Courage Golf Program
Volunteers Susan and Brandon Birsic at the National Pancreas Foundation’s Fifth Annual Golf Tournament.
The event takes place in Pennsylvania each year, and raised over $140,000 in 2006.
The National Pancreas Foundation
364 Boylston Street, FL 4
Boston, MA 02116
Table of Contents
The Courage Golf Program……………..3
Sample Sponsorship Letter…………...12
Silent Auction Donation Form………...14
Sample Volunteer Responsibilities…..15
Sample Auction Item Bid Sheet……….19
The Courage Golf Program
In an effort to continue increasing the level of national awareness of pancreatic disease, the
National Pancreas Foundation is encouraging volunteers to consider incorporating the Courage
Golf Program into their annual calendar of events.
Why a Golf Outing?
An NPF Golf outing provides an opportunity for supporters to raise their clubs and raise
awareness of pancreatic disease. The event is perfect for individuals of all ages, whether they
participate as a golfer, a “19 holer” (one who attends only the reception), or a volunteer. The
event provides the perfect occasion to gather with families, friends, co-workers and clients to
make a valuable contribution to the community.
How does the event raise money?
Money raised through a golf outing comes from multiple sources – a per golfer entrance fee that
can be more than the actual expense; corporate sponsorship at multiple levels; dinner and lunch
sponsors; tee sign and golf cart sponsors; and donations for the silent or live auction. Consider
selling raffle tickets for a large prize such as a car prior to the event, and/or less expensive raffle
tickets for a short list of prizes the day of the event. Golfers always like to buy “mulligans” (or a
free stroke) – two per golfer for $10 – which can raise more than $1,000 depending on the
number of golfers. Although an auction, which typically occurs once the players come off the
course, can be some work, it also creates a sense of excitement and some competitive bidding.
What are the expenses of the event?
You should plan to spend no more than 20-30% of the event’s gross revenue on expenses
associated with the event. In order to keep expenses down, encourage committee members to
contact local businesses to donate their products or services.
Do I have to recruit ALL the golfers for the event?
No! By embracing the principles explained in this manual and working with the National Pancreas
Foundation’s national staff, you will learn strategies that help you recruit committee members,
team leaders and golfers.
While we all know the fight against pancreatic disease is a worthwhile cause, we also know that
many people haven’t even heard of the pancreas. This event is an opportunity for you to
change that in your community—but it will be a challenge, especially if you’re heading into it for
the first time. You may have noticed that there’s at least one golf event for a different good
cause taking place every weekend somewhere in your area. Your participants come expecting
a safe, quality, well-run event with competent volunteers and adequate refreshments. If you
manage to provide that, then they will come back next year … and bring their friends! The key
to making money from a golf event can be summarized in three tasks:
• Create a good budget and micro-manage that budget all the way.
• Develop an event committee that is dedicated, well connected,
and that will not let you down.
• Give yourself plenty of time to plan and implement – at least
9-12 months. However, it is important to note that this can
and has been done in less time. But it is always best to get
started as early as possible
Additional forms for planning your golf event are available from our National Office, if not
attached here. They include: Sample Golf Brochure, Sample Assignments by Tee, Golfers
Alpha Listing, and Sample Auction Item List.
Put together a group of 6-10 people on a Golf Committee including individuals from area
support groups, friends and other local contacts who are willing to help you undertake this
project. Make sure you have adequate support, manpower and resources to get the job done
without having it all fall on the shoulders of one or two individuals.
Review this guide and determine how simple or complex an event your committee is prepared
to take on. You can always start small, with family and friends, for the first year and expand it in
Major Budget Items
In approximate descending order of cost:
• Country Club Fees
• Brochure and forms (design, printing and distribution)
• Golfer’s Gift
• T-shirt for Volunteers ( Optional)
• Signage-Welcome, Tee and Sponsor signs
• PA system (typically provided by the golf club)
Early Activities of Committee
• Explore local private and public golf courses that are accessible and fairly well-known to
• Determine your audience and the pricing issues upfront. Although a public course may
be less expensive, the private, exclusive club may have more appeal and attract
• Apply for any permits/insurance needs as necessary (check with the National Office if
you need assistance; see contact information on cover of this Kit).
