Are you ready? Use this checklist to delegate unfinished tasks or calm your nerves.
Have you seen the Pre-event Review notes we emailed to you about a week prior to your event? Our support team reviews all Standard, Plus and Premium subscription events a week prior and emails our notes to each person listed on your team at Admin > Site Settings > Customize Your Site > Organization Info. If you missed it, check your spam folder.
Have you uploaded at least one appealing image and provided a catchy description for each of your virtual items?
Have you bulk edited your minimum bids and minimum raises to multiples of $50 or $100? This makes calling and advancing bids easier on your auctioneer.
Have you arranged the items in your item carousel in the order you plan to sell them?
Paddle Raise/Special Appeal
Have you set up a fresh paddle raise for your virtual event? Bidders who have previously donated will see messaging alerting them to that fact if they donate again.
Is your paddle raise set as the first item to display in your item carousel?
Have you reviewed and finalized the suggested donation amounts for your paddle raise?
Have you pre-committed donors to giving at your top suggested donation levels? If necessary, have you pre-entered those donations?
Virtual Live Auction Features
Go to Admin > Site Settings > Virtual Event
Have you set up your Help Line phone number and assigned a Help Line monitor?
If you're using the progress tracker, is it set to track the revenue sources you want it to? Have you input a goal, so that your progress tracker will have accurate scale?
Have you edited your Invitation to Virtual Event and your Welcome Page message?
Virtual Event Control Panel
Have you invited your auction night team members, your auctioneer, and your AV technician to assume a chair role on your site, so that they can access your Virtual Event Control Panel?
Have you assigned a team member to monitor your chat and a different team member to monitor your item carousel?
Do your team members understand how to place bids and how to monitor bidding and award items?
Guests and Signup
Have you announced your Virtual Event in your social media feeds and provided a signup link?
Have you invited your supporters to attend your virtual event?
Do you understand how to give folks access to your virtual event via the invitation system? If you have sold tickets for your virtual event, please note: selling a ticket does not automatically generate an event invite. You must bulk-send event invites yourself on the day of your event.
Are your card vaulting settings correct at Admin > Site Settings > Payments/Credit Card > Online Payment Options?
Do your auctioneer, item carousel monitor and chat monitor understand the latency associated with the livestream method you are using?
Do your item carousel monitor and chat monitor understand they must listen to the livestream via headsets?
Have you done a practice run with your talent, your item carousel manager, your chat monitor, and your AV technician?
Have you cleaned up any test bids, donations and chats placed during your practice run?
MOST IMPORTANTLY: Have you tested your livestream broadcast for quality video and sound transmission? Be sure to test again one hour before your event starts.
During your broadcast, some viewers may report issues, such as frozen screens, that are related to their own connectivity, rather than the livestream itself. Before assuming that there is a problem with your broadcast, ascertain whether everyone is affected (in which case, it's likely a livestream issue), or only a few people. To date we have not experienced any significant livestream issues that affect viewers during virtual events.
Check-out and Item Distribution
Have you set up your credit card gateway?
Have you set up your sales receipt at Admin > Site Settings > Customize Your Site > Guest Receipt?
Do you know the transaction limit for your gateway account? A low limit ($1000) may cause transactions to fail when big spenders check out.
Have you assigned a team member to turn on the shopping cart icon (at Auction Night > Virtual Event Control Panel) at the close of bidding?
Do you have a plan for distributing items to their winners?