Archived/hidden: A Month to Go - Email Series #5

Your event may still be a month away, but it's time to start nailing down your plans for event night volunteers, hardware, and other details. We strongly recommend you plan for the following in the next week or two. Each item on the list below links to help docs with information on executing different options. Think about these now, so there will be fewer surprises during the next few weeks:

For In-Person Galas and Virtual Events:

Do you have enough volunteers and know how to train them?

Have you double-checked the Payment Methods you'll be accepting and tested your credit card vaulting?

Have you invited your Ticket Buyers and Sponsors to provide their guest names and information?

Do you have a plan for how winners will get their items at Will Call?

For Virtual Live Events (Virtual/Fusion Only):

Have you invited your event night team members, including your auctioneer and your AV team, to assume chair roles on your site?

Do you know how to give your supporters access to your event? (Ticket sales do not automatically generate invitations to attend your virtual event.)

Do you understand your livestream plan and the latency associated with it?

Have you scheduled a time to test your livestream broadcast method with all of the people (your auctioneer, your emcee, any additional speakers, your AV team) who will be using it on your event night?

Have you announced your virtual live event in your social media feeds and included a signup link?

For In-Person Galas:

Will your Front Desk be a model of efficiency and have adequate hardware connectivity?

When and how are you assigning Bidder Numbers?

Are you ready to Print bid and sign-up sheets, gift certificates, and other materials?

Have you assigned your guests to their Seats/Tables?

If your in-person event includes mobile bidding, have you tested the connectivity at your venue?

Experience has taught us that time spent planning before the crush of the last few weeks is never wasted. Surprises are inevitable but they are best small, mostly pleasant, and hopefully amusing.

Remember, if you get stuck, you can always use the Help Overview Map on your site's dashboard and the Help widget on the right edge of every page.

You'll receive our next email--a final checklist--about a week before your event. If you just can't stand the suspense, go ahead and check it out now: One Week to Go: A Quick Checklist.