E.                   Silent Auction

a.        General Donation List – solicitations

b.       Received Donation List

c.        Letter

d.       Pledge Form

e.        Thank you

f.         Packaging

g.       Bidding sheets

h.       Story board

i.         List of winners – item, name, bid amount, payment type

E.                                           Silent Auction –  

a.        Janie, create a general donation list of all solicitations so we know who we asked, there will be another list for who we received donations from, (see selection E. b.). EXCEL works great here for designing and maintaining a database alphabetically.

2007 Dudley Observatory General Donation List

b.       Janie, create a Received Donation List to show who actually gave a donation for the silent auction; this will be wider than General List.

                       2007 Dudley Observatory Received Donation List

Use EXCEL and label columns with:

1                     Name – of company

2                     Address

3                     City

4                     State

5                     Zip

6                     Contact

7                     Event – 150^th Anniversary Gala

8                     Donation – what they donated

9                     Value – Gift Certificate amount or item value

10                  Date Received item

11                  Thank you – date thank you was mailed

c.        Letter – not done

d.       Pledge form –done and needs revisions, see sample below for ideas:

2007 Dudley Observatory 150^th Anniversary Pledge Form

All proceeds benefit the Dudley Observatory.

DONOR: _________________________________________

ADDRESS: _______________________________________

CITY: _____________   STATE: _____   ZIP: ___________

PHONE: __________________   FAX: _________________

E-MAIL: _________________________________________

CONTACT: _______________________________________

The undersigned promises to donate the following; please describe fully, including all limitations, restrictions or expiration dates:

________________________________________________________________________________________________________________________________________________________________________________________________________________________

The item is:   ENCLOSED_____        NEEDS TO BE PICKED UP______

Value of Gift _________

Signature:______________________________________   Date: ____________

THANK YOU FOR YOUR GENEROSITY!

Please contact the Dudley Observatory for further information, 518.xxx-xxxx

Or visit www.XXXXXXXX.xxx

e.        Thank you – not done yet.

f.         Packaging – keep all donations in a secured location and the day of the event have a volunteer watching over. You would be surprised when certificates become missing. Upon receipt of Gift Certificates, tickets, etc. always take a copy and keep in a folder for back up. Towards the end of gathering items start packaging and write a list like:

2007 Dudley Observatory Silent Auction

1.                    Pampering Her:  minimum bid $120

Every woman should be spoiled…A gift certificate for Cachet’ for hair design, manicure and pedicure.  A $100 Gift certificate at Sondra’s Fine Jewelry and a sterling silver bracelet courtesy of Simply Sterling.

2.                    Hitting the links: minimum bid $200

Enjoy a round of golf for 4 with GPS carts accompanied with lunch at Albany Country Club. In addition add this autographed hat courtesy of Tom Watson to your golf collection.

Etc, etc.

g.       Bidding sheets for the Silent Auction – make in $10 bidding increments, list all items in package, needs to be created.

h.       Story boards – number and put winners to the silent auction, needs to be done.

i.         List of Silent Auction Winners – needs to be done, see sample:

SILENT AUCTION ITEMS                                Name                                      Bid                          Payment

Pampering Her                                                      Linda Martin                         $260                        VISA

Hitting the links                                                    Billie Boy                               $700                        check

Etc, etc.

j.     Make sure you have $$$ change for your money box and bring your credit card machine.   To be done by Dudley.