5

Top Fundraisers: AuctionsGala / Event / On-site

Live

w/mobile or

or Silent traditional bidding

9-LW

Online – Stand-alone,

Preview (Silent/Live), or

Bid Carryover to Event

Auctions: Revenue

“Gala” Auctions can net $40K-$500K+.

Largest payback in $ = Live Auction, Special Appeal and Sponsorships.

Silent auction should net 60%-85% of item values.

Online auction (w/o gala) typically net 55%-65% of retail values.

10-LW

6

Best Practices: “Gala” Auctions

Silent auction with anonymous bidding, pre-filled increments, ample bidding compression

Heavy on proven top sellers; solicit from friends/partners (no commission or cold-calls)

Professional auctioneer, “unique” items in live, “surprise” doubles, alcohol service, seated dinner

Revenue streams: Golden Ticket/Raffle, Sponsors

11-LW

Best Practices: Special Appeal

Emotional theme, easy for donors to support

Solicit plants for kick-off

Get pre-approved matches

Capture of bidding data -important

12-LW

7

Technology in Service of Auctions

Huge growth of web-based auction software support tools in recent years

Automation of check-in process, payment collection and payment processing

All providers claim to be “the leading solution” . . .

Many different products used by AFs

13-LW

Latest Developments: Auction Services for Digital Bidding

List items online in advance

Ease of bidding (if system works….)

Constant bidding during event, can extend auction time

Easy to process and reconcile

14-JM

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Auction Services for Digital Bidding

Competing bidders, greater return - really?

‘Gare aux commissions’

GiveSmart

15-JM

Easily scalable from small to large

Can open bidding to broader public

Is less resource-intensive than a gala auction

Promotes donors better with live links

Options include in-house development, E-Bay or a service such as BiddingForGood. Typical s/w costs: $400-500/year plus commission.

16-LW

Online Auctions - Overview

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Procured 24 items, mostly unique ones

Engaged the interest of 28 bidders/members

Total cost = 0; using board volunteer expertise and existing software (email, Excel)

Net revenue to the organization = $5,500

17-DY

Case Study: Online Auction

Specify a use for the money

Set an amount as your goal

Set the dates and time of cut-off

Set up an e-mail address for the auction

Get e-mail addresses for all members

Solicit items (unusual ones work best)

Keep good records

Communicate with bidders, members, and friends.

18-DY

Getting Started – In-House Solution

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Bagpipe serenade

Dinner with the Alliance Directrice

Baseball or other sporting event tickets

Country supper delivered to your home or lunch delivered to your workplace

Private condo at beach for a week

Certificates valid for painting a room in someone’s house or doing yard work

Consultations from attorneys, investment brokers, CPAs, etc.

19-DY

Examples of Unusual Auction Items

20-DY

Data Tracking – Manual Example

Recording bidder names, dates, times, and amounts, per item

Determining winning bids

11

Acknowledge all bids by return e-mail. Reiterate item chosen and amount. Notify if a higher bid already exists and ask if bidder wants to increase the bid.

Notify bidders when a higher bid comes in and ask if bidder wants to increase the bid.

Send e-mails to all showing what current bid is for each item. This should be done every other day.

Make final call for bids the day before auction ends. Show current bid for each item and ask bidders to increase their bids. Reminder of end of auction date and time.

Send thank-you e-mails to all for their participation. List winning bid for each item. Tell where and when to pick up item. Arrange for payment.

21-DY

Communication & Follow-Up

Goals:Increase membership

Increase exposure; create buzz

Promote the AF via a New and Exciting Initiative

Focus on one major event throughout the year

Build AF Cincinnati’s reputation

Implications:

Financial impact

Time impact for management of the project

22-EV/TK

Escapade à Paris

12

Phase One:

Get Support from the Board - $3500

Approve marketing budget

Phase Two:

Marketing material: title, logo, flyer, poster, “Paris Box”

Website update; announcements on Social Network; Constant Contact communication

Plan ahead: Mention the Grand Prize in the Membership renewal letter, and make reference to the Escapade in all communication.

23-EV/TK

Marketing & Communication

Review legal and taxes aspects

Define who can participate:

Student members (yes); Regular members (yes);

Immediate family of Board Members (no)

Define precisely the offer:

Paris, France (!)

Direct flights

3 nights at a 3* hotel

One romantic dinner cruise

24-EV/TK

Management

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Partnership with local travel agent:

AF does not manage nor organize the Paris trip

Pay a fix amount to the agency

One hour consultancy with travel agent

Specify travel date expiration to manage finances and close out within the following fiscal year.

25-EV/TK

Delegate

Winner can use choose to extend the duration of the stay, upgrade hotel, spend more time in France, etc. Additional expenses managed directly with Travel Agent.

Prepare tickets prior to each event

Keep all tickets in the “Paris” box

Finally: use tickets during the actual drawing of the winner’s name.

26-EV/TK

Logistics

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“Escapade” events: Each time an AF member registers, (s)he gets one ticket.

Boost event attendance

Extra incentives: Two tickets on election night; Trivia winners get extra tickets, etc.

27-EV/TK

Raffle Tickets

May 2016 Election Night

28-EV/TK

The Drawing

Follow-up:

Meeting with the winner

Press release

“Post Card” from Paris wearing AF Cincinnati T-shirts – we hope!

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29-EV/TK

Escapade à Paris Winner!

JM-30

AF de Chicago Video Clip

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Time for Your Questions & Answers