Information Packet and Sample Printouts

Information Packet and Sample Printouts
Thanks for your interest in our software! In this document, we’ve included an overview
of the SchoolAuction.net subscription-plan options (with prices), the answers to some
Frequently Asked Questions, provided you with samples of the type of Bid Sheets,
Description Sheets, and Gift Certificates that you can generate easily and quickly with
SchoolAuction.net and thrown in a copy of one of our marketing flyers, that you can print
out and take with you to a fundraising committee meeting. We know that the process of
choosing and purchasing software to help with your auction can move slowly sometimes
and that it is often a group decision; we hope this packet of information can help.
If you have specific questions, please call me at (503) 913-4407 anytime; or email me at
roger@schoolauction.net. I love talking about auctions, online auctions, art shows, walka-thons, etc.; I’ve chaired my share and helped many schools with theirs. Together we
can probably figure out quickly whether our software will work and will be cost-effective
for your event (it is for many, but not all auctions; ask and I’ll tell you which types give us
problems.)
Best,
Roger Devine
SchoolAuction.net
(503) 913-4407
roger@schoolauction.net
Subscription Plans
SchoolAuction.net is web-based software; you set up an account for your organization with us, then you can
create sites for each auction, online auction or other fundraising event you hold. You can set up a trial event site
for free; for 14 days you’ll have full access to the software (although any printouts you make will have a watermark
on them). To start your trial, go to http://my.schoolauction.net/signup
Feature
Basic
Limited
Standard
Premium
Gala Auction Features
Track Item Donations
Track Ticket Sales & Guest Information
Print Bid Sheets
Print Description Sheets
Print Gift Certificates
Print Catalog
Check Guests In and Capture Credit-Card
Number (Express Pay option)
Sell Auction Items to Guests
Check Guests Out and Process Credit-Card
Payments
Print Guest Receipts
Automatic Receipt Sponsorship
“Round-Up” at Check-Out
Post-Event Reporting
Online Item Donations
Online Cash Donations
Online Registration (Guest Tickets)
Credit-Card Swipers Included
4
Feature
Basic
Limited
Standard
Premium
$995
$1,295
Technical Support
Online Documentation w/ videos
Unlimited Email Support
Event-Night Telephone Support
Pre-Event Telephone Support (Unlimited)
Other Features
Online Auctions
*
Point-of-Sale Events (Cashiering Module)
*
Price
$295
$695
(Best Value)
* A Limited SchoolAuction.net subscription allows for one event only - a Gala Auction, an Online Auction or a
Point-of-Sale event.
Want to put the decision on which to purchase off and just try it out first? No problem; sign up for a free 14-Day
Trial account by clicking on the link below (or typing it into a web browser) and we’ll start you off as if you are
going to be a Standard subscriber. If you want to switch subscription types at the end of your trial, just email me
(roger@schoolauction.net) and let me know what you want to do. Here’s the link: http://my.schoolauction.net/
signup
A few frequently asked questions
What is SchoolAuction.net?
It’s web-based software that your fundraising team can use to help plan, prepare for and run fundraising events.
What kinds of fundraising events?
Gala auctions, online auctions, and “point-of-sale” events – think art sales, bake sales and the like. Organizations
have also used it successfully for golf tournaments and walk-a-thons, but it’s really built pri¬marily for auctions.
What parts of the planning and preparation does it help with?
Here’s the big 5:
1. Tracking donations. Anyone on your team who procures items for you to sell at the auction can enter all of the
critical data about the items they get, from their home or work computer
2. Selling tickets. Your guests can buy their event tickets at your SchoolAuction.net website, or you can sell
tickets by hand, and enter the data later. Or both!
3. Printing bid sheets, etc. SchoolAuction.net will automatically generate bid sheets, description sheets, gift
certificates and a catalog listing from the information entered by your procurement team. It will also generate
guest labels from the ticket data.
4. Event-night functions. You’ll use the software on event night to check guests in, sell them items and check
them out quickly and easily. The software works with a variety of credit-card processors to process transaction
data in real-time, at checkout.
5. Post-event reporting. There are over 100 standard reports to help you figure out what types of items sold, to
whom, and for how much. (Plus much more...)
What does it cost?
A one-year subscription costs 995. This lets you use the software for as many events as you want to hold during
the subscription term, and includes all support. The renewal fee for each subsequent year is 795. SchoolAuction.
net does not charge any transaction fees, nor any fees based on the number of users.
What will I need to use it?
To get started, all you need is a computer (Mac or PC), an internet connection, and a web browser (Internet
Explorer, Firefox or Safari). On event night, you will need additional computers and printers to use as check-in
stations (we recommend 4 stations for auctions of up to 250 guests, with an additional station for every 50 guests
thereafter). You will need an internet connection at your auction venue - it can be wired or wireless.
