School Silent Auction: Case Study

Case Study: Haileybury School’s Successful Silent Auction with GalaBid

Case studies are a great way to see how the GalaBid platform performs in real life. We can tell you how fantastic our solutions are, but the best way to understand the platform’s capabilities is to see (or read about it!) it in action.

Dee Brannick, Co-Founder of GalaBid, sat down with Marika Ison, Philanthropy Manager at the Haileybury School in Hertfordshire, UK, to discuss their recent silent auction event using the GalaBid platform.

Haileybury School, renowned for its commitment to academic excellence and community involvement, leveraged GalaBid to support their Master’s Appeal, aiming to raise funds for the renovation of their Grade II listed library.

Marika shares insights into their auction experience, the benefits of using GalaBid, and the overall impact on their fundraising efforts.

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An Important Fundraiser for Haileybury

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Haileybury School embarked on its first major auction as part of the Master’s Appeal. The objective was to secure funds for the much-needed renovation of their Grade 2 listed library—a project crucial for updating and preserving this historic structure, as Marika explains,

We organised this auction as part of our Master’s Appeal campaign. The goal was to raise funds for renovating our library, which is a Grade II listed building in need of modernisation. We decided to name the appeal after the school’s Master, Martin Collier, who was leaving the school, as a tribute and to mark the end of his tenure. This was a community-wide effort aimed at encouraging contributions from everyone, rather than just targeting major donors.

Their development programme was still in its early stages, and they were concerned about whether they’d have the necessary support and investment from the community.

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Navigating Challenges and Adapting Strategies‍

One of the main challenges was ticket sales. They started with a ticket price of £250, but later introduced a second ticket option at £70. This strategy surprisingly boosted sales of both the lower and higher-priced tickets and Marika was delighted with the results,

By the end of the campaign, we had sold nearly all 100 tickets, which was a significant achievement for us.

They were supported by their generous community, which led to 31 items for the silent auction and seven high-value items for the live auction.

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Strategic Planning for Maximum Impact

Fundraisers often spend time thinking about whether to run a silent auction or live auction, for the Master’s Appeal fundraiser, Marika and the team opted to run both, as she explains,

Combining both types of auctions was strategic. We wanted the online silent auction to engage as much of the community as possible, especially our international alumni who couldn’t attend in person. The live auction was designed to be the highlight of the event, featuring high-end items and serving as a grand farewell for the Headmaster. This dual approach helped us maximise both fundraising and community involvement.

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Effective Marketing

To build excitement, Haileybury launched the silent auction two weeks before the main event. GalaBid’s platform was instrumental in managing and promoting the auction. The team used the communication templates to send regular updates and reminders, which helped spark interest for the fundraiser.

Promoting the event required a well-orchestrated strategy. The team utilised a combination of weekly emails and social media to generate and maintain a buzz,

We sent emails over the two weeks leading up to the event and leveraged social media to keep the excitement alive. The communications module in the GalaBid platform was invaluable especially when it came to encouraging bidding once the auction was underway.

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Smart Timing

When planning the closing time for silent and live auctions, fundraisers need to consider factors such as the event's schedule, peak attendee engagement times, and the pace of bidding activity. Closing too early might miss potential bids, while closing too late can lead to fatigue among bidders.

Haileybury opted to close the silent auction after the live auction, as Marika explains,

We followed the recommendation to close the silent auction after the live auction. This worked well because it allowed us to build excitement and engage the audience who maybe hadn’t participated in the live auction. The final push was successful, especially for those who missed out on the live items.

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Enhancing Donations

Giving people the chance to donate during live auctions is effective because it lets them support the cause in an exciting and immediate way. This can lead to larger donations as the lively atmosphere encourages generosity. It can also help people feel more connected to the cause, making the event more successful.

Marika wanted to include three different options to donate within the GalaBid platform. Two during the event itself and one after the event.

It was really useful that we could include an option to make a donation within the GalaBid platform, especially as we had a mix of donation options. We offered tangible items for donations, like a seat in the library, and had a ‘pledge moment’ during the auction.  We also managed to secure additional donations post-event by sending follow-up communications.

Marika was delighted with GalaBid’s flexibility,

The platform allowed us to incorporate donation options seamlessly. This feature significantly boosted our contributions by enabling everyone to participate in reaching our donation goals quickly.

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Alternatively a pledge moment can be done online where donors make their donations or pledges via a platform like GalaBid.

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Efficient Payment and Voucher Management

Live or silent auction prizes often comprise of vouchers that can be redeemed for exclusive experiences or products, such as dining at a top restaurant, indulging in a spa treatment, or participating in special events. However, managing prize fulfillment and payments can often be a logistical challenge.

Fortunately, GalaBid’s features made this process smooth and efficient for Marika and the Haileybury team,

GalaBid’s voucher feature was a game-changer. Previously, managing vouchers manually was a logistical nightmare, but GalaBid streamlined the entire process. We pre-loaded information and dispatched vouchers effortlessly. Payments were also handled efficiently, with most attendees paying promptly after receiving their invoices.

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Evaluating the Platform

Haileybury looked at a number of options for their Master’s Appeal event. However, when comparing GalaBid to other platforms they had previously used, Marika found GalaBid to offer distinct advantages.

We explored several platforms, but GalaBid stood out for its cost-effectiveness and user-friendly interface. The integration with Stripe for payments was a significant advantage, as it provided lower transaction fees and enhanced overall usability. GalaBid’s support and overall functionality far exceeded our expectations.

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In Summary

Haileybury School’s Master’s Appeal auction highlights the effectiveness of strategic planning and the impactful use of the GalaBid platform. By combining silent and live auctions, adjusting ticket pricing, and leveraging GalaBid’s comprehensive features, the school not only achieved but surpassed its fundraising goals while fostering robust community engagement.

Marika Ison’s insights emphasise the importance of utilising a well-supported and user-friendly platform for successful charitable events, demonstrating how strategic use of technology can drive meaningful outcomes.

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Discover the GalaBid Features Used Successfully by Haileybury

Follow the links to find out more about the Galabid features that helped Haileybury achieve success with their fundraiser:

Vouchers

Auction Leaderboard

Pledge Leaderboard

Payment Pre Authorisation

Individual Item QR codes

GalaBid sale or Return Auction Items

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