Auction tips

Puerta Abierta Annual Subasta - Sunday, May 18th 2008
Location: Reba Place Church (3 blocks south of School)

We ask families to find 3 items to be auctioned off. Here are some tips for finding donations, so that you do NOT buy items to donate to the auction.

Things to make it easy:

1. Choose a business that you regularly frequent. If the owner/manager recognizes you, they are likely to be receptive. If your child takes lessons, ask those businesses. Try businesses close to Puerta Abierta. They will be receptive because our families frequent those establishments.
2. Go in person at a time that won’t be too busy. For restaurants, 3pm-5pm works well.
3. Ask for manager or owner, they can authorize donations.
4. Start NOW. Many non-profits in Evanston hold auctions earlier than ours. We need to reach businesses before others.
5. Check map posted at school to avoid duplicating businesses.
6. Bring attached letter, to provide credibility. Leave that with donation amount, date, and signature if you get a donation on the spot. Or leave that with name & phone#/email address so they can reach you directly. Some businesses may not have formal gift certificates, bring one of our blank ones (found on the bulletin board).
7. If you don’t get an answer on the spot, get a date to follow up. Call them if you don’t hear back.
8. Be generous in your thanks.
9. As soon as you request a donation (whether answer is yes/no or maybe), mark the business on the map, so we don’t duplicate. If you need help following up, please let Michelle or Tracie know.
10. Please get a menu or brochure from the business that donated, This will help with marketing.
    

Sample Exchange: Emphasize the Bold

Hi, I am “Your Name” and I am a volunteer for Puerta Abierta preschool. We are a spanish and english bilingual preschool located in the Hemenway Church on Chicago Ave and Main. I am here because we hold a silent auction in the spring to help us raise scholarship funds. Over one-third of our students qualify for financial assistance and all the money raised at the auction goes to student scholarships. Would you be able to donate something that could be auctioned off?

** Stop & pause. No need to fill silence. Often, this may be all you have to say to get the donation. **

Benefits for businesses to donate:

• If location is close to school, emphasize our location. Puerta Abierta families are their customers.
• Mention that you will write up a 1-2 sentence description of the business that parents will see.
• Mention that they would be supporting/reaching out to the Latino community.
• Be sure to share the date and location - May 18th at Reba Place Church (Custer & Madison)
  

Items that have done well: Kid’s toys, clothes, and classes. Gift certificates to movies, shops, and restaurants. Activities, such as weekend getaways, and tickets to sporting events. Household items like dvds, vacuums, and boom boxes. And services, for example a spa, or car wash, and oil changes.

Ideas if you can’t imagine asking businesses for donations:

1. Ask your spouse/partner if they would help ask businesses?
2. Do you have a special skill you can donate? (Childcare, food, lessons) Be sure to fill out a “Puerta Abierta Gift Certificate” for the item. (New this year & on the school’s bulletin board).
3. Think about “re-gifting” of kid’s related items, or used large items that are still in excellent condition. Maria has to approve all used items.
4. Just ask, and be creative. Maybe you work in an office that can donate tax services. A law firm may donate the preparation of a will.
   

Please DO NOT BUY ITEMS or GIFT CARDS. The goal is that you do not spend money, but rather, find donated items. If you would rather write a donation check, please tell us via a note that this is instead of providing item for the auction. We will gladly put your money towards the scholarship fund.

ITEM DESCRIPTIONS and gift certificates are due by April 18th. The actual items are brought to school Friday May 16th. Turn in descriptions as soon as they are completed. Forms will be posted on the bulletin board (Maria’s donation letter, blank gift certificates, item description write-up).

For questions or if you need more help, contact Michelle Mehlis (Karlo & Lena Papa’s mom) at desmacmusic@yahoo.com or 847-475-2930, or Tracie Pape (Chance’s mom) at tracieo@sbcglobal.net.

We still need 2-4 more people on the donation solicitation committee, if you can help let us know. Thank You