Auction set-up
 

Ok, here I am again. Within the next two weeks, I will attempt to put some of the advice into effect that I have acquired here. Well, some of it. I have been asked to donate once again to a function and there will be an auction. (This is located at a school for training doctors.)

I decided to give a Certificate with X amount of dollars off when presented for an oil portrait. I am going to attempt to scan my certificate that I intend to present. I don't know that it is that important except that I wonder about the information on it, if you can see it.

In a nutshell, the info on it is money toward a 16" x 20" or 18" x 24" oil portrait, single person, head and shoulders, unframed, and I gave it a one-year limit to use the certificate. Oh, and a limit to the retail amount.

I have never tried this approach as I usually donate simply a painting but really would like to try and gain more exposure for my portraits. I plan on setting up another portrait as a sample portrait. Do you suggest that I also have brochures, business cards or what else with it? That is if the co-ordinater of the function will allow advertising. What is the usual procedure :?.

To my knowledge, this has never been done here in my small hometown except once by another new artist and she donated the entire portrait. I have done similar in the past and due to the low bids locally, I feel that my work was underestimated.

Please, any suggestions will be deeply appreciated as the auction is April 13. :sunnysmil

Patt

My certificate
 

Again, I failed to attach the certificate in my message so here it is. Don't know what I did wrong.
Patt

Hi Patt,

I think you should let the auction people know that you will be setting up a sample and displaying materials. It should be a condition of your participation.

I would also recommend that your gift has restrictions, ie that certificates cannot be combined, and that there is a limit of one per family. The idea is to get your work into NEW venues, not lots of work in one. Auctions deal with restrictions all the time, e.g. hotels, restaurants, with black out dates, etc., so they should not be surprised. Also I would not indemnify the recipient against price changes. Clearly state that your prices ar esubject to change.

Display a piece of work that is relevant to the particular group of attendees, just as you would tailor a resume to a particular interview.

Offer to do the set up as no one will do it as well as you. You also need to check the bid sheet carefully, as people need to know clearly what they will have to put in to the gift to have it happen...dollar-wise. Otherwise, long after, they will be angry at you, not at the auction committee.

Good luck, Chris

P. S. It is not clear to me what you mean by "limited to retail amount"? Also I can't read the line above "Good for the above..."?

:) Thank you Chris. I appreciate your input.

By retail amount, I have basically told them the cost of the painting completed (therefore, their portion needed to pay above the discount). "Good for the above" was stating that good for merchandise only, not cash. And the painting will be unframed.

You stated for me to check the bid sheet as to what people will have to put into the gift to have it happen dollar wise. What exactly do you mean?

I would hate for the bid to be exceptionally low and that will affect the recipients of the auction but I assume that regardless of the the bid amount, I will receive my amount. I certainly do not want someone to bid and then be shocked at their amount due upon completion of such portrait. I have stated the price of painting ie., the retail. I hope they would realize that the retail is their portion to be paid. Right?

Well, any other info is appreciated. My hubby tells me all the time that I am traveling a road going nowhere, as this is a small town and they do not appreciate "fine art" as they seem to think of it as not a real job. Quite true.
But, I keep hoping that newcomers realize better and I know that it is an "education" to be taught about art. Do you have any ideas how to approach new horizons in other locations, larger cities or areas where this is done? How do you find functions with auctions larger than this and how does one get involved as the farther out you go, they do not know who you are (unless they are national such as yourself) HOW DO YOU GET STARTED ABOVE AND BEYOND YOUR SMALL AREA :?

Thanks again Chris. I love this forum, so helpful.

Patt

Hi Patt!

Well, you certainly got things together here! Looks good, here's a couple of more ideas.

I would suggest including your price sheet on the display, along with your promotional items. Hopefully your prices are simple enough to not be confusing. By that I mean, say, START your prices at $1500, that way you'll get at least something and won't worry about it.

As for minimum bid, ask the committee how they base that. I usually reguest it to be started at 50% lower. For example, yours would be starting bid at $250. up at $50. increments. You have to decide it that's OK though.

A word of caution: yes you do run the risk of no one bidding. BUT, your cards are out, and this is a learning experience, someone MAY follow through later. Miss big-time donater here (ME) just this weekend donated where no one bid. Fortunately, I have a sense of humour and decided that because I wasn't there (it was in GA) everything went wrong. They must of thought the sample painting was for sale, and it didn't match the couch..

Go to the event and make sure that everything is in order, the bid sheet NOT COVERED UP (yes, its happened to me). Your sample painting near your table with a note that it is a SAMPLE (yes, mine has been clear across the room before, unexplained). In other words, it helps to be there to take care of your own interests. The auction committee is usually to busy to be taking care of details.

