Developing An Auction Dinner (Part One - Continued)

I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.
For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development
3. Ambiance
When decorating your facility create an ambiance conducive to the type of event you are holding. If it is a formal type of event, lower the lights (except at the live auction), have a live musician playing in the background or greet your guests in formal attire. If it’s a theme event, create an ambiance that enhances the theme. You want everyone who attends to become an intricate part of the whole event. When considering your décor, make a list of all the elements that could add ambiance to the event.

4. Atmosphere
When developing your event, put yourself in the shoes of your attendees. As you walk into the room, how do you feel? Are you excited and ready to be part of the adventure, or are you bored before you even start? Think about how you would want to be entertained, what kind of prizes you would like to win, what food you would like to eat. Remember, you are not just creating an event, you are creating an experience!
(To be Continued)

Developing An Auction Dinner (Part One)

I have had the privilege of attending and working with thousands of auction dinners throughout North America for over 20 years. Some had several thousand attendees, while others only had fifty or so. The articles that follow are meant to give an overview of how successful auction dinners are conceived, planned and managed.
For anyone who wants a complete "Developing An Auction Dinner" package, complete with working manuals, workbooks, sample forms and PowerPoint presentations, visit my Festival and Event Planning website.

Event Development
1. Event Theme
By creating an event theme you also create direction. A theme allows you to focus on the final vision of the event. Being able to visualize the final look of the event makes planning it easier. Like planning a trip, if you know your final destination, the way there is just a matter how you get there.

2. “Little Touches”
When planning an event, don’t just think of the large details, but think of the small ones too. It’s the small details that make an event special, an event to remember and to talk about. During the development stages of the event, make a list of all the small details you could include in your event and then see how many you can implement. Here’s a start to your list, you finish it.
• Flowers for the ladies – boutonnieres for the men
• Flowers in the washrooms
• Centre pieces on the table
• Decorations on the wine glasses
• Décor the hall
• Chocolate on each placemat
• Custom placements
• Unique program
• Name tags
(To be continued)

Developing An Auction Dinner (Introduction)

I have had the privilege of attending and working with thousands of auction dinners throughout North America. Some had several thousand attendees, while others only had fifty or so. I’ve seen everything from luxury automobiles to original works of art to elegant jewelry to a talking fish, auctioned off. The enthusiasm for the talking fish was unbelievable. Some halls were decorated exquisitely others had no decorations at all. Some were organized with military efficiency, while others seemed to have no organization at all.
I guess what I am trying to convey is that Auction Dinners come in all shapes and sizes. The only things they really have in common are the hundreds of dedicated volunteers who spend their precious time to help organize these events.
The articles that follow are dedicated to all those volunteers, past, present and future, who mean so much to their communities and organizations.
These articles are meant to give an overview of how successful auction dinners are conceived, planned and managed.
For anyone who wants a complete "Developing An Auction Dinner" package, complete with instruction manuals, workbooks, forms and PowerPoint presentations, visit my Festival and Event Planning website.
(To be Continued)

Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!"

Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Theme
Is the theme of your event suitable for your group and your community? To hold a successful event, it is important to hold an event that represents the character of both your group and community. For example, if you are holding a “waterfront event”, you should to be near water. Or, if you are holding a teen event, it should have input from teenagers. Find something within your group or community that has a connection, something that everyone can identify with and then plan the event on that foundation. By doing this, you will find it easier to gain the support of all participants (committee members, friends, community and patrons).

Preliminary Planning – Duration
How long will your event be…both in terms of planning the event and holding the event? Longer events need more time to plan, more manpower, more participants and likely more money. Chances of greater success or failure grow in relationship to the size and length of the event. Before you decide, weigh all the pros and cons before totally committing. If you do decide to choose a longer event, make sure everyone understands what it will take to ensure success. The development of a critical path and manpower chart would be prudent at this point.

Note: This concludes the "Research and Preliminary Planning" portion of my Event Development Series. The "Leadership" portion will follow in the months to come.

Event Development (continued)

“The following is a continuation of my Event Development Series. Several months ago I started the series with the first section, “Initial Development”. The second section is entitled “Research and Preliminary Planning”. Now that you and your team have decided to proceed with the event, it’s time to get serious! As suggested previously, any thoughts and idea are more then welcome!"

Research and Preliminary Planning
You’ve determined that you “financially” want to proceed with your festival or event and you and your committee have completed plenty of “research”. Now it’s time to start your “Preliminary Planning”.

Preliminary Planning – Venue
Have you adequately thought about where you are holding your event? Choosing the right location is very important. You should create a check list of the elements needed. Such requirements as:
• Is the size of the facility large enough/too large?
• Are there food preparation facilities?
• Can they provide the food?
• Can they serve the food?
• How are the acoustics?
• Is there enough parking?
• Can you hang up signs (if necessary)?
• Can liquor be served?
These are just a few of the questions that might need answered. Talk it over with your group and make as complete a list as possible and, don’t be afraid to go back if further question arise

Preliminary Planning – Timing
How is the timing of your event? Choosing the right time is also very important. You should create a check list of potential conflicts. Such as:
• Is there a conflicting event (other organization, sporting event, school event, election) that might limit the number of people attending your?
• Is there enough manpower available at the time of your event?
• Will weather (snow or lack of it) likely affect your event?
• Is there a conflicting holiday?
Again, these are just some of the questions that need answered. Talk it over with your group and make as complete a list as possible. Once you have considered all possibilities, choose the time with minimum chance of conflict.
(To be continued)