Art Auction Planning FAQs

Our organization has never held an art auction before, would we qualify?
Please contact us and we would be happy to review the logistics and the feasibility of putting together an auction for your group.

We want to have Signature Auctions conduct a Fundraising Art Auction for our organization. How do we get started?
Very easy. Just choose a date for the auction (preferably three months or more in the future) and contact Signature Auctions. You will also need to identify an available facility to hold the auction.

What does Signature Auctions need from our organization?
Dedicated committee members and volunteers willing to drive ticket sales for the event and assist at the event. A location for the event with enough space for 150-200 seats arranged theatre style, 20-25 banquet tables, a microphone and a podium.

What factors should we consider when setting a date for the auction?
Make sure there are no conflicting fundraising events in the area that could compete for guests. Also, holidays and vacation weeks should be avoided as well. Saturday nights are the best nights for auctions, but other nights of the week can also work.

What kind of timetable of planning are we looking at?
The planning for a Live Art Auction typically takes three months although we can streamline the process to some extent if necessary.

What factors should we consider when we choose a location for the auction?
Size matters, but so does convenience. The room should be large enough to accommodate 150 to 200 seats arranged theatre style as well as 20-25 rectangular tables to display the artwork. Ideally, the room should have the necessary lighting to showcase the items. Synagogues, country clubs, catering halls, hotels and schools are all logical choices with sizeable ballrooms and ample parking. In fact, since you will be raising funds in your community, you may be able to get the venue donated or at a reduced rate. Your ticket sales to the auction should more than make up for any cost incurred for the rental. Ground floor accessibility is a major plus and of course, upscale locations are preferable.

OK, we chose a date and we think we have a great location, now what do we do?
Just contact Signature Auctions. If the date is available on our calendar, we will discuss your specific needs and tailor an Auction and Strategy Plan just for your organization. We will then send you a Letter of Agreement, spelling out all the details of our partnership. Once the agreement is signed, your date is locked into our calendar and we set the wheels in motion for a successful event.

Should we get the community involved in the Auction?
Absolutely. Your contacts in the community can help you to secure the location at a discount (or even for free) and help you to promote the auction. Donations of food and drinks by local merchants can also help turn the auction into a fun social event for the community to rally around. Any publicity to make the event better attended will pay off.

Will Signature Auctions be available to help us during the preparation leading up to the auction?
Absolutely. Once a date has been selected and potential locations scouted, we will arrange a marketing meeting with your committee to formulate a plan and outline each step that will lead to a profitable event. We will also be available for telephone consultation on a daily basis to answer any questions that may arise.

What else will Signature Auctions provide in the planning stages?
Signature Auctions will print event tickets for free and get them to you as soon as possible to facilitate sales. Signature Auctions will also print the auction catalogues for the event, absorbing that cost as well. Your group gets to keep every dollar of advertising that you sell in the auction catalogue.

What percentage of the bids does our group get to keep?
Depending on the total volume of the Auction, your organization can earn up to 30% of all sales.

What can our organization expect to make from a Live Auction event?
Every event is different but we will guarantee your organization a $1,000 commission if at least 100 adults attend for the duration of the Auction/Event and a $2,000 commission if at least 200 adults attend for the duration of the Auction/Event. This is the MINIMUM amount your group will receive if the attendance goals are met and in most cases you will clear SUBSTANTIALLY more.

How should our committee promote the event to make sure it’s well attended?
Attendance should be the main focus of your committee since it is vital to the success of the auction. Fortunately, Signature Auctions will provide you with the tools you will need to ensure a good turnout, including custom invitations, tickets to the auction and other promotional items.

1. Direct Ticket Sales - Have each committee member/volunteer (10-15 people) make up a list of at least 10 couples that they think would attend the auction. Have the member/volunteer target the ticket sales to these people and explain to them the importance of a well-attended event. Also, have local merchants help sell tickets to the event. In fact, real estate agents are perfect people to sell tickets because their clients often are looking for artwork to decorate new homes.
2. Mailing – Signature Auctions will provide your committee with custom invitations to promote the event to your member list and their friends (always ask your members for referrals). You can augment your mailing list with additional names from other local organizations. Your committee can organize a mailing party to facilitate the sending out of the invites so the task isn’t daunting. After the meeting, select someone to do the physical mailing of all the invites. The invitations should go out approximately three weeks before the event. This will give you enough time to follow up with the recipients.
3. Telephone Reminders – Follow up calls are key to making sure that those who bought tickets or are on the fence about attending will show up. Have the committee members call ALL of those who are potentially coming to the event to remind them about the importance of attending, the need to raise money, how the evening will be fun and the great artwork that they can bid on. Again, breaking up the task amongst different committee members will make it a breeze.
4. Advertising Sales – As a thank you for their efforts, you can also give free tickets to those who are donating food/drinks to the event to give to their colleagues and friends to attend.
5. Word of Mouth – You can’t beat word of mouth for creating a buzz about the event. Parents in particular are great at promoting events that will benefit their children’s causes. Remember if you tell them, they will come.
6. Publicity – Contact local newspapers to see if they will mention the event. Also, if your group has a newsletter or an email list, promote the event using those tools.
7. Co-Promote – If there other related organizations that you are friendly with, you can offer them some free tickets to help promote the event to their membership.
8. Flyers & Posters – These are great for bulletin boards and frequently traveled spots like the water cooler. If you like, we can provide you with a layout for the flyers and the posters.
9. Follow Up - We hate to sound like broken records, but nothing will boost your attendance more than following up with your potential guests. And remember, more attendance means more revenue for your group!

Day of Event Planning FAQ

How many volunteers will we need for the day of the event?
12-14. We will need 4 volunteers to assist in the set up and unloading prior to the auction and 3 additional volunteers to assist in the flow of items during the auction. We will also need 2 volunteers for bidder registration and 3 additional volunteers for recording sales during the auction as well as cashiering after the auction. Also, you will need a couple of volunteers to assist with your food and beverages (or cash bar).

Our volunteers have no experience with registration and cashiering, will Signature Auctions provide any guidance?
Of course. We will give the volunteers a run through of their duties before the auction. Signature Auctions will also provide our custom-designed multifunctional bidder registration/sales slips to make the entire process foolproof. Rest assured, it runs very smoothly.

What needs to be done the day of the auction before it starts?
The room where the auction is held should be set up according to the floor plan that we have given your group. The banquet tables with coverings, the chairs, the podium and microphone should all be ready to go 3 1/2 hours before the start of the auction.

Please call us at 1-888-4-BID-UPS (1-888-424-3877) or contact us online at Signature Auctions so we can start discuss your fundraising art auction.