Development of Social Skills and Values among Students
The fundraising event
The students who are a part of the student union of the university organized various fundraising events throughout the year. There is a lot of work that goes into the development of these clubs and the events and they are an excellent way of developing the social skills and values among the students. Our student union continues to get strong community support not just from the university but also from the locals. We have a huge group of committed volunteers who are always ready to help with the events and who make every activity organized by us a success. The fundraising auction organized by the student union this year was quite rewarding for us not just in terms of the money that we were able to collect but also for all the learnings and skill development that we experience because of it. The planning for the event was a fairly consistent work which was carried out by the president of the student union Joshua. We received the inputs from the rest of the members of the Union and dedicated volunteers on the items that were acceptable for the auction and also regarding the entire format of the event (Counsel, 2013).
Once all these details were decided, we had to publicize the event in order to generate the required enthusiasm among the students and all the members of the university. This was the responsibility assigned to Ben who help the student union with his creative streak. Ben designed various posters that were put up all over the university and in the nearby places encouraging people to contribute the items towards the auction and to become a part of it on the main day. The item collection drive for the auction went on for about 15 days where the students, staff and the local people provided valuable objects that we were able to put up for the auction (Ehlert, 2014). The administrative tasks along with the assignment of a value to each of the item received for the fundraising was carried out by Hannah. She also handled the maintenance of the auction inventory for all the items received and managed the ticket sales for the main auction day. The decoration of the venue of auction was done by our student volunteers who were guided by Ben. The auction hall was made more appealing by displaying all the items creatively and decorating the entire area (FRA, 2016).
Planning and Execution of Fundraising Auction by Student Union
Arrangements were also made to ensure that the bids made by the participants of the auction audible and there was discipline maintained during this entire process. The cash management for the fundraising event was also carried out by Joshua and the winners of the auction were asked to pay for the item and collect it as soon as the bidding got over. The planning for the event began two months in advance when we decided we had to host a fundraising event for the student union. These funds were required by the union to support and find the student welfare activities and the following plan was made and followed for developing the entire plan for the auction (University of Louisville, 2017).
This plan allowed us to develop a timed schedule for the entire fundraiser and also made it easy to cover all the activities that were required for successful completion of the event. The volunteers of the student union effectively contributed to the entire process and provided the inputs and ideas whenever required. They also provided us with the required support in the entire planning and execution of the fundraising event (WSGC, 2017).
Analysis of the fundraiser
The analysis of the entire planning, rising and execution of the fundraising event is included in this section. The planning of the event began two months in advance when we decided to host an event to raise funds for the student union. We organized a meeting of the union by calling out all the members and the volunteers to provide ideas for the events that we could host within the university premises. The idea of holding an auction was accepted and finalize in this meeting and we began planning for the event soon after that. All the volunteers were encouraged to communicate across the university about the event to generate the much needed awareness. The second meeting of the student union was held after a week where the duties were assigned to the members and the volunteers. We also decided on the items that we were going to except for the auction and we decided that the small and medium value items like jewellery, gift certificates and shopping coupons would be sold individually while the low value items will be bundled into a basket which will make it easier to manage them and carry out the auction. The responsibilities of a delegated and redistributed as per the requirements and request from the members and the volunteers. 15 days before the auction the collection drive was opened and the students and teachers were encouraged to engage with the activity by making donation. Some of the most valuable auction items came from the student art projects. The presentation and bundling of the items was carried out two days before the auction and they were attractively placed on the table for display. On the auction day, the purpose of the activity was communicated to the people along with the schedule of the events for the auction and the sequence for receiving the bids for each of the items placed there (BiddingForGood, Inc., 2012).
Publicizing the Event and Collection Drive
This was followed by the last leg of the event which included execution. The volunteer for provided the required training and support from the members of the student union and there were runners and cashiers appointed for the management of the money collected through the auction. On the auction day, all the members and the volunteers were asked to report early in the day to make any adjustments in the duties and responsibilities assigned to them and tables for displaying all the auction items were put up. The bid sheets what distributed among the guests and throughout the event the volunteers were encouraged to keep the crowd active and energized. A student volunteer also took the pictures of the entire event to place on the university notice board and all together the event was a big success not just for the student union but also for the university (Donnell, 2013).
