I worked a beautiful, high-profile event recently that surprised me in one key way: they didn’t want to use bid cards. It’s been years since I’ve done a fundraiser without bid cards. In fact, now that I think about it, I’m not sure I’ve ever done a live auction or Paddle Raise – without the bid paddles.

Why would an org decide against giving attendees some sort of bid card or bid paddle? They didn’t want to come across as pushy. They wanted to focus on the party. There are many great events that are fabulous parties.

One of the first questions I ask groups during the discovery phase is, “Are you having a party, or are you having a fundraiser?” The answer to that question determines how decisions are made.

It was still a great party, and I helped them get creative with their programs so we could identify who was bidding and who wanted to donate.

But next year I hope we have bid cards 🙂

Something happened recently that has NEVER HAPPENED BEFORE. I created Clerking Sheets for a gala and emailed them to the client ahead of time. They printed those sheets and put them on 3 clipboards. Check and check. They had staff members lined up to fill in the sheets during the live auction and Paddle Raise (on another sheet).

We did the fundraising and sold 4 live auction items (some with multiples) and then got many Fund-a-Need donations at multiple levels.

After the auction I asked to see one copy of the clerking sheets so I could take a photo for my records.

NO ONE WROTE ANYTHING DOWN.

For the first time ever, somehow the clipboards never got into the hands of the 3 staff members told to do it.

Don’t let this happen to you. Make certain to put the clipboards into the recorders’ hands early in the evening and explain their critical role and what time the fundraising will take place. Having 3 individuals assigned to the job has always worked up to this point. (You can also record the fundraising portion to have as a backup.) Plan ahead. And triple check.