The Event Chair Reset: Build a Better Fundraiser This Year

Transcript

1. The Event Chair Reset Build a Better Fundraiser This Year AUCTRIA - Fundraising Events Made Easy
3. Might feel like you are in a maze You may be thinking: • What are the auction and event first steps (and beyond) • Technology transition, how to make this smooth • Shift Auctria to new team and users + learn how to use the features Yes, it’s ok to ask for help!
4. Can we meet or exceed the prior year’s income?
5. You got this! Meet or exceed fundraising goals, building on yesterday to grow for tomorrow
6. 🎁77 items 👯 141 bidders 20/21 💵 $9,096 (COVID) 2021 - Laurie 2022 - Laurie 2023 -Colleen 🎁115 items 👯 164 bidders 21/22 💵 $21,637 🎁122 items 👯 213 bidders 22/23 💵 $25,516 Spanish River High School Growth 🦈Partners $24K 18/19 $16K 19/20 $7K
7. Congratulations to the Auction4Sharks team
8. Tips and Strategy • Start with a clear view • People (team) • Keep the Mission Front & Centre • Communication (promotion) • Momentum & Growth • Tools (all software) In Auctria • 5 Tech-transition steps with Auctria Building on yesterday to grow for tomorrow
9. Review Prior Data | Beyond the Event | Transition Starting with a clear view
10. Starting with a clear view Review Prior Data: • What worked? What did not? • What actually raised money? Look Beyond the Event: • Other fundraisers → consolidate or expand • Are goals being met? How? Transition: • Connect with prior team if possible • Thank them and build from their success 💚 Gather → Listen → Learn
11. Build Team | Organizing | Board vs Committee People
12. Build your team Committee Structure: • Blend returning members (experience) and new members (pipeline) Volunteer Alignment: • Match people to what they enjoy doing • People perform better when they like their role • Happy volunteers return Managing Team Issues: • Redirect or remove if needed • Do not let one person slow progress
13. Create Structure and Organization Roles & Organization • Define roles and responsibilities early • Set expectations clearly Meetings: • Schedule regularly • Avoid over-meeting • Do not cancel unpredictably Tools: • Shared email for event • Shared drive for documents • Centralize communication 💚 Organization builds confidence and reduces stress
14. Board vs Committee | different roles, shared mission Board Responsibilities: • Major decisions (event approval, financial direction) • Fill seats • Introduce sponsors • Lead by example Committee Responsibilities: • Event planning and execution • Activities and logistics Governance for all: • Use bylaws as a guide • Do not escalate every small decision • Define decision-making authority early
15. Team Turnover According to a study by VolunteerMatch, about 51% of volunteers stay with a particular organization for one year or longer. In the same study, volunteers who participate in fundraising activities tend to have a higher retention rate than those who work in administrative roles or on short-term projects. Don’t be worried if you lose half the volunteers, stats show that’s about what happens in many organizations • Team members may stay after the chair changeover, that’s ok. • Team members may leave with the chair change over, that’s ok too • Build up from the previous foundation • Build out as well with new ideas
16. Every Meeting | Every Sector Mission Front and Center
17. Reinforce Your Mission at Every Meeting Schools: • Help volunteers understand impact • Show where funds go (classroom, grade, school-wide) Arts / Community: • Emphasize passion for the cause • Reinforce why attendees support Human Services: • Tie all activities to real outcomes • Keep impact visible 💚 People give because they care
18. Plan | Define | Align & Schedule Communication
19. Communication • Build communication plan early • Communication planning ◦ social, email, PR, outreach • Define communication roles ◦ who does what • Align & schedule Communication ◦ content calendar • Centralize with your website ◦ drive all traffic here 💚 Flow - every click is meaningful: Post → Click → Register → Bid → Donate
20. Time | Year Over Year Experiences Momentum & Growth
21. Momentum & Growth It takes one full cycle of event fundraising to have a complete picture, don’t get intimidated. Get motivated!