• Check with the National Office regarding the procedure for a state tax exemption. The
savings can be considerable, particularly on the club bill.
• Create brochures, flyers, posters, and any other promotional materials needed to get the
• Identify a “Hole in One “ prize and sponsor. Review all agreements and liability issues.
Shirts (design and printing)
In an effort to create a “Courage“ brand and increase national awareness, we have designed a
“Courage” logo which appears on our bracelets, and which you can use on your t-shirts. You
should also include the NPF logo and your local group name, and plan to leave room on the
back to list your corporate sponsors. Please contact the National Office for more information on
the use of our logo.
The Foundation also offers high quality polo-style golf shirts with the NPF logo that can used as
a golfer’s gift or for the volunteers to wear to provide a professional and uniform appearance.
Contact our National Office for pricing and sizing information.
You may not be able to control the weather, but you can certainly make it as comfortable and
fun as possible for the participants. Many clubs will allow you to have donated beverages and
snacks for the golf carts, as long as they are in coolers and containers outside of the clubhouse.
On a very hot day, you will go through a lot of water and sports drinks and not nearly as much
soda and beer. When it is extremely hot, ask the club if you can distribute small sports towels
soaked in cold water. It really helps to keep the body temperature down. If the club allows it,
assign volunteers to periodically tour the course offering drinks and salted pretzels, peanuts and
You will need golf brochures (which will include event registration), posters, etc. to help you
spread the word. Every committee member should receive a brochure and several posters to
post around the community to promote the event. Some samples are included with this
handbook, or contact the National Office for help.
Consider how you will distribute the brochure whether via mail or displaying the brochures in
doctors’ waiting rooms. Determine how many will be mailed and allow for an adequate postage
budget. This can be a major expense item; don’t overlook it when planning your budget. You
will also want the brochure in pdf format so you can email it, if requested.
This is where your contacts can come in handy. Try to get a well-known local news/media
celebrity to appear as the emcee or honorary chairperson for your event. Many celebrities do
charge appearance money—some hundreds, and some thousands of dollars—however, many
of them will do it for a reduced fee, or for free if they believe in your cause or know some of the
organizers. Celebrities, if their presence is promoted effectively, will draw crowds and that will
impact your bottom line. Be aware that the presence of a local TV media personality will
increase your chances of media coverage at least from their station, but it may deter other
stations from covering your event.
Your golf outing is an excellent opportunity to increase awareness about pancreatic
disease by inviting local, state and federal government officials. Don’t hesitate to Courage
send invitations to your representatives in the State House as well as those in Golf
Congress. Their participation is a great way to develop an ongoing relationship and
to bring information on the state of pancreatic disease research to those who can
make a difference.
Food and Refreshments
Do not skimp on the food, refreshments, water etc. for the golfers. A simple
hamburger and hotdog cookout before the golf begins can be a great extension of the event and
allow some time for community camaraderie. Talk to price clubs or supermarkets for snacks,
soda, water, sports drinks and juice, in order to project costs.
You need lots of signs for things such as:
• Course marking (distances, intersections, directional arrows) The Club may provide all or
some of these.
The more you have the better. Make sure your registration area is clearly marked overhead with
lines for pre-registered golfers. Perhaps you can work a deal with the local sign writer for the
main signs and have some volunteers buy poster board and spray paint, stencils or large colored
markers for the smaller ones. If they take their time, the end result will look good. Ask a sponsor
to help with some of the signage costs and have their names put on them. It is best not to
include the date on most signs so they can be used in subsequent years.
Film and Video
You should take lots of stills and videos. Buy and develop your film in bulk. Consider using the
local town or school video or photography club or other volunteers to take quality photos and
videos for you. Sometimes a photographer will donate his services in exchange for sponsorship
or letting him hand out his card at your golf event.
