How to Deal with Competing Events

Planning and implementing a successful fundraising auction is challenging enough on its own terms, let alone when your event has to compete with other events for your audience’s attention. A sporting event that was announced long after you set your date, or another charity’s longstanding event can both have radically different impacts on your event.  

Here are some tips for avoiding unnecessary competition and dealing with unplanned competition:

Check the Social Calendar
If your event is moving to a new date, it is always wise to check the social calendar before you settle on a new date. Every city has a list of non-profit events (here in San Francisco the Nob Hill Gazette is a great resource). And if nine- to twelve-months in advance is too far out for a full listing of events, you can always look at the previous year’s calendar for your date to see what events exist around then.

Network with Similar Charities in Your Region
Establish relationships with the organizations who are in your same space, or who have crossover in your donor base. There are many great resources networking with other charitable organizations – Facebook groups, email lists, etc. Find out where your regional charitable peers participate and join them. We work with many organizations that actively seek to coordinate their events so as not to compete with each other.

Gala or Warriors watch party? How about both…

Message and Engage Your Donors
If you do find your event is in direct competition with another fundraiser that will impact your donor base, be proactive. Reach out to your big donors directly, encourage them to come to your event. If they are not coming, see if you can secure a donation from them to be used at your gala in their absence. We love proxy bids on auction items and gifts of all shapes and sizes for the fund-a-need.

Keep an Eye on the Sports Calendar
If you have any rabid sports fans in your donor base, you need to keep an eye on the relevant sports calendars. Here in the Bay Area we have been lucky enough to often have one or more professional sports teams in the hunt for a championship going back at least 20 years.

Playoff schedules get announced a few weeks before the games, so sometimes it is impossible to avoid competing with a major sporting event. When that happens, make a plan that works for you and the culture of your event. We can’t always recommend setting up screens and watching a playoff game as part of your gala, but we’ve done it.

Reach out directly to your donors who are sports fans and find out if sports are going to impact their participation in your extremely important fundraising. Offer them solutions such as, “we won’t announce any scores during the event so you can DVR it.” Always, always, always offer the opportunity to make donations or bids in absentia.

How to Prevent an Auction Takeover

It is a big challenge for any fundraiser when one person decides to take over an event and make it all about them. It shifts the focus of a gala, has the potential to derail the fundraising and could end up costing the event significantly.

There are no easy solutions for what to do once someone is already onstage, rambling on about their product, personal pet peeves, or other random tidbits. But there are a number of steps you can take in advance of your event to try and prevent any sort of auction takeover.

Set Clear Expectations

Tell each speaker how long they have for their speech before they start writing it. As a general rule, very few speeches need to be longer than three to five minutes.

Review All Scripts

It is reasonable to ask speakers to prepare for their time onstage by writing up their remarks in advance. It is also reasonable to ask to see that script in advance.  If someone’s script is too long, or off-message, seeing it beforehand gives you the opportunity to discuss that with them while there is still time to make edits and adjustments. There is little time to course-correct the night-of your event.

Designate a Stage Manager

Someone needs to be able to play the “bad cop” if need be, but it is also useful to have someone who is in charge of getting speakers on (and possibly off) the stage. From a show-flow standpoint, it is a waste of the audience’s time if the emcee introduces the next speaker, and that speaker is still seated at their table. Then the whole crowd has to wait while the speaker gets up to make their way through the tables to the stage.

Don’t let one of your speakers hijack your auction, have a plan in place to prevent podium piracy

Far better is to have a stage manager who ensures every speaker is at the stage, ready to go on when they are introduced, and encourage them to leave the stage if they speak for too long.

Have a Plan in Place

What do you do if a speaker goes on too long? Or launches in to an inappropriate tirade? How do you handle the worst-case scenario? At what point do you turn off a speaker’s microphone? (We’ve seen it happen!)

Create a plan and empower your stage manager to implement it. Hopefully none of those worst-case scenarios come to pass. But if you don’t have a plan in place, you’ll be scrambling to figure out what to do, instead of reacting immediately and decisively.

