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The Benefit Auction Blog
Herding Cats
October 10, 2022|Auctions, Benefit Auctions, Charity, Fundraising, Leadership, Non-Profit, Storytelling
Herding Cats!
Typically at our fundraising galas, there is a cocktail reception with a silent auction preview outside the ballroom where dinner and the live auction will be held later in the evening. One of the biggest challenges in managing these types of events is getting people to move from the reception area to the main ballroom. Usually, there are only 5-10 minutes allocated for this to happen, and if it drags out, the entire run of show can fall woefully behind very early in the evening.
We have found a 6-pronged approach to be very effective in getting people to move where and when we want them to move.
- Open the doors with a flourish – When it is time to move, open all of the doors at the same time with pomp and circumstance. Is there exciting lighting, decoration and/or music that will grab patrons’ attention and entice them to move?
- Text push notifications – If you are using mobile bidding, send out a text message when it’s time to move. It’s easy to do and can get the attention of some attendees.
- PA announcements – Use your auctioneer or your emcee to invite people to take their seats so that dinner and the program can start.
- “Pullers” – Alert your board members and close friends in advance. “When we ask people to move into the ballroom and take their seats, please be a leader and pull/encourage everyone in your proximity to join you in moving to their seats.” If attendees see known organization leaders lingering, the attendees will be less likely to move.
- “Pushers” – Typically staff… Gently prodding patrons from the back. “Ladies and gentlemen, dinner is about to be served, and you won’t want to miss our program. Please make your way to your seats now. Thank you.”
- Close the bars – People will never move as long as there are open bars outside of the ballroom. And bartenders never want to be the bad guys. They’ll get “just one more’d” for the rest of the night! 5-10 minutes before it’s time to move, put a staff member at the end of each bar queue, and tell those wanting to join the queue that the bar is closing momentarily, and that they should move into the ballroom. If helps greatly if there is an open bar in the and/or if there is wine service at tables.