As the Chair of the event, you are responsible for the safety of each participant. You will, of
course, take every precaution to ensure their safety. The Foundation has event insurance but you
may want to contact the National Office to review the specifics of your event. Review an
emergency plan with the golf club manager in case of lightning or an instant storm to ensure the
safety of all participants.
9-12 MONTHS ~ GOLF CLUB SITE & COMMITTEE MEMBER RECRUITMENT
• Complete, and have approved, a Volunteer Event Application with the NPF National
• Select a golf or country club for your event and obtain any agreements that must be
reviewed and signed. Consult with our National Office if you have questions about
any type of contract, permit or certificate of insurance requirements the issuing
authority may request
• Identify committees, i.e. Club Liaison, Public Relations, Auction, Marketing Materials,
Mailings. Establish deadline with committee members.
• Identify one volunteer who will handle volunteer responsibilities and scheduling. This
is key to a smooth operation.
• Identify local companies for corporate sponsorship. Remember that many companies
have 12/31 as their determination for budgeting for charitable donation allocation. It is
never too soon to start approaching corporate sponsors.
• Determine pricing for the golf event and design a brochure/mailer.
• Solicit volunteers and committee members for donations of beverages and snacks for
the golfers, as well as wine, beer and food for the evening event.
• Identify one or more car dealerships to approach for being the “hole-in-one” sponsor.
Typically, the car dealership will require an agreement, outlining the terms of the
various responsibilities of both parties. If any forms need to be signed by the
Foundation for liability or insurance, they should be approved by the National Office
• After a“Kick-Off Meeting,” have a meeting at least once a month and encourage
regular updates from committee members.
• Invite local celebrities and sports figures to participate and consider auctioning them
off as players to create a foursome or fivesome.
• Begin writing a brochure/mailer which includes registration, as well as event
5-7 MONTHS ~ SOLICITATION OF DONATIONS AND SPONORSHIPS
• All committee members should be providing contacts and addresses for the mailing
list. As you receive names, addresses and email addresses, you will want to develop
a database to store the information for easy access and to develop your base
participant list for future events. Consider contacting your local high school for
students to donate their time to build the database. We recommend an EXCEL
• Continue to solicit corporate sponsors
• Meet with the club manager and head golf pro at the club to discuss the format, the
day’s schedule and take a tour of the facilities. Clarify what information the club
requires the day of the event to make operations run smoothly. Provide a written
confirmation of your discussions with club personnel as soon as possible.
• Finalize the brochure/mailer and consider a “Mark the Calendar” mailing. Both pieces
should have the same look. Finalize the mailing list and determine quantities.
Negotiate the printing expense – you might get the job done for cost or free.
• Continue to have monthly committee meetings.
• Determine format for an event program and delivery method for the content, ads and
memorials. Determine if a volunteer or professional publisher will be used.
• Determine whether a “Mark Your calendar” mailing is worthwhile. If so, schedule it
4 MONTHS ~ MAILINGS AND AUCTION SOLICITATION
• At a committee meeting, brainstorm for “themes” for the silent/live auction items.
Consider announcing the latest theme ahead of time and ask committee members to
donate items to that theme basket, when they come to a meeting. Popular themes
are items from various countries such as an Asian basket or an Italian basket; Beach
baskets; Spa baskets or “A Night on the Town” baskets.
• Each golfer receives a gift on the day of the event and at the time of registration.
Solicit ideas for the golfer’s gift and skill prizes, such as golf shoes, shoe bags, or
• Consider a photographer to take photos of the foursomes, and hire one if
2-3 MONTHS ~ FINALIZATION OF DAY’S SCHEDULE and MAILINGS
• Schedule committee meetings every two weeks, as the need to start finalizing silent
auction items and corporate sponsorships increases.
• Meet with the country club manager and the head golf pro to discuss any outstanding
issues and finalize the menu and layout for the morning registration and the “19
Hole” or after-golf events.