Ryder Solos His First Auction Lot

At the 2024 Claire Lillienthal School Auction, Ryder took to the stage and sold his first auction lot from beginning to end. It was “Principal for a Day” and he sold it for $4,600- TWICE! The video cuts off before he doubles is, but he raised $9,200 his first time taking the mic. We are all insanely proud.

Celebrating Ten Stellar Years

Join us in celebrating ten years of Stellar Fundraising Auctions with this look back over just a few of the highlights from our first decade!

Auction Lot Idea: First in Line at Valet

We love to open an auction with a “warm-up” lot that has a low opening bid, but hopefully is extremely popular and sets the tone for the rest of the auction. These lots are fun, readily accessible, easy to describe, and usually offer some sort of instant gratification.

There are many variations on this theme, usually involving food or drink. We often sell opening lots of a round of “special” drinks served immediately to the winning bidder’s table, a “better dessert” for the winning bidder’s table, or special attention from the waitstaff and bartenders.

If your event has valet parking, you have an easy warm-up lot just waiting for you. At most events with valet parking, there is a line of people waiting for their cars at the end of night – especially larger events of 500 people or more. On more than one occasion we have offered the opportunity to have the winning bidder’s car moved to the front of the valet line as an auction lot.

The logistics are simple: as soon as a winner is determined, a staff person gets the winner’s valet ticket and has the winner’s car pulled around so it is waiting for them when they are ready to leave. All it requires is an agreement with the valet service provider to maintain a lone parking spot at the front for when the time comes to get the winning bidder’s car.

Market it in the auction catalog and slideshow, give it a description that sells the story. I’ve even seen some extra details added on, like a goodie bag to take home waiting on the front seat for you. The point is to keep it simple and make it fun. The results always align with what we’d hope for an introductory lot like this. Worst case scenario, we raise about $500 and do a great job of warming up the crowd. Best case scenario, two bidders go at it and we’re off to the four- or five-digit races on our first lot.

If you have other ideas for great warm-up lots, post them in the comments below, or drop us a line.

Stellar Announces Jonathan Moscone

Stellar Fundraising Auctions is honored to announce Jonathan Moscone as the newest performer to join our fundraising auction team. Jonathan has spent the last 35 years crafting a career as a leader in the arts. We are excited to bring his experience backstage and in the boardroom to help non-profit organizations achieve their philanthropic goals.

Jonathan has planned and attended his fair share of fundraising auctions over the years. He first worked with Stellar on the client side as the artistic director for California Shakespeare Theater. It was during Cal Shakes’ annual gala that Jonathan gained an appreciation for Stellar’s pre-event consulting and onstage performances.

“I have worked with many charity auctioneers over the years,” says Jonathan, “and Stellar’s approach to helping set the stage for success is unique. I have witnessed Stellar bring wisdom and joy to every event they conduct, and I am excited to be part of their extraordinary team.”  

Jonathan’s experience as the artistic director of one of the nation’s leading classical theater companies gives him powerful insight into stagecraft. “Jonathan’s instincts for what works and what doesn’t onstage have always been incredibly impressive,” says Stellar’ founder, Greg Quiroga. “His notes have always resonated, and he is going to make an incredible fundraiser.”

Jonathan’s skill, energy, and commitment – combined with his onstage experience over the years – position Jonathan uniquely in the fundraising auction world. No other fundraising auctioneer in San Francisco and the greater Bay Area has the depth of knowledge and wealth of experience that Jonathan brings.

“This is going to be really fun and meaningful,” says Jonathan. “I am looking forward to helping non-profits succeed in fulfilling their missions and increasing impact in their communities.”

Jonathan is currently available to help your non-profit organization achieve its fundraising goals. Contact Stellar Fundraising auctions: 415-682-4224, Info@stellarsf.com

Do Your Homework on Consignment Packages

Consignment companies serve a valuable role in helping round out live auctions. If your auction is in need of an exciting travel package, or something specific that you have been unable to get donated, purchasing an auction lot from a consignment company is a viable option. However, if you are going to purchase a consignment package, it is important to follow a few simple guidelines.