Evaluation and reflection
Overall, the auction organized by the student union was a well-planned and well executed event that was able to involve all the people from the university and even some of the local people who visited on the auction day and made bids and won the items that were placed for the auction. This event can be made an annual activity conducted by the student union for raising the funds and for keeping the students engaged. After reflecting on the event we realize that there are some of the ways through which this event could have been an even bigger success by involving more people and making even the people outside the university aware of it. The auction was made the focal point of the student union for the two months through which the planning and execution of the event lasted. We made sure that the bidders were not distracted by the music or any other activities going on around the auction hall and complete silence was maintained throughout the entire event. We realize that the young students tend to lose patience and therefore short breaks were organized where some activities like music performances were also arranged by the student union. Although the event was well planned and executed, we realize that hiring a professional auctioneer would have benefited us since the fee charged by him could be easily offset by marginally increasing the price of the items placed for the auction. A professional has better understanding of the crowd and can easily pick the generous bidders along with the understanding of the entire process and when to end the bid (Engers & McManus, 2002).
Assignment of Responsibilities for Maintaining the Inventory and Cash Management
He also has the experience of keeping the anticipation high for all the people participating in the auction which we were not able to execute properly being inexperienced students. The auction was carried out in a phased manner and not in one go which helped us in managing it and keeping the people entertained throughout. The participants of the auction were also provided these breaks so that they could continue the building or leave the proceedings if they wanted to. Although we carried out promotional activities for 15 days prior to the auction, it would have been better if we advertised the big items of the auction and also placed restrictions on a few items so that the people could bid ahead of time for them. The high value items placed in the auction would attract more crowd and can be easily promoted. We realized that the item collection and the promotion for the auction could have been more synchronized if it was conducted much in advance. When carrying out this auction again, we will make sure that the items are collected in advance and the individual high value items contributed by the people are promoted across the university. This year, was organized at a small scale and if we want to make it even larger we can involve corporate sponsors and offer special recognition to them this will help in cutting down the expense from the net profit of the auction. This sponsors and their products and services can be promoted through the ad placement in the venue or through the table signs or call outs during the entire event (O’Keef, 2009).
Conclusion:
The student unions allow the students to enhance their experience of learning and host various events all around. One such event organized by the student union of our university was the university auction fundraiser. This event was organized in order to raise funds for the student union to enable it to support and work for the student welfare. It can be concluded that the auctions organized by the Student Union in the university was a success. It was a boost the fundraising efforts for the Student Union in a unique manner and also allowed the members of the student union as well as the volunteers to learn and hone their skills. The auction was not only profitable but also engaging and well executed and the money raised will be used for the development of the Student Union and the university. The members and the volunteers were constantly present in the venue and provided the required support to the members and the participants of the auctions. They talked to the supporters and encourage them throughout the proceedings. The revenue of the auction not only came from the bids and the money paid by the participants of the auction for the items they bought but also for the tickets sold for participating in the auction.
Volunteers’ Support and Contribution to the Fundraiser
Although the entire event was organized in a well-planned manner, there is scope for improvement in everything and this auction is no exception. Some of the recommendations suggested to the student union for making the auction an even bigger success when they organize it the next time are included here. The people organizing the events should be well equipped to find items that can be auctioned. They can develop a list of desirable items that can be easily solicited from the friends, family, classmates and neighbors. Regular meetings should be held to keep the committee encouraged throughout the process and the members and volunteers of the student union can be provided with flyers and brochures for soliciting the items for the auction. This process should contain a description of the entire event and a list of items that would be preferred. The student union can make a list of items that generally sell well during the auction and items that are most in demand in the university. These items can be placed at higher value in the auction to generate more revenue from them (Donnell, 2013).
