Optimize Check Out for your next Gala or Auction Event
While Check In can be a focus to get people in the door, Check Out is just as important. Here are some key points to enhance Check Out for your next event:
Preparation is the Key to a Successful Event. If you have received the majority of your Guest Names and Emails prior to event night, this will vastly improve both Check In and Check Out. ATX Giving sends out an Email to each Sponsor Head to capture Names and Emails prior to event night. If interested in learning more, email Phil at email@example.com.
Prepare Folders with Package Numbers in Top Right. These should always be organized in numerical order (#1 to #99) and we always add Package Numbers to a Folder even if there is no certificate with it. For example, if Package #15 only has a Wine Basket associated with it, then, add a + Grab Wine Basket text underneath #15.
Use Auction Software which allows to View Winning Information. You should be able to enter in Bidder #101 or Last Name to look up what the Bidder won. When working with ATX Giving, we verify the email, if we have a credit card on file and review the winning items with that Bidder. You should be able to quickly say: “It looks like you won Package #1: Lake Austin Experience, #2: ACL Night Out and did a Paddles Up for $500”.
Most common options to streamline Check Out:
- Have Runner find Package. This works well if you have Staff/Volunteer that is very familiar with the Auction/Location of Packages. For this to be effective, be sure to put packages in numerical order on Auction Tables as this can turn into Where’s Waldo if they are scattered throughout. Note – Staff/Volunteer checking out Bidder should kindly ask them to move to the side so we can continue to check out more Bidders and keep the process moving.
- Bring All Packages to Check Out. This can be a good option at IF you have enough room to store the packages. In order for this to be effective, we recommend putting a sticky note with the # on the back of each package.
- Allow Donor to Grab Package from Auction. This can be really efficient for Check Out, but, I don’t see a lot of organizations utilizing this option.
- Bring Packages back to your Office. We have seen organizations bring packages back to office to have Donor pick up the following week. This works well if you are a school or see your Donors often.