Only purchase from reputable consignment companies that specialize in working with non-profit auctions. Any consignment company worth dealing with will be able to provide you with references to happy clients, auctions that have sold their packages, and bidders who have taken their trips. If you are going to trust the care and handling of your bidders to a company, their partners, or representatives, you need to know they will be treated well.

Sometimes you need a tropical paradise in your live auction, and have to pay to get it.

The financial goal should be at least double your investment. If a consignment package is going to cost $1,500, your target sale price should be at least $3,000. This means you must know your audience, their desires, and their potential budget. Don’t base the decision to purchase a consignment package on what the consignment company says it is worth or on how well it has performed at other auctions.

Shop around and do your homework. Once you find a package that seems like a fit, ask the consigner if they are the provider or if they are a reseller. If they are a reseller, see if you can go directly to the company that provides the package. There are many resellers out there that simply take other consignment company’s packages, mark them up significantly, and then do their best to market them.

A client recently came to me with a consignment package that seemed familiar at first glance, except it was way more expensive than I remembered. Once I looked a little deeper, I realized it was a consignment package from a different company being offered at two times normal cost. What should have cost my client $1,800 was being “offered” at $3,600. As soon as we figured this out, my client simply switched over to the originating consignment company and purchased the package from them.

Consignment packages can be a useful tool for your live auction, raffle, last hero standing, or silent auction, but only if you do your homework, and make sure the package is going to fit your needs, and not vice versa.

Greg Quiroga Featured on The Moth Radio Hour Broadcast

Stellar fundraising auctioneer Greg Quiroga is also an avid storyteller and stage performer. Since 2012, when he is not onstage raising money for non-profit organizations, he likes to tell stories at local The MOTH story slams.

Greg Quiroga, performing onstage at The Moth.

Greg has won numerous local story slams and been invited to perform in multiple Moth Grand Slams at the Castro Theater. This past December one of Greg’s stories was selected for inclusion on The Moth Radio Hour, which is heard on over 575 public radio stations nationwide. It’s an incredible honor, especially given the tens of thousands of stories The Moth has to choose from.

If you didn’t happen to catch the story when it aired, you can listen to it on The Moth’s website here. And if you want to see some of the extra material Greg submitted to go along with the story, scroll to the bottom of the page at this link.

The Top 10 Most Exciting Auction Lots of 2023

Full of live, in-person events and supportive crowds, 2023 was an exciting year for fundraising auctions. Every event Stellar conducted in 2023 was an in-person gala; the first time that’s happened since before the pandemic. Crowds continued to be excited to be in-person, and a lot of the upward trends of 2022 continued on through 2023.  

Buy-in parties and Sponsor-a-spot auction lots continued to be extremely popular. Experiences and relationship-based lots were very profitable – especially experiences that were connected to the organization or tied in to the mission of the organization. A few examples in this year’s list exemplify this trend.

The big surprise in 2023 was the sudden inconsistency of trips. Trips remain the foundation of most fundraising auctions, and in most events trips did well (sometimes exceptionally well). But very few auctions saw a trip emerge as the biggest seller. And for a notable percentage of auctions this year, trips did not do well at all – which is a stark change from 2022. Still, there were a few trips exciting enough to make this year’s Top 10.

What makes for an exciting auction lot? It’s not just sale price. “Exciting” is about a lot’s uniqueness, creativity, and the buzz the lot generated at the event. Sale price impacts the decision, but only relative to how other lots sold at the same event. Where I can, I have included final sale prices again this year.

Please remember that comparing pricing between events is a tricky. I include these numbers as a way of emphasizing the excitement in the room when the item sold, not as a point of comparison. My goal is to inspire you to create fun and exciting lots of your own!   

So here are the Most Exciting Auction Lots of 2023:

Ultimate Game Day Experience with the San Francisco 49ers and Steve Bono

Get close to the action with a VIP Levi’s Stadium gameday experience. Your experience begins as former 49er quarterback Steve Bono takes you to the sidelines to watch the team warm up. It only goes up from there: From the field you will move to your luxury suite, where you can sit back, relax and cheer on the 49ers in style. Package includes:

• Pre-game field experience
• Six Suite Level tickets to a regular season San Francisco 49ers home game
• Appellation 49 wine experience at half time
• VIP parking
• Autographed Football

Opening Bid: $3,000        Value: $6,000                     Final Sale Price: $20,000+

Editor’s note: Whenever a sports team is doing well, their fundraising auction stock goes up as well. No team in the Bay Area is hotter than the 49’ers right now, and no experience tops meeting a 49’ers player.