If you plan on accepting credit cards at your event, you’ll also need to set up an account with a credit-card
processor. This is called a merchant account, and if your organization already has one, chances are very good
you can use that exist¬ing account. If not, we can recommend several banks to you that are willing to provide
accounts to small non-profits, at very reasonable rates (generally 1.75 - 2.5, plus between 0.10 and 0.30 per
transaction)
What kind of support and training will I get with my subscription?
We have extensive documentation available, an all-you-can-eat email support policy, weekly free online training
sessions for event-night volunteers, and on-demand cell-phone support on the day of your event (for up to 4
events per year.)
Why is SchoolAuction.net better than the other auction software out there?
We have a lot of respect for our competitors – you won’t catch us saying unflattering things about their software.
But we believe that our business model – with a flat fee, no transaction charges, and no user-seat fees, is easier
to budget, saves your organization money, and makes it easier for you to spread the work out among your whole
team – volunteers, and school staff alike. We used to be able to differ¬entiate ourselves by pointing out that our
software was web-based, and theirs wasn’t – but now most of them are intro¬ducing web-based upgrades to
their software, too.
Our customers also say very nice things about our customer service – if you’d like to talk to any of them, let us
know. We treat our customers the way we want to be treated by the people we buy from, especially since we still
think of ourselves as the same kind of people our customers are – most of us are also former or current auction
chairs, PTA presidents, development directors and the like.
So, how do I get started?
You can set up a free 14-day trial account at: http://my.schoolauction.net/signup
During your trial, if you need any help you can email lisa@tofinoauctions.com and I’ll be happy to answer any
questions. Or, just call me at (503) 913-4407. You can be setup and working on your auction in 10 minutes.
Printout Samples
The following pages show some samples: bid sheets, description sheets, a signup-party sheet and a gift
certificate. The bid and description sheets have several options you can select, including:
Size: the Normal sheets fit 2-across on an 8.5 x 11 sheet of paper, the Large are each 8.5 x 11.
Bid Increments: Print just the first line, and leave the others blank, or print bid increments all the way down
the line
Show FMV: Either have the Fair Market Value printed at the top, or not
Show Closing Time: Either have the Closing Time printed across the top, or not
Buy It Now: Have a Buy It Now price printed at the bottom, or not. (This can be selected on an item-by-item
basis)
Name
Buy it now:
Bid #
$75.00
$20.00
Amount
Minimum Raise: $5.00
Thanks To: Sample Donor
Minimum Bid: $20.00
Value: $50.00
Item #1
Closing Time: 9:00 PM
Martini Set
Sample Donor
Thanks To
This is where you enter restrictions, like "must
be used before 11/12/2013" or "batteries not
included."
Here's a sample item listing, to inspire you to
enter your own.
Value: $50.00
Martini Set
Item #1
Bid #
Name
$30.00
Amount
Minimum Raise: $5.00
Thanks To: Sample Donor
Minimum Bid: $30.00
Value: $75.00
Item #3
Closing Time: 9:00 PM
Pyrometer
Sample Donor
Thanks To
A very handy gadget for measuring how hot
things get. Who doesn't need one of those?
Value: $75.00
Pyrometer
Item #3
Hawaiian Luau! #4
20 Places Available
Cost: $10.00
Come to Roger's house on Auguat 12, for Pig, Poi, and Pomegranate
Daiquiries! Wear your loudest Aloha shirt and bring the kids to swim in the
pool.
Please purchase one slot for each adult attending - kids are free!
Thanks To
Sample Donor
Hawaiian Luau! #4
20 Places Available
Bid #
Name
Cost
1
$10.00
2
$10.00
3
$10.00
4
$10.00
5
$10.00
6
$10.00
7
$10.00
8
$10.00
9
$10.00
10
$10.00
11
$10.00
12
$10.00
13
$10.00
14
$10.00
15
$10.00
16
$10.00
17
$10.00
18
$10.00
19
$10.00
20
$10.00
Thanks To: Sample Donor
Acme Industries
Donated By
Must be 18 or over; must sign liability waiver before ride begins. Total guest weight must be
under 1,000 lbs.
Restrictions
Redemption information: Call Tom at 555-1212 to schedule your trip; all trips leave from Valley
Park in Springfield.
An amazing 2-hour ride over the Central Valley. Look close - you can see your house!
A Ride In A Hot Air Balloon
Item #4
Big Blue Auction
Gift Certificate
All about credit-card processing and our software
Fundraising auctions can get a huge boost to their bottom line simply by accepting credit-cards as a payment
method for their guests. Indeed, most auction teams we work with don’t even think of this as optional;
integrated credit-card processing is a must-have feature in any auction software system they consider.
Most of the auction-software products on the market (including Tofino Auctions and SchoolAuction.net) do
integrate credit-card processing into their systems seamlessly. Matter of fact, many of them were initially built
primarily to accomplish just this function.
But not every product on the market handles this the same way. The most common method is for a software
company to make an exclusive alliance with one transaction-processing bank (the merchant processor) and
make all of their customers use that bank. There is one non-negotiable fee schedule. In addition to the cost that
the software company charges its customers for the software product itself, there is a 1-2 fee on each creditcard transaction that the software company adds on to the bank’s rates, and keeps for itself. This is rolled into
the total transaction-processing fee (usually 3.25–3.75), and if the breakdown is disclosed to the customer, it
usually is not done so very clearly.
