| Silent auctions are popular at many fundraisers | | | | post or two with examples. |
| because... well... because they are silent! In many | | | | 3. Mail the letter, and follow up with a phone call. |
| respects, silent auctions easily fit into a scheduled | | | | The phone call is key! Seven to ten days after mailing |
| event. They often take place during a cocktail | | | | the letter, follow up with a call. Some groups will craft a |
| reception, thereby not detracting from any portion of a | | | | script and have their intern make the calls. Other times, |
| speaking program. In contrast, live auctions require that | | | | it's a contact who knows the store manager (or some |
| time be set aside during the formal program to sell the | | | | key personnel). Regardless of who does it, someone |
| items. Galas are often tightly scripted, so a silent | | | | needs to call. |
| auction fits more easily into the schedule of events. | | | | Sometimes letters get lost.. sometimes they are buried |
| And of course, silent auctions require no auctioneer. | | | | under stacks of mail...sometimes letters are accidentally |
| Consequently, a silent auction can be easier for | | | | thrown away. If a letter is overlooked, set aside, or |
| volunteers to manage. | | | | misplaced, you can always re-email another letter |
| But how does one secure the auction items? Any | | | | once you've got someone on the phone. |
| silent auction will be more successful when a variety | | | | 4. Take notes |
| of items are offered that appeal to a cross section of | | | | Some companies have a specific amount of donations |
| the guests. | | | | they allot for charities each year. When you ask for a |
| Here are a some steps for procuring the goods. | | | | donation, the company might have already reached |
| 1. Identify items / donors | | | | their annual level of giving. If you missed the deadline |
| Where do your patrons shop? What stores do your | | | | for donations this year, ask when would be a good |
| volunteers like? What "stuff" is popular? | | | | time to contact them *next* year. Take notes! Write |
| Create a list of targeted donors. You'll need addresses | | | | down the date, and be sure to send your letter (and |
| and -- when at all possible -- include a contact name. | | | | make your phone call) within the designated window |
| Call the store to get the name, if need be. "To Whom | | | | the following year. A "no" this year does not |
| It May Concern" is destined for File 13 (i.e. "the trash") | | | | necessarily mean you will receive a "no" next year. |
| with little guilt. A letter addressed to "Jim Smith, Store | | | | You might just need to ask at a different time of year. |
| Manager" has a better chance of being read. | | | | 5. Say thank-you |
| 2. Craft your letter. | | | | If someone donates, thank them profusely and thank |
| Be authentic. Tell your story. Give a fact or two. And | | | | them more than once. (Visit my blog for information on |
| keep it to one page. | | | | when to thank and how to thank.) Even if they don't |
| For specific examples of how to write a great letter, | | | | donate, thank them for their time. Politeness is always |
| visit my website and poke around my blog. I've got a | | | | appreciated. |