This user guide is for the older release of the site. Most of the documentation for the current 2017 release can be found in the Auctria User Guide v3
There are many different types and sizes of fundraising auctions. These case studies show how different groups might use Auctria to help with their fundraisers.
Elementary School PTA Fundraiser
The parent teacher association for the local elementary school runs an annual fundraiser in the fall. This event consists of a silent and live auction with around 350 items in total, 250 silent and 100 live. There are about 300 bidders, mostly drawn from friends and family at the school. In addition to the auction items, they sell tickets to the event and also raise donations via a 'fund-a-need' bidding program. The total goal for the event is approximately $50,000.
The group is able to give all of their auction committee members access to the site so that they can enter items and donor information as the information is made available, and everyone is able to see exactly what has been received.
They also decide to offer online pre-bidding for the silent auction for the week before the event, which is available through the auction website, along with online registration and ticket purchases. By connecting a Stripe.com credit card processing account they are able to collect payments for the ticket purchases up-front, and also capture credit card information for bidders who register online.
To facilitate the registration process, the auction committee members upload the school's address list (with email addresses) into the program, so they can send out bidder invitations. As people register for the auction and purchase event tickets they are able to place early bids on the silent auction items.
The day before the auction, the online pre-bidding finishes and the silent auction bid sheets are printed out showing the highest online bid as the starting bid amount for the live auction component.
During the event, several volunteers are responsible for entering bids as the silent auction tables close. At checkout they run half a dozen checkout stations to speed bidders through the process at the end of the evening.
Charity Gala Event
A local nonprofit hosts an elaborate gala each spring which features a live and silent auction as part of the evening festivities. There are a smaller number of high value items, around 30 silent and a 20 live, but along with raise-the-paddle donations and ticket sales, they expect to raise a bit more than $100K.
Bidder registration is handled at the door and credit card information is recorded to facilitate check out. The silent auction items are actually handled as an online auction, and the organization sets up a dozen iPads at bidding stations by the silent auction tables, running in kiosk mode. Bidders can browse the catalog via the tablets and enter just their bidder number and amount to place a bid - and because it is effectively an online auction they are able to use proxy bidding to ensure that the items don't get away from them.
Volunteers enter the winning bid information from the live auction and the donations from the raise-the-paddle event as it occurs live.
Since credit cards were captured at check-in, there is no need to run check out in the traditional way. Instead the credit cards are processed via the batch checkout page the following day.
Online Corporate Fundraiser
The social committee at a large corporation wants to host a company wide online auction to raise funds for a number of causes selected by its members. Because the company is spread out over several states there is no physical event, just the online auction.
They have around 150 items solicited mostly from local businesses, and hope to raise about $15,000. The auction is limited to current employees only, and there are about 2,000 possible participants across several sites.
The group needs access for the committee members as registered users. They are able to enter the items that have been donated and keep track of the donors.
The items are all created as 'online' items and the bidding will be open on the auction website for two weeks. In addition to entering the items, they also upload a copy of the company directory from an Excel file, creating bidder records for each of the 2,000 employees including their email addresses. When the auction begins this lets them send out invitations to each bidder telling them about the auction and providing an easy link for them to get started. They are also able to limit registration to bidders with email addresses @corporate.com.
Because the event is fully online bidders are able to place proxy bids and have the system manage their bid to ensure they stay the high bidder as long as possible.
Since people will be collecting their items on-site there is no need for credit card integration, they will simply be accepting cash and check payments during pick-up.