Tofino Auctions and SchoolAuction.net are different. Our customers can choose between a large group of
merchant processors, shop for the best rates, and pay only the rates that the bank charges - we do not layer on
any additional per-transaction costs for us.
We do this by integrating our software with 6 large, well-known Internet Payment Gateways - companies that
serve as an interface between websites (like your organization’s Tofino Auctions or SchoolAuction.net event
websites) and the merchant processors. The list of supported Internet Payment Gateways is:
eProcessing Network
PayTrace
Wonderpay
Authorize.net
Braintree
Merchant e-Solutions
Vanco eServices
PayFlow Pro
If you have an existing merchant-processing account with another bank, ask that bank if they interface with one
of these gateways; if so, you can use your existing account with Tofino Auctions and SchoolAuction.net simply by
having them set up a account for you with one of the gateways listed above.
If your organization does NOT have an existing merchant processor, start looking for one by calling one of the
preferred merchant processors listed below. Tell them that you want to use Tofino Auctions/SchoolAuction.
net, and they will set you up with a package that includes a supported gateway account. To make this list, they
have to a) provide lower rates than the traditional specialized auction-payment services, b) have a track record
of working with non-profit organizations on fundraising auctions, and c) provide excellent customer service (we
monitor the customer service level of these companies and welcome your feedback).
Recommended Merchant Processors
Northwest U.S.
Total Merchant Concepts, Vancouver, WA.
Contact: Eric Jenks, 1-888-249-9919 or eric@totalmerchantconcepts.com
North Pacific Payment Services, Portland OR
Contact: John Jordan, (503) 639-5577 or john.jordan@nppsi.com
New England/New York
Reliance Merchant Services
Contact: Sandie Griffin, (203) 438-5961, x11 or sgriffin@reliancemerchantservices.com
California, Midwest, Southwest, Mid-Atlantic, Southern U.S.
PayPlanner
Contact: Robert Hanczor, (619) 248-2002 or robert@payplanner.net
About Security: Why This Is Safe
Tofino Auctions/SchoolAuction.net follows the PCI Data Security Standards for account data protection. If your
school or organization chooses to ask guests to give you a credit-card number at check-in on the night of your
auction; that data is encrypted, and then sent through a secure tunnel to the Internet Payment Gateway, which
securely stores the card data and then returns to the application a secure token which can be used for processing
that card later in the evening. Card data is NOT stored on your computers, or on our servers.
If you choose to forego capturing card numbers at check-in, and instead only enter card numbers at check-out
(when you are also sending the transaction amount), the account and transaction data is passed directly through
to the bank, without being vaulted at the gateway.
SCHOOLAUCTION.NET™ AUCTION MANAGEMENT SOFTWARE
The easy solution for school fund-raising auctions—
now with online bidding
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Customer References
All of our volunteers had a really easy time with the system – we had far
fewer complaints than we did when using the other software we had tried.
All of the volunteers wanted to use it again! And I love SchoolAuction.net
because of the excellent customer service – I knew that I could count on a
thorough and timely response whenever I had a question. I recommend
SchoolAuction.net often, whenever I talk to a school that is holding a
fundraising auction.
Callie Philippi
Director: Special Events and Volunteer Activities
The Prairie School
Racine, WI
Our major fundraising each year supports all the programs and school
functions that happen during the year. So it is very important to be able to
count on the software and support we get from the people behind
SchoolAuction.net to meet the challenges that come with reporting and
tracking donors, items and keeping information confidential and secure. I
highly recommend them.
Marg Everett, Congregation Neveh Shalom
Portland, OR
SchoolAuction.net is a great program with a staff that is second to none with
tech support. They will bend over backwards to help you fine tune their
product to meet your needs and then continue that same service with
excellent customer support! I would recommend them to any fundraising
group.
Maria Wiggins, Garris Chapel Church
LaGrange, NC
Having used SchoolAuction.net two times over the past 3 years (our auction
is every other year) I can't say enough positive things about the system and
the support available. The registration and auction set up is very easy to
create and manage, the timelines and email reminders are essential to
staying on track and the online auction feature helped us raise even more
money after the actual auction date. We had multiple users entering data
into the system (many who were very new to this type of tool and they were
up and running with 20 minutes of training!) If you are planning an auction
and have not considered using an online auction management tool, I urge
you to think again and definitely look at using SchoolAuction.net.
Andrea Lowery, Boones Ferry Primary School
Tualatin, OR
As a small nonprofit, our budget is very limited. One expense that we are
glad to pay for is auction software for fundraising events. It is a MUST! We
were very lucky to find SchoolAuction.net, as their product blew other
systems out of the water and fit our budget. It is easy to tell they take pride
in delighting their customers and their passion is infectious.
Emily Leppert-Everett
The WEB Foundation