As for other towns..Go to the phone book and look for national charities foundations, like the Cancer Society or Diabetes or whatever. Call and ask if they do "Gala, Silent Auction Fundraisers". These are typically high-end functions that bring in $200 a ticket just to attend.

Good Luck Patt! Hope this helps.

Auctions
 

Gee thanks Stanka, your information was very helpful and it was nice to see that the "non-bid" thing has happened to others besides myself. No offense to you. I had decided never to attend the actual auction as I get so anxious and nervous. The 2 times there was no bid, it happened that I did indeed have a minimum and no one started at that. Oh well, win a few lose a few. Life does go on. I had begun going only to the wine and cheese receptions and slipping out before the auction. But you have given me a ligit reason now to stay. I do agree with you about overseeing your own set up, etc. I have been very disappointed in the past because of the "lack of attention to details" and rightfully so since they are very busy.

As for the national charities, I would like to try that. Am I to be so bold to volunteer a donation or exactly what is the proper approach :?

Thanks,
Patt

Just call up the national organizations and offer to be a donor.

I'm participating in five auctions in the Seattle area this year and I'm learning from each one. At the first auction there were no bidders on my work -- I should have done more homework before offering to donate to that one! All the other items were very low-priced.

The second auction happened a month or so ago and my work was purchased, but for much less than I would have expected. The good news is that the people who saw my work at the auction and the winning bidders live in a very expensive part of town. Exactly the right demographic where I want my work to be seen. My sample was not prominently displayed, though, and my item came up in the live auction at the end of the night, after 60 other items. I think the reason my item didn't go for much is that people had spent all their money by then!

For the third auction I made sure to put a sign on the my sample saying it was an EXAMPLE of my work and that the winner would get a portrait painted of a person of their choosing. Even if it says so in the auction description, people still think the sample is the piece that is for sale! The private school that held that auction is the one that Bill Gates sends his kids to, so it's the right demographic too! The school won't tell me who won the bidding or how much it went for so I have to wait for whoever it was to contact me. I think I'll try to attend the auctions myself from here on out to see who bids, and lso to try to set up my display myself too! I have no idea how the work was displayed for that event. I sent two framed samples, a portfolio binder and some postcards.

The next auction coming up next month is a big black-tie gala where people spend $400 just to get in the door. They have strict rules about "no advertising" so people wouldn't know how to contact me later if others were interested in my work. Obviously I don't like this set up, but it is THE big event in town.

We'll see how these pan out for me and what kinds of referral business it leads to down the road!

Patt,

Sorry didn't answer sooner..Like Michelle said, I would just call up. They love these donations.

Question I am questioning..'Do I even SHOW a sample piece??' Like you Michelle, I have been disappointed in the lack of understanding people have about the sample portrait. I've included recently a tear sheet w/several samples in a frame. I'm beginning to think that's enough. (along with my price sheet and promo things)

I think they walk by my painting, don't bother to read, and assume it won't match the couch!

Good luck to you both at your events!

Michele and Stanka,

Thanks for all you have graciously given toward my "un-experienced" life in the "auction" lane. Only 2 hours ago, I finished doing the set-up at the upcoming auction that I had mentioned (it is at 7:30 tomorrow night) and I am going to attend. Like I said, it is not a "pricy" function (I have been told) but that the attendance should be between 150 and 300. For the area that it is in, that is fantastic. It is a fundraiser for students of Osteopathic Medicine (D0) to help with student tuitions and held at the Alumni section of the school. Quite fancy for here.

I took an 18 x 24" sample, on nice mohoghany display easel. A small table (covered) and had a write-up on black background, on smaller easel. One of the students there immediately commented, "oh I wish so and so was here, they would buy that portrait, "so here I am doing a card to place above the oil that it is "ON LOAN, not FOR SALE".

I have also donated a limited edition Lithograph of the same "lady" in the painting as she is in her place of business. Long story SHORTER: This particular person in painting has been named "honorary" member of the school as she is definitely quite an "icon" in the community now for over 57 years. Her business is such an establishment that all of the alumni from 50 years ago still come to see her.

Didn't plan to write an entire bio. but I am afraid I am already overly excited about tomorrow. Hope you will bear with me.

Thanks so much again and I love this forum and everyone is so helpful. I feel so fortunate to be a small part of it.

Patt

Hi Patt,

I hope your event goes well!

Just a twist on the silent auction concept...several months ago, the Titanic Exhibit came to Phoenix. As one of a very few silent auction items, I also arranged to be onsite, drawing a model from life, in an evening gown (both the model and me) who just happened to be wearing a fantastic jewel (me too). ( Any of the SOG people who have seen this movie, I am sure remember mainly the drawing scenes with the "Jewel").