22. Identify | Gather | Confirm Tools
23. Tools - Accounts & Assets Information • Identify and gather passwords for all apps (email, drives, accounts) ◦ 2FA and recovery details • Contact list of team, volunteers, vendors (name ,emails, phone) • Logos for organization • Logos for the event • Graphics • Graphic platform (Canva?) • Marketing messaging - previous & current • Any past analytics
24. 5 Simple Steps Events in Auctria
25. 5 Steps: 1. Organization and Permission Profile 2. Reports - where did the funds come from? 3. Global & Event Settings 4. Copy or Create New Event 5. Event Website Event Transition in Auctria is Easy
26. • User Access ◦ Organizers need Admin Access permission level • Organization: ◦ Confirm Organizer Contact, Email, Address ◦ License Renewal • Credit Card integration ◦ Stays enabled year over year ◦ Credentials for Stripe or Authorize.net Organization Settings 1
27. Auctria - Organization Details & User Permissions 💚 You need ADMIN Level User Permission Dashboard -> Organization -> Users
28. Previous Year Reports 2 Where did the funds come from?
29. Auctria Dashboard & Reports • What was the breakdown for ◦ Tickets sold, ◦ Sponsorships - who and when, ◦ Raffles - how many and how much, ◦ Items - highest items, most activity • Financial Reports • List of Item Donors - at the organization level • Reports → by Event and All Events 💚 All previous fundraising data is still available in Auctria
30. Financial Dashboard
31. Reports
32. Previous Year Events Switch between events - upper left 💚 You can open different year events in different tabs Items, Income, Donors across events under Reports
33. • Global Settings ◦ Texting Profile (number moved to each event) ◦ Item Donors ◦ Credit Card Settings • Event Settings ◦ Fundraising Targets ◦ Event Options and Settings: registration, bidding, check-in ◦ Dates: Tickets, Online Bidding, Availability Global & Event Settings 3
34. Event Settings
35. Auction - Copy or Create Event 4
36. Copy Event or Create Event Is it a repeat event? Does your new event have a lot of overlap? • Yes it is repeat event (there is overlap): ◦ Copy event can be helpful for the settings and website. This is the only opportunity to copy your event settings and system emails • It is a brand new event: ◦ Create event and start fresh • You can copy over individual items, website file, custom emails and/or sponsors at a later time • If you do not copy system emails, they will be reset to the defaults. This is generally better as emails usually have event specific details in them. 💚 Generally, don’t copy participants between events
37. Copy Event Option 💚 this is the only opportunity to “Copy all event options and settings”.
38. Event website - Copy or Create new 5 💚 Auctria’s smart templates automatically create matching website pages from the items you add in your dashboard.
39. Choose new theme or copy prior one Copy Prior Website • a repeat event • similar layout, colors and branding • copies text and images New Website Template • Select new themed template • Changing from light <-> dark colors • New images, new event information 💚 When you change templates, items, tickets, raffles, donations automatically display. Images and custom text are updated manually
40. Auctria regularly holds • Welcome Calls for New Users • Orientation Calls - focused sessions for Auctions, Tickets, Website Editor, Admin App and Event Day Training Get started with creating account and setting up your event. Includes live Q+A with the Customer Success team. Welcome & Orientation Calls
41. Zoom calls with Launch Specialist Ongoing support Training for check-in, check-out Event and website set-up Event day emergency phone support Saves you time!
42. Assist YOUR Agenda Ticket set-up Website Training Go Live Golf, Peer-to-Peer Assist 20: 20 minute Zoom Call Assist 45: 45 minute Zoom Call
43. Get Inspired, Visit the Events Directory events.auctria.com Add your event - Events → Event Directory
44. Has Auctria Earned 5-stars? Please leave a review for the product or the webinar on Capterra
45. Continue the Conversation: Auction Team Talk Facebook Group
46. @auctria Email: connect@auctria.com FB Group: Auction Team Talk Stay in touch with Auctria