When it comes to the close out tasks of your silent audition, it’s always a good thing to have some help. This is where your volunteers come into play. There is plenty for them to assist with at the close out; it’s just a matter of putting them in the right place to do the right tasks.
Let’s take a quick look at how your organization can best utilize its volunteers at your next silent auction. Imagine the fast food's drive thru process. Usually you place your order, pay, and then move ahead to pick up. Now translate that process to silent auction closeout.
Your volunteers should be able to:
· Direct the winners into a line to pay for their items and pick up their receipts.
· Select receipts from the alphabetical file and then direct winners to the first credit card station (there should be at least two or three credit card stations that should be open to quickly run credit cards and produce receipts).
· Disperse gift certificates to the winners and bring their item from the silent auction tables forward to the closeout table.
· Help guests pick up, bag and box their silent auction items when they present their receipts (you should have several volunteers to help you with this task). Pre-packaging items is something that can be done prior to closeout beginning if time allows.
· Help guests carry bulkier items to the valet where they can be loaded into their cars.
Going the extra mile to take care of your guests
Let’s take a look at a few more things that your organization and your volunteers can do to ensure that your guests go through a smooth close out process.
Station several volunteers at your silent auction tables to help bring items to bidders. In most cases, there is no need to put silent auction items in separate bags for each guest to pick up. Save time and effort by leaving the items exactly as they were originally displayed.
However, jewelry is often the exception to this rule. Keep small bags on hand for jewelry so that it gets home safely with your guests. For artwork or framed pieces, put these back into the original boxes that they were packed in so that guests can easily transport them home.
An organized close out process will keep your guests satisfied on their way out the door. This is an important concept to achieve in order to maintain positive long term relationships with your guests. In other words, you want to make sure your guests leave happy so that they will come back to your next event! If you are looking for more tips and advice on how to close out your next silent auction, contact AmFund today.