Pre-Event Questionnaire – Auction Frogs

			Pre-Event

Questionnaire.		

"*" indicates required fields

Step 1 of 11

Client & Staff Information

Organization Name*

Client Email Address*

To receive submission copy

Primary Contact Name*

For contact on day of Event

Primary Contact Phone*

Phone number Auction Frogs can use to contact you on the day of your Event

For contact on day of Event

Customer Support Specialist*

Service Package*

Silent Auction Style (golf only)*

Question only applies to Golf Tournaments

Event Staffing*

Event Staffing must have been decided upon and billed for previously—It is not an option to add Event Staffing at this point in the Client Journey.

If not previously added, not an option to add staffing at this time

Requested Attire*

"Other" Attire Description*

Hidden

Assigned Event Manager

Select only if different from Client Support Specialist

Hidden

Additional Staff Attending Event

Enter each name on a new row. Leave blank if none.

Additional Staffing Notes

Add additional information about the above questions here

Event Details

Event Title*

Event Date*

Month

Day

Year

Fundraising Goal

Please enter a number greater than or equal to 1.

Expected Headcount*

Please enter a number greater than or equal to 1.

Credit Card Processor*

Credit Card Readers Needed*

Please enter a number greater than or equal to 1.

Rec. 1 per every 50 attendees

Auctioneer/MC*

Auctioneer/MC Name*

Warning! If you don’t have someone qualified to work your Live Auction and/or Paddle Raise, you could prevent yourself from raising all the funds you need. Employing an auctioneer that is familiar with benefit fundraising is always the best option.

Additional Event Details Notes

Add additional information about the above questions here

Venue Information

Venue Name*

Venue Address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Wireless Internet*

Network Name

Network Password

Warning!Auction Frogs suite requires some form of internet access to work. Using a venue without adequate wireless internet access will limit the accessibility of the Admin Panel to just those computers with LAN lines. Using a venue with NO internet access at all will negatively impact your event’s success, as you will either need to provide your own Wi-Fi hotspots (unreliable connectivity) or use paper-and-pen to collect all relevant event data for entry once an internet connection is available to you. Check out Auction Frogs’ Wireless Connectivity Checklist for more information.

Parking Details

Additional Venue Notes

Add additional information about the above questions here

Event Schedule

Event Will Include:*

Check-In

Paddle Raise/Donations

Dessert Dash/Auction

A Dessert Dash is a fun game meant to increase your fundraiser’s income. At each table, guests write down an amount to contribute to their collective table bid. The table with the highest bid wins first dessert dash (choice). The next highest table bid chooses second and so on. Dashes can be slow (give guests all the time they want) or fast for added competition (release the next dasher before the previous one has picked). Another way to increase competition is to provide less desserts than you have tables (give out consolation prizes to tables that do not win a dessert instead).

Dinner

Last Man Standing

Last Man Standing is typically a part of the final (lowest) Paddle Raise/Fund a Need level. The auctioneer introduces an amazing prize and explains that the last person to give at the end of this giving level wins the prize. Guests can raise their paddles as many times as they like, but each time they do, they commit to an additional donation at that giving level.

Raffle Draw

A Raffle Draw is a game of chance where uniquely numbered raffle tickets are sold to guests, with each ticket having a single chance of winning a prize (the more tickets a guest purchases, the greater their chances). At a set time, a winner (or the winners) is determined by randomly selecting a ticket stub or ticket number from a pool of all tickets sold, and an awesome prize is awarded!

Silent Auction

Centerpiece Auction

Sell your centerpieces! Silent Auction: Include Bid Sheets at each table and collect when the Silent Auction closes. Live Auction: Each table elects a table auctioneer. The table auctioneer auctions off the table’s centerpiece to a guest at that table (1 to 2-minute window). Add competition by giving the auctioneer with the highest sale price a prize! Remember, provide cards at each table for winners to write down bid numbers and bid amounts. Ask them to bring the card to Check-Out as they leave. Buy it Nows: Tag centerpieces with a “Take Me Home” label (include Item Number and Price), ask guests to bring the card to Check-Out as they leave, and you’re done!

Check-Out

Live Auction

Staff Arrival Time*

Auction Frogs staff, not Client staff

Hours

Minutes

AM/PM

Volunteer Training Time*

Hours

Minutes

AM/PM

Check-In Start Time*

Hours

Minutes

AM/PM

Dinner Start Time*

Hours

Minutes

AM/PM

Start Silent Auction Before Event?*

Refers specifically to Mobile Bidding or Online Auction (golf only).

Silent Auction Start Date*

Refers specifically to Mobile Bidding or Online Auction (golf only).