Surprise Lot: The After Party

When the auction ends and the party is over, it does not have to be the end of it for you. We have a special surprise for you in our auction tonight the Struggle Bus after party. Twelve people will get on the Struggle Bus – your own Luxury party van, that really is called the Struggle Bus.

This converted school bus is painted purple, and stocked to the gills for you. There will be great wines from our winemakers tonight, plus bubbles, beer, and pizzas from Bottega.

The Struggle Bus will take you anywhere you want to go for 3 hours, but where you really want to go is Adios, downtown, where the afterparty is. You’ll have your own reserved table at Adios. And when it is time to say adios, the struggle bus will take you home.

Opening Bid: $1,200                       Value: $2,000                    Final Sale Price: $2,400 
Editor’s Note: This was a first-time surprise lot that generated a lot of momentum – especially after the auction when everyone smelled the pizza and wished they were going to be on the Struggle Bus. Next year’s After Party Bus will sell for even more.

An Evening at Troublemaker Studios

Fifty people enjoy a VIP, behind the velvet curtain look at the only permanent and functional studio backlot in Austin, thanks to Robert Rodriguez, Producer/writer/director of shows such as The Book of Boba Fett, From Dusk ‘till Dawn, El Mariachi, and Alita: Battle Angel.

Thursday, September 21st, make your way to Robert’s “Troublemaker Studios”. You’ll be welcomed in and given a tour of the studio and get a chance to see how they produce everything: wardrobe, props, set designs, visual effects. Explore two sound stages, including the 97,000 square foot Iron City, the set for Alita: Battle Angel. Then Chef Sean of The Backspace Pizza will bring his mobile pizza oven to provide a Neapolitan-inspired feast. Paired with more dishes, an open bar, and a DJ in an unforgettable setting: 600 years in the future.

Room for 50 people, $500/person.
Editor’s note: Access, buy-in, celebrity, unique experience, fun sounding event: this buy-in was extremely popular, and ended up over-selling.

Light Up the Night with Children’s Hospital

Kick off your holidays with a unique VIP experience at Children’s Hospital Colorado, where you and your family will join Children’s Hospital VIPs for a magical, once-in-a-lifetime holiday experience and light-up the exterior of the hospital’s Anschutz Medical Campus with holiday flare! Join Santa Clause for a private ride around the Hospital grounds and return just in time to flip the switch and light up the night for children! Cookies and hot chocolate with Santa included.

Guaranteed to fill your heart with the greatest holiday spirit. Friends and family members welcome; some restrictions may apply regarding the number of guests that can safely ride atop the vintage fire truck with Santa.

Opening Bid: $1,000        Value:   Priceless              Final Sale Price: $2,800
Editor’s Note: This auction lot tied to the mission of an organization very closely and offered an incredibly unique experience for a child or grandchild – always a recipe for success.

Private Movie Night at the Onyx

Step into the spotlight with a private movie night at The Onyx Theatre for you and 28 of your closest friends. Enjoy the silver screen magic in the company of your favorite people, complete with complimentary popcorn. It's a cinematic experience you won't forget!

Opening Bid: $300            Value: $600                         Final Sale Price: $7,500
Editor’s Note: This exemplifies why we always have a variety of lot values in an auction. This lot was not the most valuable lot in this auction, by any stretch. But when two bidders decided they were going to win no matter what, it made for a magical moment. You never know what might spark a bidding war.

Napa Rockstar Weekend at BottleRock, “America’s Best Music Festival”

You know these guys well – our favorite vintners have once again teamed up to take it to the next level. Mark those calendars busy and get those tickets booked, because eight of you will be headed to Napa Valley for Memorial Day Weekend 2024. Why? To rock out with six “VIP Skydeck” passes to BottleRock, Napa’s ultimate food, wine, and music festival.