It is fun to draw in an evening gown, (although I would never use ANYTHING but charcoal. ESPECIALLY if you are wearing black velvet). I repeated the event, (see image below) at a subsequent event.

Chris

There is nothing more fun than drawing from life with an audience. This image was printed in the paper the next day.

ps. If you don't have pearls, forget it.

pps. A dear friend of mine once said, "Chris, your main problem in life is figuring out how to get the Waterford into the backpack."

credit: The Arizona Republic 1/7/02; Will Powers, photogrphy.

Auction success
 

Well, here I am again and said that I would report of the progress of the auction that I was so nervous about. Let me say that I personally feel that it was a great success.

Quick Report:
I was there early and noticed that the certificate and the painting (for view) were separated, noticeing that the attendees were not resonding as I thought they should. So, before things really started, I found the person in charge and we placed them together. BETTER RESPONSE.

I noticed that I was definitely toward the end of the auction. I think this worked (for) me. When time came for my "certificate", the bid went up to nearly the total of the certificate amount that I placed on it. SO FAR, GREAT !! After a fantastic introduction (I had given a short bio to the auctioneer prior so he could know who and why etc., and after asking me to stand, well, I nearly fell over. A few items later and then my Limited Edition Print for bid and it ended at 4 times my price than I usually ask. COULDN'T BE HAPPIER.

I approached the "winner" highest bid for the "certificate for portrait of your choice" and she was so excited. It seems that she and her husband are celebrating their 30th Anniversary in July and the portrait will be for him. Gave her my card, expressed my gratitude for the nice gift toward the function and said that we would get together within a week or so and discuss all the particulars.

Above all this, I ran into two of my prior clients who I had done portraits for about 2 years ago and one of them said that they must get back to me soon as possible as they wish to have other work done. By now, my knees are weak and mouth is very dry, but I think I was able to conceal my absolute excitement. I was approached by the head Art Director of the local Carnegie Hall (where all of the arts, music, plays, special events are offered) and I will be having a one-woman show once again there soon. Where was that door, I NEED FRESH AIR. Ha ha.

So, I definitely say thanks to all of the suggestions you gave me. I had never quite handled a donation such as this and it seemed to have worked great.

With much gratitude,
Patt :D

Yahoo Patt! Good going!! :D :D :D

Great for you! Sounds like the event was a big success on many levels.

Michele and Stanka

Thank you for all your good wishes.They are very much appreciated.

Patt

Stanka, how many auctions do you do a year?

I'm signed up for five this year and I thought I'd wait and see what comes from them before I do any more or sign up again for next year.

Michelle,

So far 2. Possibly one in the fall. As I mentioned, one sank, the other just this past weekend went well. For me, the auctions help (albiet with its share of headaches), but word of mouth has by far been my best advertising.

BTW, I've stopped hauling a sample portrait. No adverse effects...

How have yours gone?

I've had mixed results so far. I'm learning -- mostly from this thread -- how to make each one more successful than the last. Most of the auctions I'm participating in are attended by very well-off folks so I hope to start getting word-of-mouth business in a circle of people who can afford portraits!

At the fundraiser auctions I did as a portrait artist manager, we always had a table available to us in front of or beside our sample portrait (which we always brought lighting for so it was well-displayed). I would include the PR book on the table that I mentioned in the Business, Marketing and PR section: http://forum.portraitartist.com/show...=&threadid=653

I also would put out a guest book. Guest books are a non-confrontational way for interested visitors to ask for more information or if you're busy talking with someone else, it's a way for them to leave information for further contact.

There's another point to this. We all tend to have a hard time tooting our own horn. Having another person at the table saying how great your work is can be a plus. Also, some people will talk to a rep before the artist because some have a consideration that if they talk to the artist they should buy something otherwise it's a insult. But, the artist should also be there because some people love to talk to the artist and don't have that consideration.

This Friday night I am donating a charcoal drawing at the annual auction of the local private school where my daughter attends. In addition to a sample drawing on an easel I will have on the table multiple copies of this photo which I doctored up in photo shop to include the lettering. The girl in this portrait is the 2001 valedictorian of this school.

Cynthia, you wrote:
How did you arrange that with the auction organizers? Was that something other donors also did or were you the only ones there actively "selling" your donation? It sounds like a wonderful idea and I'm wondering if the auctions I'm involved in would allow me to do it!

Michele,

We didn't have to ask for a table, it was just a standard part of it. I think we only did two fundraisers, but both were the same. Those who were donating something had a display table and before the auction, people would meander around and give more of an idea of what was being auctioned. Most of the donors had businesses that they hoped to promote through this venue, so they didn't just display the auctioned item. It was a way to give businesses exposure in return for their donation.

Thanks, Cynthia. Also, what kind of lighting did you use (a clamp over the easel, a spotlight on a stand?)