SEMR Auction KEY CONTACTS and INFORMATION AUCTION CO-CHAIRS: Sheila Countryman-Bean Mobile Phone: 425-760-5964 Home Phone: 425-349-1449 Email: firstname.lastname@example.org Procurement Co-Chairs Dr. Dave Zunkel Joe Marine Home Phone: 425-374-7297 Cell: 425-343-2460 Please send or deliver all solicitation paper work, including donation receipts, any gift certificates, displays, etc. to your team captain or fax directly to Terri. It is imperative that complete and accurate information (especially addresses) be given for the catalog input and thank you letters. SEMR Tax I.D. number for charitable contributions: 91-1498747 Auction Meetings: Third Tuesday of each month, 5:30 pm. Sponsorship Chairs: Other Committee Chairs: Julie Lienhard Office Phone: 425-514-0817 Attendance: Paul Kulle & Buzz Rodland Mobile Phone: 206-795-1571 Catalog input: Terri Stefnik fax: 425-514-0785 Office Fax: 425-514-0829 Decorations: Kathleen Zunkel email@example.com Dessert Dash: Jon Rickey Live Auction: Joe Marine Cathy Reese Raffle: Gail Painter & David Orr 12175 Clubhouse Lane Registration/Cashiering: Sharon Berry, Catherine McCloskey, John Hull Mukilteo, WA 98275 Silent Auction: Gary Kenna Home Phone: 425-347-8680 Treasurer: Judith Underwood & Julie Lienhard Office Fax: 425-338-9600 Wine Cellar: Lois Shumski Mobile Phone: 425-327-1239 Email: firstname.lastname@example.org Important Dates To Remember: 10/16 Kickoff 3/26 Solicitations deadline 4/5 Catalog to printer 4/2 Reservation deadline 4/9 Meeting at Events Center 4/10 Auction DESCRIPTION OF RESPONSIBILITIES FOR THE 2010 ANNUAL AUCTION 1. Commit yourself to a successful Auction and agree to work within the general plan for solicitations. 2. Attend all meetings. Your attendance is important to the success of this event. 3. During the campaign period, make enough calls to ensure that we reach our goal of $125,000 by securing at least $1500 worth of donations. New items only please unless antiques. 4. Bi-weekly submit your paperwork, gift certificates and displays for the catalog to assure an accurate and timely accounting of all assets for this auction and to ensure that all donors receive the proper acknowledgment of their generosity. Send a thank you to your donor within one week of receiving the donation. 5. Actively recruit at least two new prospects to attend the auction on April 10, 2010. 6. We all have talents and it is important we make the most of these talents to ensure a successful solicitation drive and auction. Remember, it is your community that benefits from all this hard work and that is something we can all be very proud of! 7. Attend the auction with your guests and commemorate your hard work and energies spent by enjoying the evening and creating enthusiasm among your table of bidders. 8. Attend the meeting following the auction to celebrate exceeding our goal. 9. Attend the auction wrap-up meeting. SOLICITATION EXPECTATIONS 1. Customer service is of the utmost importance to ensure that each donor receives the best possible recognition for their generosity. 2. Protect previous and prospective donors from being contacted several times by separate Rotarians. 3. Honor each Rotarian’s right to approach their previous donors first. 4. Up-front communication between Rotarians to handle potential conflicts or protect a donor is highly encouraged. If you need assistance, contact the Procurement Chairs, or the Auction Chair, in that order. 5. Respect and adhere to all deadlines and timelines as well as procedures in regards to solicitation and the bookkeeping involved in a successful campaign. SOLICITATION GUIDELINES Helpful Hints - 1. Familiarize yourself with the list of donors from the previous auction. 3. If you are in doubt who solicited the donation last year or if it has been solicited yet this year, check with the Procurement Chair. 4. If you inadvertently approach or are approached by a previous donor that has given their donation to someone else in the past, do everything you can to honor their relationship with the previous solicitor. Do not place the donor in an awkward situation. It may be better to accept the donation for the Auction, then contact the previous solicitor and offer them the credit for that donation. At that time, establish which of you will solicit that donor next year and who will receive credit. You may wish to jointly solicit that donor. The issue of credit should remain a personal and professional issue between fellow Rotarians and should never touch that donor. 