Fundraiser Checkout and Fulfillment Tips

Nothing can undermine a successful Auction or Silent Auction quite like a Checkout process that leads to long lines and bogged down payment processes. Your Event Committee needs to devote thought and effort to creating a seamless Checkout and Fulfillment process that is ready to spring into action the moment an Auction or Silent Auction is closed.

Here are some ways to make the Checkout process run smoothly and lead to crisp fulfillment – and happy Donors:

Be Proactive - capture credit card information at the door. When attendees arrive at the event, be sure to have a greeting table near the event entrance to “check-in” the attendees and to log credit card information in case the attendees wish to bid on items. This will enable rapid checkout after the Auction/Silent Auction is closed.

Organize your Silent Auction items by type or group. Some Silent Auction items, such as gift certificates or vouchers, will not be on the item table for display. If the items are organized and indexed, your volunteers will have an easier time matching the item to the winning bidder. The closing of an Auction or Silent Auction is likely the most chaotic moment of your event. The more you and your team can prepare while things are tranquil, the better.

Assign volunteers to “guard’ the items upon conclusion of bidding. Your Silent Auction volunteers may be tempted to gather at the checkout area to help with the checkout process. Do NOT leave the Silent Auction table unattended! Winning bidders are prone to simply walking up and grabbing their item from the table. Your volunteers can point the winning bidder to the checkout area and reassure the winner that the item will be handed over immediately upon checkout.  

Assign a separate group of volunteers to serve as dedicated “Runners.” The Runners are a key piece to the puzzle. Have several volunteers standing by to retrieve an item immediately once payment is received. When possible, have the Runner meet the winning bidder and get their table number so that the Runner can deliver the item to the bidder’s table. This winning bidder will feel as though they are being catered to.

KEEP THE BIDSHEETS! Do not allow bidders to walk away with the Bidsheet. You will need the Bidsheets to evaluate the bidding increments, value, etc. The Bidsheet is also YOUR record of the winning bidder, should an item be returned, or some other issue comes to your attention in the wake of your event. Most importantly, the Bidsheet may contain sensitive information such as names and phone numbers.

Maintain a line that accepts cash/check payments that will be separate from the credit card line. Although most bidders will pay via credit card, you don’t want to force someone to wait when they want to pay with cash or check. However, do not let a bidder promise to mail you a check. Always collect payment before handing over the item.

Maintain at least two (2) lines to accept credit cards. Solutions such as Square have made accepting credit card payments so inexpensive and convenient that there is no reason not to have two (2) card readers and volunteers ready to accept credit card payments.

When the winning bidder goes MIA, go to the runner-up. Believe it or not, some winning bidders don’t make it to the Auction close-out. You could encounter a situation where the winning bidder does not show up to pay for the item. Rather than chasing down the winning bidder, oftentimes it’s better to simply call out the name of the runner-up bidder to inform them that they won the item. This can also be a tactic that your Committee can use to keep the attendees in the venue for a bit longer – to see if they won the item after all.

A successful Auction and/or Silent Auction can make or break your Event. If you want attendees and donors to look forward to next year’s event, be sure to take the steps above to provide a seamless Payment and Fulfillment process.  

Do you or your Event Committee need help setting up Auction/Silent Auction Payment and Fulfillment processes? We at Auction Packages can help. Our team of Event Specialists can guide you through the process of executing a successful Silent Auction. We Live to Give.