• Mail the golf brochure and also make it available online, if possible.
1 MONTH ~ WRAPUP OF SILENT AUCTION
FINALIZE FOURSOMES and EVENT DETAILS
• Begin a list of foursomes by hole, factoring their level of support. Two foursomes per
hole can be successful if you have elected a scramble or shambles format.
• Pick up donations for the event (e.g., food, drinks, goodies).
• Confirm all deliveries the day of the event.
• Distribute the volunteer schedules and volunteer instructions for review and
• Confirm any local press or television coverage of the event.
Many National Pancreas Foundation (NPF) volunteers have shared their "success stories" with
us. We have compiled a list of ideas that may help you raise much-needed dollars for pancreatic
disease patient support, education and medical research.
Whether you are the Chairperson of your event, a Committee Member or a Volunteer, you will
benefit from these ideas.
These are a few of the helpful hints we have received from our NPF volunteers. We want to hear
from you! Please email your ideas to us at email@example.com. Please read the
following tips and share them with others. Thank you in advance for what you are doing to help
fight pancreatic disease.
• Remember, you’re not asking for the contribution for yourself, you’re asking on
behalf of the National Pancreas Foundation, for the hundreds of thousands of Americans
who suffer from pancreatitis and pancreatic cancer and its devastating effects—we need
your help to spread the word!
• Educate your potential sponsors about the Foundation and the work being done so
they feel more comfortable making a contribution to NPF. The National Office can provide
you with educational brochures to assist in the educational process.
• Treat your request as an everyday conversation. Build your request around your
excitement and enthusiasm for participating in a special event that will help in the fight
against pancreatic disease. Share stories about why the event is important to you or
someone you care about.
• Make the appeal personal. Ultimately, your family, friends, and co-workers will support
you because you are doing the asking and you believe in what you’re doing.
• Ask for a specific dollar amount rather than letting the donor decide, fundraising is
not a “one size fits all” effort. Asking for a specific amount works best when you know the
person well. Think about your donor, and then ask for an amount that is a stretch, but not
• Tailor your pitch to meet your donor’s needs. Think about what is going to move your
friends to reach for their checkbook and become donors.
o To someone who is your close friend: “Will you please sponsor me?”
o To someone with a pancreatic disease connection, you say, “I’m raising money for
pancreatic cancer and pancreatitis so that we can fund the research that is going to
find a cure for your daughter/mother/aunt/etc. Will you please sponsor me?
o To someone you sponsored in last month in a ‘bowl-a-thon’, “I really enjoyed the
opportunity to sponsor you for $50 last month. Will you return the favor to me?”
• “Maybe” or “I’ll think about it” doesn’t mean “No.” Only “No” means “No,” and that’s
only for now! If someone says that they want to “think about it”, give them something to
think about! Let them know how NPF funds research, support and education. Refer
people to our web site <www.pancreasfoundation.org> to learn more about the National
• Make it as easy as possible for someone to give you money:
o If you can, enclose a stamped envelope in the letters you send out.
o Offer to pick up checks from people.
o If you are talking to someone directly, offer to take a check right then and there.
o Consider the benefits of accepting credit card payments. Review the operational
issues with the National Office.
o Make yourself available – promptly return calls to people you have solicited.
o Leave a message on your home answering machine for callers to sponsor you.
o Put a p.s. on your personal e-mail asking for people to support your event efforts.
o Use our on-line fundraising tools to enhance your fundraising efforts through e-mail.
• Be Optimistic: Have a positive attitude. Excitement is contagious! A positive attitude will
increase your chances of success by 100%.
• Be Committed: Make a strong personal pledge first. Publicize your personal goal, and
set your aim high!
• Ask Anyone and Everyone: If you don't ask, they won't give!
• Use E-Mail to Reach More Potential Sponsors: Especially friends and relatives who
live far away, or people who are just easier to reach and likely to respond via e-mail. Our
on-line giving program will allow people to give via credit card.