Month

Day

Year

Silent Auction Start Time*

Hours

Minutes

AM/PM

End Silent Auction After Event?*

Refers specifically to Mobile Bidding or Online Auction (golf only).

Silent Auction End Date*

Refers to Mobile Bidding or Online Auction (golf only).

Month

Day

Year

Silent Auction End Time*

Hours

Minutes

AM/PM

Live Auction Start Time*

Hours

Minutes

AM/PM

Paddle Raise Start Time*

Hours

Minutes

AM/PM

Last Man Standing Start Time*

Hours

Minutes

AM/PM

Centerpiece Auction Start Time*

Hours

Minutes

AM/PM

Dessert Dash Start Time*

Hours

Minutes

AM/PM

Raffle Draw Time*

When you plan to draw the Winner of your Raffle Prize

Hours

Minutes

AM/PM

Check-Out Start Time*

Hours

Minutes

AM/PM

Check-Out End Time*

Hours

Minutes

AM/PM

Additional Event Schedule Notes

Add additional information about the above questions here

Volunteer Details

Volunteers will be needed to check guests in, collect and record bids and purchases, and to check guests out. If Auction Frogs is attending your event, our staff will train your volunteers to perform these activities under Auction Frogs’ supervision.

Volunteers should provide their own laptops. You will find that volunteers will learn and work faster using a computer and operating system they are already familiar with. Auction Frogs does not recommend using tablets or phones for Check-In, Item Clerking, or Check-Out. The Administrative Panel is not responsive to screen size and is not conducive to use on small devices.

No. of Vols. for Check-In*

Any Auction Frogs staff attending the event will help train and supervise these volunteers. Auction Frogs staff are not to be used as check-in staff.

Rec. 1 for every 50 Guests

No. of Vols. for Clerking*

Any Auction Frogs staff attending the event will help train and supervise these volunteers. Auction Frogs staff are not to be used as clerking staff.

Rec. minimum 2

No. of Vols. for Check-Out*

Any Auction Frogs staff attending the event will help train and supervise these volunteers. Auction Frogs staff are not to be used as check-out staff.

Rec. 1 for every 100 Guests

Volunteer Contact Information

Names and email addresses are required for all volunteers that will need access to the Auction Frogs system, so accounts can be issued to them. Cell phone numbers are encouraged for account verification when resetting passwords, but not required.

Full Name

Email Address

Cell Phone Number (optional)

Enter each volunteer on a new row. Leave blank if none.

Additional Volunteer Notes

Add additional information about the above questions here

Event Check-In Details

Send Pre-Checkin Email (prior to event)*

Send Date*

Month

Day

Year

Send Time*

Hours

Minutes

AM/PM

Pre-Assign Bid Numbers*

Print or Write Bid Numbers*

Table Assignments*

Menu Selections*

Require Address (at check-in/sign-in)*

Full Name and Bid Number (for bidders) are always required to check-in. For Premier Plus events, this answer will apply to Check-In and Mobile Bidding sign-in.

Require Email (at check-in/sign-in)*

Full Name and Bid Number (for bidders) are always required to check-in. For Premier Plus events, this answer will apply to Check-In and Mobile Bidding sign-in.

Require Cell Phone (at check-in/sign-in)*

Highly recommended for Premier Plus event. Full Name and Bid Number (for bidders) are always required to check-in. For Premier Plus events, this answer will apply to Check-In and Mobile Bidding sign-in.

Require Credit Card (at check-in/sign-in)*

Full Name and Bid Number (for bidders) are always required to check-in. For Premier Plus events, this answer will apply to Check-In and Mobile Bidding sign-in.

At-Home Bidders*

Send Welcome Text to At-Home Bidders*

Send Date*

Month

Day

Year

Send Time*

Hours

Minutes

AM/PM

Tickets that can be sold at Check-In

Ticket Name

Available Quantity

Price

Enter each ticket on a new row. Leave blank if none.

Walk-In Attendee Seating

Include notes here only if selling Tickets at Check-In

Additional Items to give out at Check-In

Additional Check-In Notes

Add additional information about the above questions here

Silent Auction Details

Number of Silent Items*

All Silent Items Entered*

Using Bid/Details Sheets (Auction Frogs version)*

Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items.

Warning! Auction Frogs will not print or supply bid sheets or detail sheets for your event, but you can print them from the Admin Panel. If using bid sheets, consider printing them on carbonless duplicate paper. This allows a record of bids and winners to remain with the item—the bottom copy—while still allowing the top copy to be collected for data entry.

Detail Sheet Size*

Answer applies to all item types.