The student union can take help from the students or any external organization to develop an application which can make the work easier and more streamlined. The mobile applications allow the bidders to place the bids conveniently and also allow the organizers of the auction to easily keep a track of the bids placed for each item. This application can contain a description of the Student Union and the university along with the list of all the items that are put up for the auction (Foundation, 2016). The starting bid amount for each of the items and the market value for them can also be included in the application along with the high quality photos to encourage the people to bid more and get all the required information. The mobile application will also make it easier for the participants of the auction to contact with the organizers and will reduce the hassle of maintenance of all the paper documents and bid sheets.
This assignment provides the details of the fundraising project organized by the students belonging to the student union of a University. This includes the details regarding the members of the group who were involved in the organization of the fundraiser, the roles and responsibilities fulfilled by each of them, and the details of the entire project and the process of its organization. The student unions in a University allow participatory decision making and provide the students with an opportunity to develop their leadership skills, demonstrate social responsibility and develop social and moral values (BBBST, 2018). The ensure all round development of the students and allow them to collaborate with other students and members of the university to not only become an ethical leader but also act as responsible citizens of the society. These unions allow the students to enhance their experience of learning and host various events all around. One such event organized by the student union of our university was the university auction fundraiser. This event was organized in order to raise funds for the student union to enable it to support and work for the student welfare. There were three members in world in the entire organization and execution of the fundraising activity organized in the university. The president of the student union Joshua made the entire blueprint and plan by listing the detailed activities to be conducted for organizing the fundraiser. Ben was responsible for the promotion of the event across the university by putting up posters and carrying out other promotional activities like making announcement in the classes and the cafeteria. Hannah was assigned the responsibility of assigning prices to all the items collected for the auction which were contributed by the students and the teachers of the university (Elevate Aauctions, 2015).
References:
BBBST, 2018. Event Fundraising Event Fundraising, Available at: https://toronto.bigbrothersbigsisters.ca/wp-content/uploads/sites/190/2018/01/Event-Fundraising-Toolkit-Toronto2.pdf
BiddingForGood, Inc., 2012. A report based on surveys of Bidding For Good Clients and Bidders, Available at: https://www.biddingforgood.com/online-auction-services/docs/state-of-the-silent-auction.pdf
Counsel, P., 2013. Fundraising Issues for Nonprofit Organizations, Available at: https://www.publiccounsel.org/tools/publications/files/fundraising.pdf
Donnell, J., 2013. Fund Raising with Silent and Live Auctions, Available at: https://www.silentauctionpro.com/documents/FundRaisingWithSilentAuctions.pdf
Ehlert, B., 2014. Guide to Attracting more Donors and Doubling Donations, Available at: https://calltoauction.com/wp-content/uploads/2014/10/TheFundraisersGuide-CallToAuction.pdf
Elevate Aauctions, 2015. What is elevate auctions?, Available at: https://elevateauctions.com/Content/files/file_what_is_elevate.pdf
Engers, M. & McManus, B., 2002. Charity auctions, Available at: https://economics.virginia.edu/sites/economics.virginia.edu/files/admin/Charity%20Auctions%202002.pdf
Foundation, C., 2016. How to Plan a Successful Auction, Available at: https://www.curejm.org/toolkits/fundraising_toolkits/Cure_JM_Auction_ToolKit.pdf
FRA, 2016. Fundraising Event Ideas for Nonprofits, Available at: https://www.fra.org/fra/Web/FRA_Docs/Over-50-Fundraising-Event-Ideas.pdf
O’Keef, R., 2009. Ideas for Items and Services for Live and Silent Auctions, Available at: https://www.letsdoanauction.com/ideasforitems.pdf
University of Louisville, 2017. Fundraising Event Policies & Procedures, Available at: https://www.fundforuofl.org/s/1157/images/editor_documents/giving/event_booklet_for_web_page.pdf?sessionid=37b9a46a-d69d-46b3-a1a2-efda6ce51ecc&cc=1
WSGC, 2017. Raising Money for Charity, Available at: https://www.wsgc.wa.gov/sites/default/files/public/5-023-raise-money-for-charity.pdf
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