• Get Money From the Places Where You Spend It: Ask businesses to make a pledge in
return for your faithful patronage.
• Remind Your Sponsors About Matching Gifts: Many companies match their
employees’ contributions to nonprofit organizations. Even if your company doesn’t have a
formal matching gift program, ask your boss to consider matching the funds raised by
individual employees with a grant from the company.
• Host Your Own ‘Courage’ Kick-off Party
Send invitations, serve refreshments, have an NPF representative from the local NPF
Courage Network speak …then ask for pledges.
• Save Your Sponsor List This will make sending thank-you letters a simple process and
will make fundraising faster and smoother for the following year.
You have to ask for money to get money.
The most important thing you can say is “Thank You”.
When soliciting businesses for sponsorship revenue, do not under-sell the value of sponsorship
for your event. You can always negotiate the final donation amount of your sponsorship if the
company cannot donate the suggested amount, or you can offer a sponsorship that meets their
The following is a list of suggested local sponsorship opportunities and suggested amounts for
your golf outing.
• “Platinum Sponsor” $3000
This level includes a foursome, buffet lunch, cocktails and hors d’oeuvres, gift to each
player, tee sign, full page ad in event program, practice green sponsor and a mention
in all publicity
• “Gold Sponsor” $2000
Includes a foursome, buffet lunch, cocktails and hors d’oeuvres, gift to each player, tee
sign and half page ad in program
• “Bronze Sponsor” $1500
Includes a foursome, buffet lunch, cocktails and hors d’oeuvres, gift to each player, tee
sign and business card ad in program
• Individual Golfer $250
Includes golf, buffet lunch, cocktails and hors d’oeuvres, gift to player
• “19 Hole $50
Cocktails and hors d’oeuvres, silent/live auction
• “Underwriting opportunities $500
Several key items are available for underwriting, including the following:
Lunch Sponsor $2,000
Reception Sponsor $2,000
Beverage Station Sponsor $ 200
Tee/ Practice Green Sponsor $ 200
Full Page Ad $ 150
½ Page Ad $ 100
Other donations of golf clubs, equipment, sleeves of golf balls, tickets to sporting or
cultural events are welcomed.
[Mr. Joe Smith, Marketing Director]
[1000 A Street]
[Anytown, USA 00000]
I am writing on behalf of the National Pancreas Foundation to ask for your support in an
upcoming event we’ll be hosting in [city/town] this [month/season]. We are looking forward to
our Courage golf event, which is an effort to increase awareness and funding for the many people
in our area and across the country afflicted with pancreatic disease.
The proceeds we raise through your tax deductible sponsorship will go toward enabling us to
continue working on behalf of the hundreds of thousands of Americans who suffer from
pancreatic disease. Pancreatic cancer is the 4th leading cause of cancer death in the U.S. Over
37,000 people in the United States will be diagnosed with pancreatic cancer this year and nearly
33,000 deaths will result. Pancreatic cancer has a 98% mortality rate--the highest of any cancer.
The average life expectancy after diagnosis with metastatic disease is just three to six months.
There are no sensitive early detection methods, and effective treatments are extremely limited.
Pancreatitis is an inflammatory condition of the pancreas that is painful and at times deadly. Each
year in the U.S., nearly 220,000 people will be afflicted with acute pancreatitis, and more than
80,000 people will be diagnosed with chronic pancreatitis. Despite the great advances in critical
care medicine over the past 20 years, the mortality rate of acute pancreatitis has remained at about
5%. Diagnosis of chronic pancreatitis is often difficult, and treatment is frequently delayed.
Patients with chronic pancreatitis often endure severe pain and malnutrition, and have a higher
risk of pancreatic cancer.
[If appropriate/applicable ~ you can put any personal information about how pancreatic disease
has affected you/your family here. If not, just delete this paragraph.]