Add Logo to Bid/Detail Sheets*

Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items. Client will need to provide image, if they have not already

Max: 860 x 150px | Recommended: 300 x 115px

Add Border to Bid/Detail Sheets*

Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items. Client will need to provide image, if they have not already

Max: 1920 x 1530px | Recommended: 1408 x 1088px

Show Lucky Line on Bid Sheets*

Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items.

Lucky Line Row Number*

Enter the row number (E.G. 7) that should be highlighted and labeled “Lucky Line” in the printed Bid Sheet table. Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items.

Please enter a number greater than or equal to 1.

Lucky Line Color*

Color entered must be a HEX Key (e.g. #23B24B). Auction Frogs recommends using a color already used in Site Design—A bright but not light, highly saturated color. Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items.

Show Bid Increments on Bid Sheets*

Answer applies to all item types, however, Bid Sheets do not generate for Mobile Items.

Additional Silent Auction Notes

Add additional information about the above questions here

Live Auction Details

Number of Live Items*

All Live Items Entered*

Live Items that may be Duplicated

Quantity can be a numeric value or “Unlimited”

Item Number

Item Title

Qty. of Possible Duplications

Enter each item on a new row

Additional Live Auction Notes

Add additional information about the above questions here

Donation Details

Live Donation Levels (paddle raise)

Live Item Number

Item Title

Donation Level Amount

Enter each Donation Level on a new row. Max. 6 Donation Levels per Item Number.

Silent Donation Levels (printed sheet)

Silent Item Number

Item Title

Donation Level Amount

Enter each Donation Level on a new row. Max. 6 Donation Levels per Item Number.

Mobile Donation Levels (digital giving)

Mobile Item Number

Item Title

Donation Level Amount

Enter each Donation Level on a new row. Max. 6 Donation Levels per Item Number.

Other Donation Game (Run-Around, Last Man Standing, etc.)

Item Number

Item Title (Game Name)

Donation or Dollar Amount

Enter each Donation Game on a new row

Additional Donation Notes

Add additional information about the above questions here

Other Item Details

Other Items (Raffle Tickets, Wine Wall, Gift Card Pull, 52 Card Grab, Heads-or-Tails, etc.)

Item Type (Buy it Now, Donation, etc.)

Item Number

Item Title

Donation or Dollar Amount

Enter each item on a new row

Additional Other Item Notes

Add additional information about the above question here

Check-Out & Item Pickup Details

Charge Sales Tax*

Sales Tax Percent*

Charge Processing Fee*

On credit card payments only

Processing Fee Percent*

Warning! Being “tax-exempt” doesn’t necessarily mean you are exempt from collecting sales tax for items you sell. Auction sales are often considered “retail transactions.” If sales tax is not collected at time-of-sale, you may be required to pay it out-of-pocket. Check with your local tax commission to confirm if you need to collect sales tax.

Accept Cash/Check Payments*

Bank Bag/Box*

Charge Cards on File Night-Of*

This is referencing attendees that have not come through Check-Out.

Dollar Amount Limit*

If the client would like Auction Frogs to not charge any cards on file over a specific dollar amount, enter that amount here.

Please enter a number greater than or equal to 1.

Pro Tip! If you are accepting cash or check payments, be sure to have a cash box available. For cash payments, it is good practice to have additional bills in varying low-denominations to make change for your guests. Keep in mind, if you are charging sales tax, you will need coins to make change as well.

Items Labeled with Numbers*

Certificate-Only Items*

Certificate-Only Item Pick-up*

Additional Check-Out Notes

Add additional information about the above questions here

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Untitled

Name

This field is for validation purposes and should be left unchanged.

Online Auctions

Event Fundraising

Mobile Bidding

Who We Are

Giving Back

Contact Us

Blog

FAQs

Podcast

Pre-Event
Questionnaire.

Client & Staff Information

Event Details

Venue Information

Event Schedule

Volunteer Details

Event Check-In Details

Silent Auction Details

Live Auction Details

Donation Details

Other Item Details

Check-Out & Item Pickup Details

Simplify your Fundraising

Newsletter

Service Agreement

Online Auctions

Event Fundraising

Mobile Bidding

Who We Are

Giving Back

Contact Us

Blog

FAQs

Podcast

Pre-Event Questionnaire.

Client & Staff Information

Event Details

Venue Information

Event Schedule

Volunteer Details

Event Check-In Details

Silent Auction Details

Live Auction Details

Donation Details

Other Item Details

Check-Out & Item Pickup Details

Simplify your Fundraising

Newsletter

Service Agreement

Pre-Event
Questionnaire.