Attendance to regularly scheduled planning meetings as needed
Assist in the development of an event timeline and establish a tasks list
Maintain donor, sponsor, and item procurement lists
Assist in identifying and coordinate vendors as needed.
Recommend best virtual platforms for the event (i.e. YouTube, Facebook, etc.)
Assist with booking audio and visual production company for the live stream
Research, book and coordinate venue for livestream
Assist in vendor research
Pre-Event Data Entry
Provide software training and support
Data entry of items and guests
Set up and management of auction software website
Prepare items and bidders for event night
Provide reporting
Assist in creation and distribution of emails and text messages from auction software as needed (does not include marketing services).
Virtual Event
Assist with creation of Run of Show/Script for production
Coordination of production content
Basic production of streamed event (does not include day of technician or content editing
Setup of YouTube or other streaming platform
Assist in identifying and coordinating with studio and/or videographer
Suggestions in event layout, décor, and overall concept
Coordinate integration of live stream platform with auction software alongside the audio-visual production company
Hybrid Event
Create registration packets, bid cards, bid sheets, recording sheets, placards, and other as needed (printing cost not included).
Participate in a site visit to develop a floor plan, food, timing, flow, and special needs.
Provide and setup computer equipment as needed for registration and virtual event.
Manage and train volunteers and staff for event night.
Ducks in a Row Events trained staff available for an additional fee.
Post-Event
Verify accuracy of entered data for silent auction, live auction, sales, and donation.
Update contact information as needed.
Process client credit card data as needed.
Assist with set up of thank you letters, post-event account statements, and any other documents as needed.
In Person Events
Auction Manager
Arrive at least 2 hours prior to doors opening at the event
Train and manage the volunteers in all areas of your event
Pre‐Event Consulting to assist in developing an efficient night of event
Auction Manager will manage back of the house activities
Registration/Check in/Check out
Data Entry/Filing
Software support during planning and at the event (Auction Maestro, Greater Giving and others)
Setup of our computer equipment for registration and data entry
Management of event and volunteers
Auction Manager Assistant
Auction Manager Assistant works in tandem with the Auction Manager
Trains and manages your volunteers in front‐of‐house including: Silent Auction, Live Auction, Recording, Runners, Raffle Sales and other revenue earning activities
Pre‐Event Consulting
Unlimited Pre‐Event Consulting to help your organization by answering questions and making suggestions prior to your event. Pre‐Consulting is provided in‐person, by phone, and e‐mail
Hybrid Event Setup
Includes setup of software for online bidding during silent auction and Live Auction activities and assistance AV with live event streaming. Allows remote guests to participate in event.
Data Entry Specialist
Enter all bid activity in a timely manner
Prepare forms for distribution
Pre‐audit data entries for accuracy
Data Entry specialists are trained in the use of leading auction software programs
Event Day Computer Rental
Laptops, iPads and printers to be used for data entry and registration
Networked computers as needed
Recommend 1 registration station per 100 guests (200 guest = 2 laptop stations) and 1 data entry station per 100 items (200 silent and 20 live = 2 data entry stations)
Other Services
Other services available may be combined with a package or contracted separately:
Post‐Event Financial Audit (Includes post-event audit, reports, creation of bidder statements and email messages)
Live Auction Spotters
Live Auction Announcers
Pre‐event Data Entry
Additional staff to replace volunteer needs
Printing of Bid Cards, Live and/or Silent bid sheet