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Event Night Survival: Orchestrating a Flawless Checkout Part 3

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After the final bid has been placed, and the guests are ready to go home, you may think you have finished your fundraising event. But, one of the most important parts of the evening is just beginning--checkout. Follow these tips to ensure that your auction checkout runs as smoothly as possible! Over the next few weeks, we will be explaining different ways you can manage checkout to facilitate an efficient and streamlined process for your guests. 

Next, read the third of our five-part series on checkout strategies for an effective and successful event:

Strategy #3 Security Checkpoint

Method:

The week before the event, prepare the security checkpoint box. By opening your online auction a few days before your event, you can finalize your items included in your auction and prepare your box for item distribution.

Murad Auctions - File Box
  • Gift certificates and gift cards are placed in 9x12 envelopes and labeled with package number and name on top corner.
  • A display sheet with photo is printed for each physical item.
  • All envelopes and sheets are placed in file boxes in package number order.

Advantages & Disadvantages:

Guests come to the checkpoint area and receive their envelope containing certificates or gift cards, and a display sheet for each physical item. These display sheets are taken to the silent auction tables and a volunteer matches the picture on the sheet to the physical item and easily finds the item for the guest. 

It is important to have all packages displayed in their appropriate section and the sections should be marked by signage.  This makes it easy for the guests to remember where to find their items.  With Mobile Bidding, the guests are not always aware of where their items are located, since they are bidding on their phones!

Advantages & Disadvantages:

  • It gives you security and knowledge of what is unsold, sold, and not picked up.
  • Volunteers know which physical items to give guests.
  • There is no need to move items.
  • The auction can be closed after dinner, if using mobile bidding.