5. If you have established a close relationship with a previous donor with the last year and feel you may be able to increase their level of giving over last year, contact the previous solicitor and discuss who should approach the donor and how the credit should be handled. Work out a plan for next year as well so the donor is protected. We all hold the same goal of successful and profitable Auction. With this goal in mind and our combined efforts, success can be assured. 7. If a SEMR member works for an establishment that has donated to the Auction in previous years, they should be given their place of business as their first solicitation. The former solicitor should contact the new member soon after they join and personally make a gift of this solicitation discussing the history of this donation and answering any questions the new member may have. This does three things: 1. It establishes the importance of the Auction as our major fundraiser: 2. It enables a new member to be successful on their first solicitation attempt; and 3. Most importantly, makes the new member feel welcome and productive, establishing a friendship link with a seasoned Auction solicitor and fellow Rotarian. 8. Anyone who loses a donation through this mentoring process would be allowed to choose a new contact from established donors that gave to the Auction last year, but were solicited by a Rotarian that has resigned within the year. A list is available through the Procurement Chair. 9. Don’t be afraid to approach someone for a donation. Most businesses and individuals are happy to make a donation of goods or services to a worthy cause. Just make sure to properly thank them for their donation and get advertising materials to put next to the item. ROTARY CLUB South Everett/Mukilteo P.O. Box 3391 Everett, WA 98203 Date Any Business Address City, Dear «FirstName», The South Everett-Mukilteo Rotary Club (SEMR) is gearing up for our 15th Annual Dinner and Auction, A Night On Broadway-Act 2, April 10, 2010. We would like to invite you to partner with SEMR to support our club’s efforts in providing valuable services and support for important causes throughout our community by donating an item or package for our event. The South Everett-Mukilteo Rotary Club is currently a group of 65 professional men and women from our local area who give back to the community. We have served our community for more than 20 years and currently have an operating budget of approx. $100K, all of which goes directly out to the community in a variety of projects including youth scholarships, as well as some important international projects. For example, in 2009 SEMR made donations locally to: ACES High School, Casino Road Boys and Girls Club, Christmas House, Cocoon House, Compass Health, Everett Food Bank, Housing Hope, Little Red Schoolhouse, Mukilteo Boys and Girls Club, Mukilteo Food Bank, Red Cross, and Domestic Violence Services of Snohomish County. To ensure our event’s success and that our goals for these organizations are obtainable, we need your help. We hope you will help our club continue to maintain our strong presence among our local community and the charities who serve the youth and families in our greater area by supporting this event. We will be honored to recognize you at the event and in our auction catalog to thank you for your generous support. I’d be happy to answer any questions you may have regarding the donation of an item or package for our auction and have enclosed an auction form to help with the process. Thank you in advance for contributing to the success of our event and supporting your community. I look forward to speaking with you soon. Sincerely yours, Your Name Rotarian South Everett-Mukilteo Rotary Club South Everett Mukilteo Rotary Club Foundation – Federal Tax ID# 91-1498747 COMMON AUCTION PROCUREMENT QUESTIONS AND SUCCESSFUL ANSWERS Q. I am supposed to procure items for the Auction. I don’t know where to start! Any ideas? A. Start with yourself! What can you donate? What about the people you work with or your neighbors? How about the people who ask YOU for donations throughout the year? Q. OK, so I know a lot of people. I just don’t feel right asking them for something. How do I approach them without them feeling I am imposing? A. You are imposing! Remember, your friends and associates want to help you. They just need to know how. Make it easy for them by not asking for “SOMETHING”. Ask for something ”SPECIFIC”! You will be amazed at how responsive people are when they don’t have to make a decision. The biggest block to getting donations is expecting the people you ask to know WHAT to donate. Take the decision process to the next