With all that “on deck” do you need to Ro-Sham-Bo for who’s the designated driver? Nope. This Motley Crew of Vintners has got that covered as well.

You’ll have private transportation provided to and from BottleRock. When it comes time to call it quits for the night and the pillow is calling your name, your cottage at Silverado Country Club will be waiting. Silverado Country Club is a wonderful location perfectly situated just outside downtown Napa, close to all the action yet removed enough to allow to you rest, recharge, and get back at it!

BottleRock weekend is, of course, a packed weekend without much room for fancy dinners, but the gang will include a private tasting at Arkenstone Estate Winery on Friday and a causal wine lunch at Vangone Estate on Saturday before you head off to party the night away. Fun will definitely be had by all! So…are you ready?

Opening Bid: $15,000                      Final Sale Price: $35,000
Editor’s Note: BottleRock has become a staple in the fundraising auction world: I had at least five auctions with Bottlerock lots in them last year. This lot represents the high-end of the BottleRock lots, but the one thing they all share in common is housing: housing pushes a BottleRock lot over the top.

Join Violet Witchel for a Day in an Influencer’s Kitchen

Have Violet join you for a day in the kitchen. Violet will host you for a guided step by step cooking lesson for four in her kitchen, accompanied by charcuterie and wine tasting. Take home your creation, a custom recipe card, and a case of wine!

Bio: Violet Witchell is a Bay Area-based food content creator with over 2M followers on TikTok and 245k on Instagram. She was named one of the top food creators of the year in 2021 and has been featured on Today, Business Insider, and Mashed. She specializes in healthy and delicious simple meals for home cooks!

Opening Bid: $500            Value: $1,000                     Final Sale Price: $2,800
Editor’s note: Auctions are about relationships and access, and this lot offered both.

Wild Horse Safari! Private Flight & Wild Horse Sanctuary Tour for 3

Bring two friends on a truly unique and unforgettable experience on a wild horse safari. Begin your adventure by climbing aboard vintner and aviator Chris T's Cessna 206 for an invigorating private flight to Elk Creek, just a short 30-minute flight from Sonoma. Soar over the gorgeous and varied landscapes of Northern California, ending at Montgomery Creek Ranch Wild Horse Sanctuary, where you’ll get up close and personal with the 200+ wild horses that roam the property.

The wild mustangs of the Montgomery Creek Ranch.

These majestic mustangs, rescued from auction when they were forced out of their habitat, have been protected since 2012 when the Montgomery Creek Preserve nonprofit was founded. The horses live free and wild on the ranch’s 2,000+ acres. You’ll touch down and transition from air to land for a tour of the ranch in a four-wheel-drive vehicle, with lots of breathtaking vistas and awe-inspiring animals to see. You'll enjoy a picnic lunch and then, board the plane for your trip home.

Opening Bid: $2,500        Value: $5,000
Editor’s note: Sold at a wildlife rescue and rehabilitation organization’s event, this lot tied directly to mission and offered a bevy of unique experiences in one package.

Michael Mina San Francisco Restaurant Collection Dine Around for 8

Embark on an unforgettable culinary journey with a progressive dine-around evening showcasing three of Chef Michael Mina’s premier San Francisco restaurants.

The evening kicks off with cocktails and light bites at Mina’s Mediterranean-inspired Estiatorio Ornos. Next, head over to PABU Izakaya to indulge in fresh sushi and sake pairings by PABU’s Sake Sommelier, Stuart Morris. Finally, wrap up the evening with dinner at International Smoke, a collaboration between Chef Mina and Ayesha Curry, offering a fusion of global flavors and wood-fired cooking techniques. With each restaurant showcasing its unique culinary style, the evening promises to be a journey of delicious discovery.

Opening Bid: $3,000                    Value: $2,000                  Final Sale Price: $18,000

Editor’s note: If you are going to do a progressive dinner party, it’s hard to top an evening enjoying Michael Mina’s top SF restaurants.