The National Pancreas Foundation is a National, non-profit 501(c)(3) organization established in
1998 to serve the needs of people with pancreatic disease. The Foundation’s three-fold mission is
to provide patient support services, to fund medical research to develop a cure for pancreatic
disease, and to increase the public’s awareness about these devastating medical conditions.
We are keenly aware that [ABC Company] makes many charitable contributions to our
community, but hope that your generosity will allow you to consider lending your support to
another worthwhile cause. If you’d like more information about the Courage golf event, the
Foundation or the efforts of our local support group, please do not hesitate to call me at [phone
number] or email me at [e-mail address]. Thank you for considering this sponsorship request.
I look forward to talking with you soon.
Event Chairperson/Courage Captain
[mailing address: if not on letterhead]
The National Pancreas Foundation is the leading nonprofit supporter of pancreatic research—
funding more than $300,000 in new grants each year to find the cause and cure for pancreatic
5TH ANNUAL NATIONAL PANCREAS FOUNDATION
BENEFIT GOLF TOURNAMENT AND SILENT
Please return this form to:
The National Pancreas Foundation
City, State, Zip Code
Business name as should be listed:
Address: City: State: Zip:
Phone number: Fax number: E-mail:
Description of item:
Special pick-up arrangements:
On behalf of the National Pancreas Foundation, we appreciate your support of our benefit event on June
26th, 2006. The National Pancreas Foundation is a 501(c) (3) organization. The Federal Tax I.D.: #23-
2935929. Your State’s Tax Exempt #: XXXXXX. (Contact the National Office to obtain)
Authorized signature of donor:
* Please wear khaki/black shorts, skirt, capris, or slacks and your
NPF shirt if you have one. The NPF shirts are purple with a black
NPF logo. Please try to wear NPF colors if you don’t have a volunteer shirt.
* Please turn off cell phones, ESPECIALLY when on the course and
around the pro shop.
* Remember that golfers are a weird lot……they like SILENCE when
they are addressing and hitting the ball.
Set – Up Auction:
Sue Payne and Heather Roman are our silent auction gurus….just do what they
The flowers are to be delivered ~9 am. They need to be placed
on registration tables and around clubhouse.
As cars pull up, the pro shop staff will unload players’ clubs. Susan, Evan &
Brandon Birsic will give each golfer a gift to put in their trunk and check them
off list as having received one.
Golfer will park their car & return to check in.
There will be a sheet listing players by foursome.
*Check off name as they arrive
*If not paid, collect check and log check # or fill out credit card
information on the Express Pay form (ask if they will be using for silent
auction purchases also)
*Give each player a sleeve & program (tell them to look for possible
door prize ticket in program)
*Tell players that mulligans, raffle tickets, drink tickets and car raffle
tickets are on sale
at the next table(s).
*Direct to Express Pay Registration also.
*Direct them to locker room & lunch buffet
Express Pay Registration:
*All fields on the express pay form must be completed.
*The person registering must sign the completed form.
*Verify that completed form is legible
*This pre-registration will allow the person to proceed directly to the Express pay
check-out after the auction closes and quickly retrieve the items on which they
were high bidder.
*Competed forms will then be entered in the computer.
Mulligan & Raffle Ticket Sales:
*A listing of items to be raffled will be posted at table
*Raffle tickets are 4 for $10 and 10 for $20
*Ticket holder must be present to win
*Mulligans will be sold for $5 each
*Limit of 2 mulligans per person
*Single ticket to be given for each mulligan
* Please try to keep raffle $ & mulligan $ segregated.
Drink Ticket Sales:
*Drink tickets can be purchased with cash or charged to an interclub or reciprocal
account, if available.
*For an interclub account charge, you will need to record the member’s name,
the club to which they belong, their account/member #, and the $$ amount
*This information will be recorded on a chit provided by SHGC.
*Credit cards can not be used for drink ticket sales.
*Drink tickets will be provided by SHGC.
*Pricing for drinks ranges from $1.75 to $6.50. Each type of drink can be
represented by a different colored ticket.