level. Decide ahead of time what the donor COULD donate, then ask if they would be willing to help out your organization by donating THAT item. Most people will say yes or offer an alternate idea. Q. Most of my associates are Attorneys or Accountants. Should I be asking for legal assistance or tax help to be donated? A. While both of these ideas will sell, they must be sold in the Silent Auction because people won’t bid on them “Live”. As an alternative, try to see what special interests your associates have when they are not working. Do they go boating, fishing, flying, or backpacking? Perhaps they have a condo at a resort or a cabin in the mountains. Do they belong to a golf club? Would they donate a ride in a classic car or are they gourmet chefs who might donate a dinner? Don’t lock in on the profession. Most good donation ideas come from what people do when they are not working. Q. I have a friend who has a great item and he only wants $500 back if it sells for more than that at the auction. Should I take it? A. This is called a “consignment” item. Generally, consignments are a bad idea for your organization. Look at it this way, if this item sells for $600, and you give your friend $500, the organization made $100. However, $600 of “bidding power” is taken out of the auction. The person who benefits the most is your friend. Thank him for his generosity and ask him to let you have the item at no cost. Q. I can get a cruise package for half price, but only if it sells for more than a set amount. If it doesn’t get at least the minimum, we don’t have to buy it. Does this sound like a good deal? A. This is known as selling with a “reserve” amount. It works the same as a consignment sale. The cruise packages the one exception to the no consignments rule. Since cruises are always popular, there is an advantage to having one in the live Auction. I would limit this process to a single item during the evening since any proceeds from a reserve sale are limited by the amount you will have to pay for the item. Q. I can get a round of golf with a celebrity. Is this a good item? A. Yes! Q. I have an airplane. Would a ride in my airplane be a good item? A. Yes it would. Also, any other “unique experience” would sell well. Some examples: A ride in a fast boat, a cruise on a yacht, a classic car ride, a motorcycle tour to the mountains with a picnic lunch, or anything else people might not be able to go to a store to buy. Q. I like to fish and have a boat. How would a day of salmon fishing do at the auction? A. Always a very good seller. Throw in a picnic lunch or stop at a waterfront restaurant to complete the package. Q. My company makes really neat stuff. Would a tour of the plant to see how we make it be a good item? A. You are on the right track! Remember, people like to buy unique experiences and unusual items. “Think Unique” is the best way to procure auction items. Q. I can get tickets to the Sonics or a Husky game. Are these good Auction items? A. You bet! However, if you really want these tickets to be “one of a kind”, how about packaging the Husky game with a boat cruise to the stadium, or have a dinner downtown included with the Sonic tickets. Q. Some of the people I talk to don’t really want to donate any tangible items. Would we take a cash donation? A. Yes, absolutely! Cash is always good. We have expenses for decorations, mailings and other out-of- pocket expenses. Cash underwriting is an excellent donation. Q. Some of the people I talk to want to know if they can “write off” their donation against their taxes. How do they do that? A. They need to talk to their accountants. However, if they qualify, the fair market value of an item is generally the amount take as a write off. In most cases, the value is what the item would sell for in a store. In the case of items not available in stores, the amount the item sold for at auction may possible determine the value. Be sure to advise checking with their accountants since all situations are different. Q. I was going to get an item donated but I found out someone else has already donated the same thing. Should I just forget it? A. No! Duplicate items are OK! Often, having more than one of the same thing allows some flexibility since one of them could be combined with other items for a unique package. We also have the ability to trade duplicate items with other organizations for one of their duplicates. Never turn down an item. Q. I don’t have time to contact a bunch of people to get items because I work all day and when I get home I am tired. How can I help? A. You have more