Tools & Tips

As a Fundraising Auctioneer, I spend a good bit of time speaking to Non-Profit Organizations about their Benefit Auctions and how to best maximize the profitability of the event. I have spent many hours discussing the need for a Professional Auctioneer to call a Charity Benefit Auction. In this blog I’d like to focus on the Ring Crew, sometimes called “Bid Spotters”

So we are all on the same page, lets define a “Bid Spotter” or “Ringman”. These are the individuals out in the crowd, helping the Auctioneer connect with the Bidder. In a room of 500, 800 or even more attendees its simply impossible for one person no matter how experienced an Auctioneer he/she may be to see everyone.

Many Charity Auctions utilize well meaning volunteers for this task. Spouses of committee members, maybe young people from a local Fraternity, Sorority of Service Club or even staff. While this might seem to be a wise, and frugal decision it can actually cost an organization a great deal of money. The well meaning volunteer many times has another job that night, has paid for a ticket and therefore wants to enjoy the event, or is not comfortable actually going after that extra bid, and if they are may accidentally do it in such a way that they offend the bidder. This is not their fault. Its no different than asking a Local Newscaster or politician to be an Auctioneer. They are neither trained nor experienced in this type of work.

The best quote I ever heard on Ring Crew members Vs. Bid Spotters was by Dustin Taylor of Albertville Alabama. He said,” A professional Ringman makes the bid happen where a volunteer bid spotter waits for the bid to happen.” The professional ringman knows Who, What, Where, Why and How when it comes to performing at any type of Auction.

Who- This is simple, a Ringman knows who is bidding at all times, and who the last bidder was. Also, if he/she is trained they have worked the crowd ahead of time and know who wants that nice necklace or that trip to Paris. When it comes up, they are ready to sell!

What- The Ringman knows what the bid as and what the ask is. Many ringmen work primarily with the same Auctioneers. They know their chants, their mannerisms and their tendencies. They have also familiarized themselves with the detail of each trip, package or item being sold. Carat weight of the Ring, or the Travel arrangements that go with the trip or the details of the date with that bachelor.

When- A professional knows when the bidder they are working is done. He/she can read body language, so they know when to ask for more and when to walk away. They also know when to arrive at the Auction and when the job is done and its time to relax.

Why- A Professional Ringman, because of his training and experience knows why that man HAS to have that fishing trip and why that other guy won’t let him get it! He has spoken to both of these bidders during the time leading up to the Auction. He knows the rationale and the desires behind the bidders. He asks questions, gets answers in the most informal of conversations he can glean from the bidders the information he needs before the Auction even begins!

Where- A Professional Ringman knows where the current bid came from and where the one before that came from and even the one before that. He knows where the next bid is likely to come from and where to go if those bids dry up to find more.

How- A Professional Ringman knows how to help generate more bidder participation. and how to communicate with their Auctioneer and other ringman and how to assist other ringman when needed.

In short a volunteer “Bid Spotter” simply does not know the basic important fundamentals of serving as a professional. They have their own careers, hobbies and interests and maybe serve in this capacity once a year. Its not reasonable to expect them to be experts at this.

A few other things to note when using that well meaning volunteer as your “Bid Spotter”

Is he a big supporter of your cause? If so, would he not bid? If he is to busy “Bidspotting” he can’t bid on what he wants. If you are using the “Paddles Up method this might cost you $5,000 or more.

If he wants to participate in the event has he been drinking? If he bought a $250 ticket he certainly has a right to the Open Bar, but how effective of a “BidSpotter” will he be?

If he bought a $250 ticket he may want to have dinner and rightly so. This gives him little time to work the crowd and get the information a professional ringman would obtain.

If you are using staff, how many other duties and tasks do they have that evening? Are they the right people to encourage those board members?

Can they communicate with your Auctioneer? Can they follow his chant? Have they had time to adequately meet with him/her to learn his mannerisms and tendencies? If you using a volunteer Auctioneer that well meaning Newscaster or celebrity this aggravates the challenge.

Finally, this quote from Brian Rigby sums it up well. “A good ringman also knows what they are worth and they maintain a professional image with a high level of ethics.”

Can you afford to have anyone else representing your organization with hundreds of supporters at your gala?