Guidelines on Asking for Auction Donations:

• Work on the basis of your personal relationships with people.  The most successful asks are when you know the person you’re calling… whether you’re asking for a contribution from an individual or a business.  So prioritize your solicitation efforts by thinking about where you have connections.
  
  
• You don’t need to procure a whole package. If you have a lead on something that would go great with something else… get a commitment for your part, and turn it in, and then we can work on securing the rest of it.
   
• People are good at saying “no.” Their ability to say "yes," however, is only as good as your ability to ask.  Donors won't really offer MORE than you ask, so you have to start by asking for the biggest-best thing that they could possibly give.  Ask first for the biggest thing you would imagine them giving.
  
  
• Walk into a situation prepared with three ideas of what to ask for:  Something big and amazing, something more modest but still great, and something smaller but still interesting.  If you can only get the smaller thing, consider trying to build up from there.  "Great -- thanks for donating a set of panniers.  Can we put some things in them to sweeten the deal?  How about a helmet, and some shoes?"  Don’t make the donor go to the work of thinking of ideas themselves, until or unless….
  
  
• If the donor says no to all three of your ideas, ask "Well, then, what CAN you give?"  Note -- that's not "Will you give something?" 
  
  
• Start your asking right away!  Some things take a little while to congeal... and the more, better things we get right away, the more we can promote them, to help increase attendance. 
  
  
• As you talk to people about donations, also talk to them about attending!  Especially try to invite new constituents, and those who have the ability to bid on these great things we'll be getting.  We’re planning to sell out a room of 450. 
  
  
• When possible, do requests in person.  People respond better that way.
  
  
• When you are visiting with someone -- or talking on the phone, if necessary -- fill out the donation form completely with them, and make sure it contains all the information that a buyer (like yourself) would need to make the decision about whether to bid on this item.  Are there restrictions, limitations, or expirations? How many people can go?  How big is it?  Is there something special that makes it more attractive? 
  
  
• The donor is responsible for estimating the value of the donation, and we are not. Please ask them to estimate the value, even if it is hard for them to do. 
  
  
• The BTA is a 501(c)3 non-profit organization, and that means that donations to us may be fully tax-deductible, based on the specifics of their tax situation, and the advice of their accountant.  Do not tell people "this is tax deductible," because it might not be, in their specific situation, and we don't want  them annoyed at us.
  
  
• You cannot promise people that their item will be in the live auction, or sign off on any other stipulations they want to make.  However, you CAN fill out forms with/for them that stipulate criteria for staff in the office to decide on.  EG:  " This donation only valid if it is in the live auction." etc. Don't stop the process to call the office.... fill out the form with them -- completely -- and write the stipulation onto it, and then turn it in.  Tell them staff will call them back to discuss/clarify.
  
  
• Again, don't ask for too small a gift.  You have no idea what anyone's giving capacity really is, so don't make assumptions about what they can afford or will be willing to do.  Let them decide for themselves, but give them the OPTION to make an amazing and generous gift. 

Thanks for your help!  The BTA is a strong and vibrant organization because of people like you!