UPDATE: The telecourse mentioned is over, but the content is still valid.
To learn a simple manual auction checkout process, get auction checkout training here.
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As I write this, I just returned from a benefit auction. The gala was the non-profit’s first and it earned an “A.”
But one area we’ll be perfecting before next year’s event is the registration and auction checkout process.
Checkout is a timely topic for me. It happens to be the first subject I’m covering in my free Auction Technology teleclass series beginning this Thursday. (My FREE 6-week teleseries is designed to get you up-to-speed on tools that make managing your entire auction easier.)
I’m featuring this company and its technology because of its “Express Pay” option that facilitates payment via credit cards and eases the checkout process.
Technology can help in many aspects of an auction, but most groups start with a special credit card swipe machine designed to help with the registration and checkout process.
The story goes like this: By using unique pre-swiping technology at the registration table, the guest will shorten his or her wait in the auction checkout line. When the credit card is swiped in the check-in line, the guest’s bid number is tied to the credit card number. (This feature is not offered by bank credit card swipe machines.)
But here’s the kicker: the process only works if you offer two lines at check-out.
One line is called “Cashier.”
It’s for guests who haven’t pre-swiped.
They must A) visit the cashier to pay for their items, and then B) head over to item pick-up to retrieve their new belongings.
The other line (a more swiftly moving line, for reasons I’ll explain momentarily) is called “Item Pick-Up.”
This line is reserved for those guests who did pre-swipe.
When a guest swipes their card, the information is captured in the terminal. Should the guest earn the winning bid on a silent auction item — and leave the gala shortly thereafter — it’s not a problem. The non-profit has the credit card information for the guest and can collect payment.
Even if the guest takes 3, 6, or 32 weeks to pick-up their purchased silent auction item, the non-profit is able to charge the card, collect the money, and settle the books.
Some of you are thinking, “Wait a second, Sherry. If everyone swipes, you’ll still have a long line at Item Pick-Up. Why would the Item Pick-Up line move faster?”
First, not every one of your guests will need to visit the Item Pick-Up line.
For instance, guests who pre-swipe and then make cash-only donations don’t need to stand in any line. They can leave the auction and go home. After the event, the nonprofit can mail the guest a receipt for his cash donation.
A second reason that the line moves faster is tied to a well-designed timeline.
If the event is well-planned, your check-out volunteers will have time to organize pick-up. When each guest arrives to collect their items, your Item Pick-Up area might be so well-arranged that your volunteer simply hands each guest their purchases in a bag.
Speedy…
On Thursday, I’ll be sharing more in-depth information about recent gains in this technology. It’s so advanced that now it even assists with gala ticket sales.
Intrigued?
I hope so!
Join me on the call.
P.S. From time to time, I hold teleclasses. They are announced in my (free) e-newsletter, Benefit Auction Ideas.
looking for an auction check out form that would include personal information and bank info
Shannon, I don’t have that on my site. But auction software can be purchased so inexpensively (starting at free), I don’t know why you wouldn’t just use it. Here is a list of vendors
I love how you talked about the unique pre-swiping technology being placed at the registration table to shorten a guest’s wait in the auction checkout line. My friend is looking to attend an auction and doesn’t handle waiting in lines well, so options that might help keep them sane are always nice to learn about. Thank you for the information about how the card being swiped at check-in is then tied to the guest’s bid number, which is different from normal bank swiping machines.
Thanks, Sherry. I’m glad to have a “go-to” for much needed nonprofit auction advice. Hope folks are taking advantage of your expertise with the series you’re offering. So very important during this end-of-year season of fund raising.
Great tips Sherry! We have a recent experience that is a variation on the theme of capturing the card up front.
We attended a 25th annual gala for a nonprofit recently that included both silent and live auction. We were so impressed that everything from the pre-event raffle tickets to the auction items were all associated with the paddle numbers. At the evening’s end, we went to a separate room for check out where they had individual computers set up. They looked up our paddle number and we completed our transactions for the evening, receiving an itemized tax-deductible receipt on the spot. It was very impressive technology indeed.
Thanks for sharing, Kris. I love it when the last experience a guest has is positive. Sounds like they did it right!
Love love love the checkout line tips. Making it fast and seamless is a MUST DO for smart event planners. You don’t want the evening to end on a dreary note. Thanks a million for your smart ideas and tips!
The last time I made a bid and won the auction prize, I waited a month and still no one had asked me for my donation. I finally mailed it in myself and now, four months later, I haven’t received any information about how to claim my prize. (My gift was more a gift and the prize not so important, but really).
Boy, do they need your column.
Wow. What a story, Gayle. That is pretty pathetic. I’ll be sharing a couple of other depressing-but-true stories like that in my tech teleseries.
Love this! Nothing is worse than waiting in line when it’s time to go…really past time to go! Thanks!
Yes, when it’s time to go, it’s time to go.
…. unless I notice a few attractive men in the line next to me. 😉