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When requesting items, be sure to point out when the auction will actually be
held. In the case of items such as hotel stays, that may have an expiration
date, be sure to request a minimum time of eligibility after the
date of the auction. The longer the better.
Catalog each item contributed as it is received. Assign a number to each item
and prepare an accurate description.
In the case of trips or restaurant meals, note everything of importance, such as
the expiration date and any time restrictions (certain months or holiday times).
A certificate or letter should be furnished, which the winner can take and keep,
that fully describes these and other important terms (keep a copy for your own
records).
Prepare a bid sheet to be displayed with each item. The bid sheet should contain
the item number as well as a description of the item (in large print). Lined
paper is helpful, and columns labeled something like "Printed Name of
Bidder" and "Amount Bid" are suggested.
On the day of the auction, attractively arrange the items in such a way that
attendees have room to examine them. In the case of items such as trips and
restaurant meals, the enabling certificate/letter should be placed in an
envelope, on the outside of which is typed the full description of the item. If
possible, and especially if there are many items, give each attendee a printed
list of all of the items so they can quickly identify and find those items that
interest them most.
When everyone is assembled, announce a time when the auction will end.
Periodically, mention how many minutes remain. If the auction is large, you may
wish to "close" items in designated areas at different times.
To spice things up, consider getting everyone's attention for a few
"live" auction items now and then (see Live Auction section below).
Encourage the winners to take their winnings with them. Otherwise, be prepared
to arrange shipment.
Bailliages find it works best to send invoices by mail rather than collecting on
the spot.
In conjunction with the auction, you will want to serve suitable libations and,
perhaps, something to eat. Often, an auction is held at the reception part of a
regular Chaîne event. No matter when scheduled, remember that while it is
advantageous to have the attendees in a convivial mood, care most be taken that
the auction, rather than the wine or food served, is their main focus.
Two words of caution: don't let the auction drag on too long, and don't schedule
it to conflict with anything members may want to attend instead.
The live auction
Have a good auctioneer—someone with a sense of humor and gift of gab who keeps
things moving and motivates ever higher bids.
Many of the suggestions given under "Silent Auction" apply.
Be sure and have someone keep careful track of who wins each item. You may wish
to assign numbers to bidders in advance if the auction is a large one with many
bidders. This can be done at a registration desk as people enter.
Note: A live auction can be combined with a silent auction as long as they don't
detract from each other.
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The kitchen tour
Have a tour of selected members' kitchens. Consider roping off each kitchen and its access from the rest of the dwelling.
The tour might be open to members and their friends or to the general public.
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At each kitchen, have an on-going demonstration provided either by some of your professional members or by non-members. Don't necessarily restrict yourself to the obvious in demonstrations or special activities. Besides people giving culinary demonstrations (which might include sampling), consider people with related products to sell, cookbook authors, wine experts, flower arrangers, etc.
If products are sold, try to negotiate so that a percentage of the
proceeds is contributed to the bailliage.
If the kitchen tour extends over the lunch hour, including the lunch hour, consider scheduling lunch somewhere. Either include lunch in the price of admission or charge separately for it.
Be sure there is adequate parking, and encourage attendees to start their tour at different kitchens. |
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If the tour is open to the public and you expect a large attendance, have tickets available in advance at selected retail outlets as well as each of the kitchens on tour. Good advance publicity is essential.
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Culinary demonstrations
and wine tastings
Invite either just your members or the general public. Try to have as much donated as possible (the chef's time, ingredients, wine, etc.).
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One idea is to solicit the cooperation of one of your Chaîne affiliated restaurants to put on a culinary demonstration, including tasting, in the late afternoon before their patrons arrive.
This time frame can work well for chefs as their preparation for the evening meal is largely completed. With their cooperation, appropriate accompanying wines might either be donated or brought by attendees. |
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Wine and hors d'oeuvres event
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Host a special wine tasting and reception. For added interest, a unique locale might be
selected, such as a private home or an art gallery. Besides trying to get the wine donated, you might wish to invite your professional members to participate by donating hors d'oeuvres (you'll simplify planning if donors are asked to provide bite-size offerings that are already plated and require no utensils to serve or consume). |
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This kind of event not only raises funds but presents opportunities for professional member participation, especially by those of your restaurant owners with space too limited for a bailliage function as well as by those who are caterers. A spirit of competition often results, with each establishment trying to outdo the other in creatively and presentation style, and you'll find that this is a popular event with your professional members, who like the informality and often attend to see what others have prepared.
Dinners in the homes of members
Solicit donations of wines and the services of chefs. The cost of ingredients, if not donated, is often covered by the chapter. Dinners might take place at a number of different homes on a given night or during a specified week or month. Your members will probably be your greatest supporters. Space permitting, you might invite them to bring guests, or the dinners might be open to the general public.
“Tie-ins”
Many community events are scheduled that don't have a specific food or wine "tie-in" but could benefit from one. As they benefit, so can you! For example, there might be a croquet tournament or equestrian competition scheduled at which your bailliage could offer to supply picnic lunches (provide the labor of your members and charge enough to make a profit).
Perhaps some of your members would be willing to speak on food or wine-related subjects on behalf of your bailliage for a fee, with the understanding that the fee would be donated to the
bailliage.
Exploring partnerships with corporations might enable an interested bailliage to earn money. For example, a food-related corporation might pay a bailliage a fee for running a food-related competition for them.
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