Procurement Topic Index:
Guidelines
Who Can I Ask?
How to Procure
The success of an auction depends on the value and demand of the items up for bid.
We obtain these items primarily from YOU, our school families, through donation or procurement. Procurement is the process of asking businesses or friends to donate items to our auction. We know that for some people this process can be intimidating. It does not have to be. The key to successful procurement is to be creative and have fun. Here are some guidelines and suggestions to get you started:
Donation and Procurement Guidelines
- We are asking each family to procure or donate two items or to contribute $200.
- The catalog deadline for turning in all procured items is Wednesday, March 12th.
- Procured items can be delivered to the school office at any time during school hours, or to the box in XDC during XDC hours. We also have three specified dates for turning-in procured items:
Wednesday, January 30
Wednesday, February 13
Wednesday, March 12.
Items can be turned in at any time before the final deadline, but we will collect items during morning drop-off on 79th Street on the three specified dates.
- Items should be new and, whenever possible, in the original packaging.
- Please try to keep items valued at less than $30 to a minimum. However, they may be combined with other items to create a theme package or basket.
- Please be sure items are safely wrapped, bagged or boxed to protect them while they are being stored and transported.
- Please turn your items in early (and no later than the catalog deadline – March 12th).
- Please review your item ideas to make sure they are “sellable”. For instance, your family doctor, dentist or hair stylist might be happy to donate a free visit, but how many people would want to go to a doctor, dentist or hair stylist other than their own? Suggest advertising in the auction catalog instead.
- Remember the best items are unique experiences, activities and items that otherwise could not be purchased or not easily purchased. For example, do you know anyone famous? Would they be willing to have lunch with auction winners or provide behind-the-scenes access somewhere?
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Who Can I Ask?
Think of your own talents and skills. What can you personally do or offer? Can you cook, garden, tutor or sew? Can you provide legal, accounting, or other professional services? Do you have a boat or are you a pilot? Do you have season tickets? Can you offer a vacation home or cabin?
Ask family. Do any of your relatives have special items, vacation homes, talents they would share with you?
Ask parish friends or school alumni. Would they donate special items or services to support our school?
Ask merchants. If you are a regular customer, don’t be shy about asking for a donation. If you don’t ask, another school or organization will. Remember, this is a form of advertising for them. Another selling point this year: We are planning on creating a directory of businesses that donate to the auction or advertise in our catalog. We will send these directories home with all of our school families and encourage them to patronize those businesses that have supported the school.
Ask friends, neighbors and acquaintances for ideas. Tell them you are trying to think of something unique and valuable for our school auction. Ask whether they have any ideas or thoughts.
E-Mail! Almost every business, hotel, resort, restaurant, merchant has a website. This is a fast and easy way to ask for goods or services. You can easily direct them to the procurement form on our website.
Cold calls. If there is something new you would like to see at the auction, and you don’t have any connections to that item, pick up the phone or visit that merchant. Explain that his/her item or services would be great at our auction and great advertising for the business!
You can download sample letters for procurement from this web site. Look for the download links at the top of this section.
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How to Procure
Use an “official” procurement form. Many businesses like to have something in writing for their records, and most require the nonprofit tax ID number, which is located on the procurement form. You can download an official procurement form here or from the link at the top of this section.
Each donation must have a procurement form, which should be completed by the donor. The donor keeps the pink copy and all other copies are submitted with the item. Forms are available in the school office or by clicking the link in the sidebar. If you are using a downloaded form, please make 3 photocopies -- 1 copy for the donor and the other 2 to submit.
Follow up! It may take more than one letter, visit or phone call to get your item. Some merchants “hold” your request until a follow up call or visit is made, Once you call back, however, they are willing to donate. If possible, send a personal thank you to any business that donates. We cannot say thank you enough. It also makes it easier to return next year to ask again. The auction Thank You Committee also will send a thank you note to businesses that donate.
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