An Evening To Die For

Was it Mrs. Peacock in the Library or Colonel Mustard in the Ballroom? Resurrecting the fan favorite game of Clue and taking it to another level, you and 9 guests will experience an immersive Murder Mystery Dinner that will keep everyone on pins and needles until the end of the line. Your undertakers – pardon, hosts – for the evening will be this year’s gala co-chairs, Tate and Carol, who are partnering again to offer this ghastly experience.

The theme (TBD) will set the stage for the evening’s festivities, which will include a variety of libations and a catered dinner, if you dare partake as we cannot guarantee the integrity of anything consumed. Each member of your party will also be assigned a specific character to assume prior to the event. Full participation, including costumes, is highly encouraged to elevate the experience. Although your role will be pre-defined, there is no script, so strategy and quick thinking are necessary to ensure you end up the victor and not a victim in this game. Prizes will be awarded for best dressed, best acting, and to the person who ultimately solves the murder case.

How well do you know your hosts and “friends,” and who can you really trust? If you choose to participate, you’ll be taking your life into your own hands, but anyone would kill to win this lot so are you ready to meet your maker?

Opening Bid: $2,000                        Value: $3,000
Editor’s note: A party is as good as its hosts, and this party sounds amazing. Good hosts with a good plan and a great write-up can make the difference between “meh” and “marvelous!”

Dining with Diva

Win an operatic and culinary experience for 8! This is a wonderful opportunity for you and 7 of your guests to join Dr Harry and Brenda M. in their stunning home, situated in the Los Altos hills, for dinner and entertainment. Enjoy a gourmet dinner with wine either in their beautiful outdoor pavilion or in their elegant dining room, depending on the weather and your preference.

Brenda is a professional opera singer who has performed all over the world. During the evening Brenda will perform different arias and give a brief explanation about them. This is a wonderful and unique opportunity for you to enjoy an evening of music, drinks, and dinner in a relaxing, beautiful location with your family and friends.  

Opening Bid: $1,600                        Value: $3,200
Editor’s Note: Brenda performed a short aria to introduce this lot, and it electrified the crowd. A short, live performance by a talented musician can shake up the room and change the vibe of the auction.

Should You Print Values in Live Auction Catalogs?

After you have solicited your auction items and written the copy for the live auction catalog, there is still one final decision to be made: Should you include the fair market value of your auction items in your catalog? Most committees see this as a yes or no option – print the fair market value or print nothing. There is a third option that often helps accomplish the goals of the catalog more directly: opening bid.

In addition to being a marketing piece, the catalog helps set bidders’ expectations. Hopefully, the catalog helps bidders establish a budget for how much they think they’ll need to spend if they want to win a particular lot.

If you print nothing in the catalog, you give your bidders no clues for setting their own expectations. Pricing for items with an easily identifiable retail value can be looked up online. For any “priceless” experiences, however, your bidders will be completely left to their own imaginations.

The traditional option is to print the fair market value of each lot in the catalog, and while this has worked fine for many events, there are still two main issues with this practice. First, it has the potential to set a ceiling by stating what each lot is worth. Second, some lots are, by definition, priceless. Guaranteed reservations at a popular restaurant, for example, have literally no declarable value. But the perceptual value is often ridiculously high.  

“Priceless” can be an acceptable substitute for fair market value on a small percentage of your auction catalog. However, if over half of your catalog is an experience that cannot otherwise be purchased, “priceless” and all of its synonyms begin to lose their power.

Printing the opening bid for each lot in your catalog manages expectations, honors fair market values, and accounts for “priceless” auction items. Informing bidders of where the bidding for each auction lot is going to begin encourages bidders to do some of their own math without placing a ceiling on value. It also helps to manage expectations when an auction lot has an extremely opening bid by removing the unnecessary element of surprise.

Printing the opening bids also makes sure your committee is doing its due diligence by evaluating each auction lot to find a fair and enticing starting point. The opening has to be appropriate for the lot – and your crowd.

Finally, if you are going to print opening bids in your catalog, you need to commit to them. The power of the printed opening bid evaporates if your auctioneer consistently drops to a lower price point.