*Drink tickets will be sold by NPF volunteers at registration. SHGC staff will sell
them at the 19th hole.
*The $$$ and chits collected for drinks must be kept separate from all other
monies being collected at registration.
*There should be a sign directing golfers to where photos are being taken.
*A checklist of foursomes will be provided to the persons responsible for photos.
*Photographs are optional but try to check with all foursomes.
*Photos will be distributed at the 19th hole.
19th Hole Registration:
*Name badges and complimentary drink tickets will be given to all paid golfers
and 19th holers. There should not be a printed name badge unless one has paid.
*Name badges will be arranged on the table alphabetically.
*If not paid, they must pay $50/person ($25 for volunteers).
*They may pay with check, cash or credit card.
*If a credit card is used, the credit card info must be recorded on the Express Pay
Form(ask if they will be using for silent auction purchases, also)
*When paid, a name badge may be hand written.
*Express pay registration will also be available at the 19th hole registration tables.
See procedures above for Express Pay Registration.
Door Prize Table:
Winners will present pink door prize ticket with # on it. Give them
appropriately numbered gift. A numbered list of prizes will be given to the
*Tables will be numbered
*Each person is responsible for monitoring their assigned table(s)
throughout the silent auction.
*Try to initiate some competitive bidding by egging on interested parties.
*Verify minimum & incremental bids occasionally. Be sure bidder’s phone #
is somewhere on sheet
*If bid sheet is full, replace with a new one
*Talk up items
*Keep an eye on certificates and items of value
*1st tier closing will be approximately 7 pm. (Tables to be determined)
*2nd tier closing will be approximately 7:30 pm. (Tables to be determined)
*Table volunteers will immediately pick up bid sheet from their assigned
table when the closing is announced
*Do final verification of minimum & incremental bids and high bidder phone#
*Highlight high bidder on original AND yellow copy. Arrange originals
(white) in numeric order. Leave copies on clip board
*Original bid sheets (white) will be collected and taken to person responsible for
posting on the winners’ board
*Winners will pick up the yellow copy of the bid sheet at the table and take to
*Remain at table assignment until winners claim items
*Winner must show you a paid receipt before you release the basket/item
(Express Pay winners will have a bright yellow slip of paper with the item
number(s) on it rather than a receipt)
*Highest bidders will bring the yellow copy of the bid sheet(s) to the appropriate
pay station. There will be one for Express Pay, one for Credit Cards only, one
for Cash/Checks only, and one for Credit Cards and Cash/Checks.
*You may process as one amount if a bidder has multiple items
*Please keep bid sheets
Express Pay Check-Out:
*The Express Pay check-out person will have a computerized listing of those
who registered. They will check to see if the person is registered. If not, they
will send them to another line.
*If registered, they will take the bid sheets and copy the item #(s) to a bright
yellow slip of paper. THIS is their receipt.
*Winner will hand the slip to the Table Volunteers to receive their basket/item(s)
Credit Card Payment (American Express, Visa, MasterCard, or Discover):
*Place card on swipe machine; place blank receipt on top & swipe card
(Do not worry about what receipt you are using; the bank knows what
type of card it is by the # sequence)
*Record all information on the Express Pay form and staple bid sheet to form
*Check expiration date & make sure credit card # is clear
*Give winner the customer copy & place other copies in the money box
*Tell winner to take receipt to table, give to table volunteer, & collect their
*Use receipt book if paying with cash/check
* Record name, address, & phone # on receipt if not on check
*Mark “pd cash” OR record check # on receipt
*Give winner the customer copy & place other copies in the money box
*Tell winner to take receipt to table, give to table volunteer, & collect their
Please check with Susan or Patter if you have any questions. THANKS!
Sample Bid Sheet
#1 Item: Hilton Head Beach Vacation
• One week (September 16, 2006 –
September 23, 2006) stay at villa
Retail Value: $1,500
Minimum Bid Increase: $50
Name Phone Number Bid