time than you think! It is best to contact potential donors as you go about your normal routine. For example, as you are at work you can ask co-workers. If you have vendors calling you, ask them at that time for a donation. Ask clients in the course of your routine contact. When you go shopping ask a few of the store owners where you shop. It is not necessary to set aside specific time to get donations if you make it part of your normal routine. Don’t be afraid to ask questions about procurement! If your team captain doesn’t have the answer then contact the Procurement Chair. AUCTION DONATION IDEAS Business Services Special Dinners Secretarial Services In-home gourmet meals Telephone Answering Catered dinners Contractor/Architectural advice Local restaurant gift certificates Masonry/Carpentry/Electrical Picnic baskets Nursery Landscaping Service Gourmet “box lunches” Plant Service Lunch on a boat Dinner with a celebrity Travel Cruise packages Thrill Seekers Ski resort packages Bungee jumping Hawaii trip/Mexico trip Skydiving package Two for one air plane tickets White water rafting Regional trips Hang gliding lessons Ride in an acrobatic airplane Sports Activities Golf packages Night on the Town Tennis club visit for a day Dinner at Space Needle Workout at a health club Limo/Dinner/Overnight at hotel Back packing trip Sheraton Buffet Fishing trip with guide Sports or exercise equipment Weekend Getaways Condo or Cabin Family Packages Ski resort Museum of Flight passes Vancouver getaway Museum tickets Local cruise to Victoria Pacific Science Center tickets Day on a sail boat/motor boat Event Tickets Sonic tickets Handmade Items Seahawk tickets Quilts Mariners tickets Baskets (filled) Husky tickets “Instant Wine Cellar” Silvertips tickets “Instant Play Room” Play or concert tickets Photo albums Unique Experiences Sports Memorabilia Fire station birthday party Mariner autographed anything, Husky Ride on a working tug boat Football, Husky Package, Cougar Package, Boeing Flight Simulator Sonic Basketball, Seahawk Football. Police K-9 unit ride for a night Longacres Race track Special Packages Carl Care Package Goods “Queen for a day” package Appliances Garden tool package Radios/CD Players Thanksgiving food basket TV’s Computers Business Equipment Furniture Fax machine Computer and accessories Software BASKET THEME SUGGESTIONS Baking needs: cookbook, sifter, measuring Holiday decorations spoons, cups, mixes Teddy Bears Washington wines and cheeses Pets: Bed, treats, toys, leash, water dish Gardening: large pot for basket, tools, apron, gloves, bulbs, seeds, hose Disney:Movies, theme character(s), books Cookie basket: recipes, cutters, cookie Car care: Car wash/wax, flares, wash bucket sheets, mitts Do-It-Yourself: Hammer, nails/screws, New baby: powder, diapers, wipes, oil, screwdrivers, pliers, how-to books lotion, picture frame, piggy bank Computer accessories: Mouse pads, Toddler: pull toy, spoon/fork set, dish, large software, games, disks, books bib, books Home alone:Cards, puzzle book, jigsaw Red, white and blue “All American” puzzle, pencil, paperback Birthday party: plates, hats, invitations, Popcorn: Varieties of corn, flavors, cheese, party favors, balloons, decorations bowls, Sewing basket: Scissors, measure, Favorite dish: Recipe, ingredients and pan to pins/cushion, mark paper prepare/serve Washington cheeses and apples, foods Bath salts, soaps, bubble bath, candles Sports: Cards, ball, hat, stat book, tickets Potpourri and containers Travel: Travel books from countries, maps, Barbecue: Tools, platter, recipe, napkins, diary, film, photo album, disposable camera plates, spices, bbq sauces, marinades Artist: Brushes, paints, canvas, water colors, Picnic: basket, gourmet foods, dishes, wine Organizer, pens/ pencils, daytimer, calendar, Stationary: Ribbon, tape, bows, paper, gift stapler/puller, tape paper clips bags, scissors, pens, stamps, paper, wax seal, address book, cards, rubber stamps. Couch potato: Pillow, chair arm organizer, popcorn, bowl, cokes, beer, remote control Golden Oldies Memorabilia (50’s 60’s 70’s) Records, pictures, books, clothes Cake decorating: Pans, tips, icing bags, books, aprons, colors Photography: Frames, albums, caption stickers, stamps, film Be creative, there are always Fishing: Tackle box, flies, fish scales, hook new and unusual ideas for remover, pliers, knife, “Brag Journal” baskets. Have fun with it and don’t be afraid to try Nursery Rhymes: Books, toys, stuffed figures something different!
Pages to are hidden for
"SAMPLE SOLICITATION LETTER.doc"Please download to view full document