Event Information

GiveFundraising Details

Service Details

Free of charge (£0.00)

Details of Service

Premium Package:  Full Silent Auction Technology Management

Package based on providing full silent auction management
with interactive tablet bidding and pledging system offering the following:

• Fully managed silent auction platform complete with your chosen bidding style.

• Dedicated and personalised fundraising event website, branded to your event with custom online auctions on the weeks leading up to the event.

• Professional and experienced fundraising team at the event. This consists of a dedicated event manager, technician manager and fundraising staff to engage with your guests and encourage bidding from start to end time of event.

• Interactive fundraising tablet equipment hire for 1x evening including pre-event programming, server/wifi/printer hire, software licenses, post-event reporting.

• Interactive Fundraising Tablets. Our staff manages the venue and can bring extra tablets into play when the audience has many high night worth individuals who don’t like waiting for a device. If there is a bidding ‘frenzy’ on a specific table, we can bring these into action. These are provided at no extra charge.

• Real-time pledging system for your guests to place direct donations to the charity with 100% of the proceeds going to charity.

• Full proceeds of your auction items going directly to the charity (no commission-based caps or percentages).

• Access to GiveFundraising auction lots. Our items are provided with 100% of the profit (winning bid minus supply price of prize) going direct to the charity. Our auction lots have proven to make large margins for charity; priced below market value and provided on a sale/return basis.

• Large Format TV’s (Full Setup) and Live Leaderboards Sequences for AV Screens (with real-time bidding information) on main displays and screens around the room.

• Payment processing for all auction winners and donations received. We accept all credit or debit cards by Maestro, Visa, MasterCard or Amex.

• Post-event data reporting, full breakdown of sales and profits generated (3x Reports: Winners report, Pledge report and Full Bidding History report). This includes full details of bids received and money raised for charity.

• Continue to work with you post-event, providing after sales care for both the event organiser, charity and guests who participated. This includes shipping of products, issuing of vouchers and managing experiences and holiday bookings.

GiveFundraising Products Confirmed in Package

• Account Management & Technology Licensing

• Interactive Fundraising Tablets

• Real-time Pledging System

• Fully Mobile Responsive Fundraising Website

• Pre-event Custom Online Auctions

• Live Leaderboard Sequences for AV Screens

• Dedicated Event Manager (incl. expenses)

• Technician Manager (incl. expenses)

• Fundraising Event Staff (incl. expenses)

• Portal Build

• 3+ bidding tablets per table

• Event Support (incl. expenses)

• 25+ GiveFundraising Auction Items, PLUS we’ll fully donate an item to your event

• Full Payment Collection & Processing Service

• Logistics Cost (Kit Transport, Set up & Pack Down)

• Post-event Data Reports & Customer Support

General Requests from GiveFundraising

• Our team requires a clothed trestle table in the main room for our laptop and server setup.

• Our team requires the MC/host to announce the silent auction at the beginning and throughout the event where possible (silent auction announcement details will be given to you by your Event Manager).

• Additional/Optional request: Complimentary meal at venue for our staff members working during the event

Additional Agreement Notes from GiveFundraising

• Meals for staff – By this, we simply mean access to basic catering during the event day (e.g. lunch vouchers or similar) which we have been provided previously at Wetherby and other racecourses. We would typically bring a small team of around 3 staff depending on final requirements and numbers for the day. I completely understand the limitation on vouchers, so we’re very happy to align with what’s available, if that is no vouchers, or just 1 or 2, or honestly don’t worry if it is limited, we’re happy make alternative arrangements.
• Total cost of service – The proposal outlines the fully managed service fee, and there are no additional hidden costs beyond what’s been detailed. If anything changes based on final requirements, this would always be agreed with you in advance.
• PAT testing – Yes, all electrical equipment will be fully PAT tested, and we can provide the information if required. We don’t usually provide this to venues as they never ask and our equipment is tested annually anyway.
• Risk assessment – Absolutely – we can provide a risk assessment document ahead of the event for both yourselves and the racecourse.
• Equipment list – No problem at all. We can supply a detailed equipment list at least two weeks prior to the event, along with any requirements we may have from the racecourse. However, I would say that the racecourses do not usually ask for this, so it might be worth not overcomplicating things by raising this, as we will bring everything with us that is needed for our platform and running the silent auction on the day.
• Staff list and roles – We’ll also provide a full list of attending staff and their roles within the same timeframe of 2 weeks prior to the event date so that badges can be pre-arranged.

Terms & Conditions

2.     WHEN DOES THIS AGREEMENT START AND FINISH?
This agreement:

(a)     starts on the Date of agreement; and
(b)     ends after the final payment is made to the Charity.

3.     PAYMENT OF FEE (where applicable)
The Client shall pay the Total Cost of Service to GiveFundraising on the Payment Due Date. Failure to pay the Total Cost of Service will allow GiveFundraising the right to cancel the event services.
If there is no Total Cost of Service, no payment is required.
In the rare occasion, where a tablet bidding device is taken from the venue or missing from guests tables, the total funds raised would be deducted by £100+vat to cover the cost of the missing device.

4.     COLLECTING PAYMENTS FROM SUCCESSFUL BIDDERS
When requested by the Client, GiveFundraising will collect payment for any lots on behalf of the Client. In addition, the collection of payments agrees to pay 2.5% for all card payments to cover transaction fees from the card machines. Any outstanding payments after the event will be chased the following working day. GiveFundraising shall chase payment and collect all monies for up to a maximum of 28 days after the event. If multiples of items are available, GiveFundraising will contact the under bidders to see if they are interested in the item and all charity proceeds will be given accordingly.

Items paid for at the event will be released immediately. Items paid for at a later date will be delivered to the customer for a shipping fee of £25.00, unless the customer makes their own arrangements to collect from the venue or office address.

5.     PAYMENT OF MONIES RAISED FOR THE CHARITY
Once all payments have been collected and processed, the Client will invoice GiveFundraising for the amount due. Payment will then be made from GiveFundraising to the Client via the Payment Method agreed above within 7 working days.

6.     CANCELLATION OR POSTPONEMENT
In the event of a cancellation or postponement, any work started and/or completed at time of cancellation, including any equipment, printing or staffing out costs, will be chargeable.

7.     CHARITY RESPONSIBILITIES AT THE EVENT
The Client shall ensure that GiveFundraising, its employees and contractors are given full access to:

–       the Venue a minimum of 2 hours before the start time of the event; and
–       electricity, water and other basic services

from the Start Time until the End Time.

8.     CONFIDENTIAL INFORMATION
Each party shall keep confidential any information about the other party and this agreement
that comes into its knowledge and/or possession.

9.     JURISDICTION
This contract is governed by the laws of England and Wales.