The Dirty Dozen: 12 gala mistakes you don’t know you’re making

featuring Sherry Truhlar

Transcript

1. The Dirty Dozen 12 gala mistakes you don’t know you’re making Presented by Sherry Truhlar of Red Apple Auctions
2. Introduction of Sherry Launched Red Apple Auctions in 2005 with a focus on educating Gala Chairs on how to improve gala ROI. Many free resources – including the annually updated Auction Item Guide™ – at www.RedAppleAuctions.com Co-author of The Essential Fundraising Handbook for Small Nonprofits Earned credentials of BAS & CAI from National Auctioneers Association Work nationally (16 states + D.C. in 2025) Photo by Manning Photography
3. The Dirty Dozen breakdown Operational area The common missteps / easy fixes Auction set-up Dance floor, audio system, software, bid sheets, paddles (2 areas) Marketing Auction catalog, group bidding email, highlight reel Run of show Podium leadership, microphone skills Activities Raffles / games
4. 1. Dance floor Don’t divide your audience with a dance floor. Shift the dance floor to one end of the ballroom to keep guests together. You’ll have better cohesion during the program and energy during the live auction. Supporting video https://youtu.be/ZeDzG1iK8vg?si=bQ7ciaJc-SPeJ5ZD
5. 2. Audio system Don’t use the venue’s overhead speakers. With few exceptions, the speakers installed in the ceiling of your hotel or country club won’t support the demanding requirements of an auction. Use “speakers on sticks” or comparable. Supporting video https://youtu.be/TxEEJ8rs60E?si=qRFqmKj325-WdVHE
6. 3. Auction software The more complex your auction, the more software facilitates. Some software isn’t made for onsite events – make sure yours is. (Software runs registration and checkout, easy payments, quality record keeping, etc.) Supporting video https://youtu.be/-ONvzLbkQQs?si=dWODTZ_rJl47KnAR
7. 4. Bid sheets If you’re using paper bid sheets, don’t make guests write their phone number and name each time they bid. Auctions run via bid numbers. Assign each guest a bid number when they arrive. Supporting videos Guaranteed bid: https://youtu.be/ZCvM5oU754M?si=YLfoiKakgdJcYvTx Using stickers: https://youtu.be/Hky10_tLVH4?si=Wd4x7IKkrdGMsh46 4 types of stickers https://youtu.be/3BFHg1QQlHc?si=ME_8186BDyR5jkzd
8. 5. Paddles (part 1) Paddles aren’t optional; most auctions need a paddle to run well. Every person or couple should get one. Paddles facilitate the live auction and fund-a-need. Supporting video (with many good and bad examples) https://youtu.be/gZDOEvKzeeg?si=BZ6iHk8gprlEZpgZ
9. 6. Paddles (part 2) Consider paddle design. • Large number seen across the room • Good color contrast • Don’t laminate the paper • They don’t need to be fancy Supporting video (with many good and bad examples) https://youtu.be/gZDOEvKzeeg?si=BZ6iHk8gprlEZpgZ
10. 7. Auction catalogs Relying on an online description isn’t advised for live auctions. A “one-page catalog” is fine! Supporting video https://youtu.be/RX9GBRR8tks?si=Mk9TOKdaB30qa-uC
11. 8. Highlight reel It’s a missed opportunity if you don’t create a recap of your gala. Even a few photos put to music can be fun and help advertise the event the following year. Supporting videos Highlight reels from clients 2025 school event: https://youtu.be/UuTXPURcjP4?si=3yvPO0xnx1M7G5Bc 2025 nonprofit event: https://youtu.be/dUUsa1HcBSI?si=l6BjEWM209Rope2V 2026 nonprofit event: https://youtu.be/fa-3NS2YRaA?si=4L4PYNbN-ktWU9kX Highlight reels from my business https://youtu.be/fa-3NS2YRaA?si=4L4PYNbN-ktWU9kX
12. 9. Email promoting group bids Some groups send emails about the gala, but fail to prepare guests to spend big money. Be direct in your emails. Prepared bidders are better bidders. Example: Subject: Our gala’s best items to buy as a group Body: Below are the three best packages to enjoy with friends. Forward this email to someone you know who would enjoy this package with you.
13. 10. Podium leadership A lack of cohesion among your speakers makes an event feel disorganized. Every speaker should know their purpose on stage, and who comes before and after them. Supporting video https://youtu.be/CX8Pxm5bt8w?si=X--GYIjMqrRebsfo Photo by Bari Baskin of Time Stops Photography
14. 11. Microphone skills Even if you have a great audio system, a speaker who doesn’t know how to use a microphone can make for a painful guest experience. Anyone speaking should get a quick primer on how to use the microphone. Photo by Bari Baskin Photo of TimebyStops Manning Photography Photography
15. 12. Activities & games Running the same activity year and year can be monotonous. Keep your event fresh; try new ideas. Supporting video https://youtube.com/playlist?list=PLnMQ0azv3L8NxwSEV1pmZIRxG2S Unlhoa&si=HuXt3Z-Muu9CnDHP Photo by Bari Baskin of Time Stops Photography
16. Photo by Freed Photography Free help: https://RedAppleAuctions.com/free-resources/ Contact 1-888-474-0838 | info@RedAppleAuctions.com