Tips for the perfect dinner and auction fundraiser for your school
Thinking about hosting a dinner and auction for your child’s school or bringing an existing event to the next level? Here are some great tips to help you put on a successful event that will raise much-needed money, build community and give parents a well-deserved night out.
These Ten Tips for a Terrific Dinner and Auction come from Brook Feerick of EdUCate!, a stellar nonprofit that raises money for five schools in University City, a suburb of San Diego.
This was the second year Brook co-chaired the “Taste of the Triangle,” which draws its name from the geographic shape of the community near the University of California at San Diego. The fundraiser just celebrated its 15th year, so EdUCate! knows how to do it right.
TEN TIPS FOR A TERRIFIC DINNER AND AUCTION
Brook’s top piece of advice: “Think big!”
This year EdUCate! moved the event to a new venue and changed the date from the fall event to the spring. These were major departures. Brook said being creative is key.
Taste’s committee included members who specialized in these areas:
Auction - two people
Ticket sales
Treasurer
Restaurants - two people
Designs for the invitation and program
Signs
Entertainment
Registration
Hotel liaison
Brook said she arranged to use the ballroom at the Hilton La Jolla Torrey Pines a year before the event. The other location that had been used for years was less expensive but the event had to be held on a week night. The move allowed EdUCate! to schedule the Taste during the weekend. The group intends to use the same venue next year.
Brook said the committee starts sending out letters and emails and making calls for auction items about three months ahead of time. She strongly advises thinking outside the box and talking to parents who either might want to donate a prized item or know someone who might.
Case in point: A kitchen remodel. A mom at one of the schools is a kitchen designer. She donated her services and lined up contractors and suppliers, too. All together, they offered a kitchen remodel valued at up to $50,000. It was auctioned off for a tidy $35,000.
Other items in this year’s auction: A week at a condo in Breckenridge, Colo. went for $3,000. When Brook heard that someone at one of the schools owned the condo, she did not hesitate to ask: “Can I have a week for Taste of the Triangle?” (If airlines won’t donate ticket vouchers, Brook said to ask other merchants to make cash contributions and use them to buy airline gift cards.) A jersey from the Charger’s LaDanian Tomlinson went for $2,000.
It really helps to be creative. Brook said they auctioned off dinner with the county sheriff and a behind-the-scene tour of the county jail. How novel is that?
This year’s silent auction had 120 baskets to bid on. Three areas were set up, one for lower-priced, mid-priced and higher-price items. The closing time for the three areas was staggered at 10-minute intervals, starting with the lower-priced area. Thank yous to companies that donate are a must.
Bringing in a live auctioneer can be pricey (Brook said it cost about $2,500 for the evening), but she said it’s well worth the cost. A live auction creates excitement and that results in higher bids.
The live auction was held before the silent auction. Eight big-ticket items, including the kitchen remodel, vacation packages and a surfboard, were part of the live auction.
An well-designed invitation sets a great first impression and establishes the tone for the entire event. A parent at one of the schools who is a graphic designer creates an impressive invitation that is mailed to every family.
There are about 4,200 families at the five schools, so this is not a cheap undertaking. But Brook said it’s important that each family receive an invitation. Include a registration card to mail in and set up a way to register online.
Less expensive reminders (including email blasts) are sent out, too.
Brook raised ticket prices this year to $75 each from $50.
“Up your ticket prices,” she said. “Your ticket sales should be a significant part of your income.”
Brook said ticket sales were off this year, but the overall event raised significantly more money despite having fewer attendees. Brook said attendance may have been down because of the economy and a decision to switch the event from the fall to the spring. She said ticket prices will likely stay at the higher rate. (Discount-priced tickets are offered to teachers.)
Brook said lining up one high-end chef will have a snowball effect. Although you want a mix of foods, having premier chef has an obvious appeal. This year’s event included 21 restaurants.
Using connections is wonderful, but Brook said don’t be afraid to make cold calls. She said parents literally walked up and down 5th Avenue in San Diego’s trendy Gaslamp Quarter in search of restaurateurs. And don’t forget to ask for gift certificates for the auction, too.
This year EdUCate! hired a disc jockey for dancing and recruited a five-piece student group to perform classical music as attendees arrived and a three-piece band made up of teachers also entertained the crowd.
Brook said it helps to let parents know how you will spend the money they donate. Money from “Taste of the Triangle” for the past two years went toward document cameras for each classroom. This year, the group will use earnings on laptops for classroom, and they are considering putting some future earnings toward teacher training and enrichment.
To learn more: Additional information on EdUCate! and its “Taste of the Triangle” are available at uc-educate.org.
Have a fundraising idea you would like to share? With school budgets being slashed, all parent groups are doing what they can to help their schools. If you have a fundraising idea that works at your school, please share it with us. You can email us at info@suchasmartmom.com or add a comment below.
