10 Steps to Planning a Successful LIVE Media Auction

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Kathy Jacobus is an event planning guru. She has years of experience planning media auctions for the American Advertising Federation (AAF) and recently presented her 10 steps to success at the AAF District 7 leadership conference.

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10 Steps to Planning a Successful LIVE Media Auction

  1. 1. Making Money And Having Fun With Fundrai$ers
  2. 2. 10 easy steps to hosting a PROFITABLE & FUN media auction
  3. 3. Fundraiser Focus: Media Auction #1 - Set Goals ü  $30,000 profit ü  35 silent auction items ü  $75,000 worth of media
  4. 4. Fundraiser Focus: Media Auction #2 – Build a Committee •  Find 5 to 10 committee members (meet every 3 weeks until the event) •  Create sub-committees o  Silent Auction (Ask each person to bring 2-3 items each) o  Media Outlet Donations (Have a media buyer sign the request letter) o  Auctioneer (Find the right auctioneer) o  Creative Design v  TIP: Collaborate with other board chairs (such as web, historian, communications, programs) to get things done before and during the event.
  5. 5. Fundraiser Focus: Media Auction #3 – Choose a Theme
  6. 6. Fundraiser Focus: Media Auction #4 – Secure a Venue
  7. 7. Fundraiser Focus: Media Auction #5 – Set a Date Month | Date | Day TIP: Choose the best time for media buyers
  8. 8. Fundraiser Focus: Media Auction #6 – Design the Creative & Promote the Event
  9. 9. Fundraiser Focus: Media Auction Choose your medias: •  Paid – print, display •  Owned - email, website, social •  Earned – word-of-mouth and public relations
  10. 10. Fundraiser Focus: Media Auction Cost of Event: •  Ticket price covers food and venue space – we break even on ticket cost •  Media buyer got in free •  Each attendee got 1 drink ticket 2 Auctions events in 1 •  Live Auction •  Silent Auction Additional Event Details to promote:
  11. 11. Fundraiser Focus: Media Auction #7 – Hire a Professional Auctioneer
  12. 12. Fundraiser Focus: Media Auction #8 – Plan the Fun Stuff Fun & Games & Prizes (took place during breaks of LIVE Auction) •  Simon Says •  Q&A for $20 to $100 •  Costume Contest •  Let’s Make Deal!
  13. 13. Fundraiser Focus: Media Auction #8 – Plan the Fun Stuff Q & A President/Board Participation
  14. 14. Fundraiser Focus: Media Auction #8 – Plan the Fun Stuff Simon Says Costume Contest
  15. 15. Fundraiser Focus: Media Auction #9 – Showtime! Silent Auction •  Started at beg of event •  Went to near end •  Use bidding sheet per item •  Show the items! LIVE Auction •  Auction spotters (Ringer) •  Bidding paddles •  PPT Presentation to show the media package Food, Drinks, Games & Prizes •  Auction spotters (Ringer) •  Bidding paddles •  PPT Presentation to show the media package
  16. 16. Fundraiser Focus: Media Auction #9 – Showtime!
  17. 17. Fundraiser Focus: Media Auction #9 – Showtime! Our biggest spender!
  18. 18. Fundraiser Focus: Media Auction #10 – Wrap Up Finishing Touches •  Have a post mortem with the committee o  Celebrate successes and discusses challenges o  Bring pizza and drinks/ champagne, etc… •  Send out thank you cards to buyers •  Collect your $$ from buyers •  Update P&L with actuals •  Update strategic plan for club achievement
  19. 19. Kathy_Jacobus@cable.comcast.com 423.315.7476 Kathy Jacobus AAF Chattanooga Eastern Region Rep Media Auction Co-Chair Former Governor Former President Thank you

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