What it is and why it works
Schools, churches, and nonprofits hold galas and silent auctions all year, and they are always looking for donated items. You donate one custom piece. The winner does not get a finished item on the spot; they get a certificate they bring to you to have it personalized with their name, family name, or logo.
That certificate is the point. It brings the winner to you, it lets you make something they actually want, and it starts a conversation. Meanwhile, the whole room walks past your piece and your name on the bid table and in the program. The people who attend these events tend to be the same people who buy gifts, run businesses, and sit on boards around town.
Who to contact
- Schools: PTO or PTA president, auction chair, school foundation director
- Churches: church office administrator, fundraising or missions committee chair
- Nonprofits: development director, event coordinator, volunteer auction committee
- Civic clubs: Rotary, Lions, Kiwanis fundraiser chairs
How to pick which auctions
You cannot say yes to everyone, so choose on purpose. Good signs:
- The event is local, and attendees live within your delivery area
- They list donors in a printed program, on a slide, or on social media
- The crowd matches your buyers (homeowners, business owners, parents, sports families)
- You or your family have a real connection to the cause
- They will display your item well, with a sign you provide
Set a yearly donation budget, such as a set number of pieces per year, and stick to it. When it is used up, say, "We've already given our donations for this year, but please ask us early next year."
What to donate
| Shop type | Donation idea |
|---|---|
| Router / sign shop | Custom family name sign or carved address sign |
| Laser engraving | Set of four engraved tumblers, or an engraved charcuterie board |
| 3D printing | Custom figurine, personalized desk set, or a lithophane photo lamp |
| Machining | Engraved aluminum sign, custom bottle opener set, or a machined pen |
Display a finished sample at the auction (made with a sample name like "The Smith Family") so bidders can see and handle it. The winner gets a new one made with their details.
Step by step
- Find events. Watch school, church, and nonprofit Facebook pages in late summer and after New Year's, when auction committees start asking for donations.
- Reach out with the script below, or answer their donation request.
- Make the display sample and print a small stand-up sign: item name, what's included, your shop name, website, and a QR code.
- Fill out their donor form and ask to be listed in the program with your business name and website.
- Print the redemption certificate (wording below) and hand it over with the sample.
- Get the winner's contact info from the organizer after the event, if they will share it, and reach out within a week.
- Make the piece, deliver it, and take a photo with permission.
- Thank the organization publicly on social media and tag them.
Redemption certificate wording
[SHOP NAME]
Custom [Item Name]
This certificate is good for one custom [item, for example "carved family name sign, up to 24 inches"], personalized with your name, family name, or design.
Donated to [Organization Name], [Event Name], [Year].
To redeem: call or text [phone], or email [email], and mention this certificate. We will send you a proof to approve before we make it.
Includes: [what's included, for example "one line of text and one simple graphic"]
Does not include: shipping, extra sizes, or added items (available at our regular prices).
Please redeem by: [date, for example 12 months from the event].
Certificate #: [number]
Number each certificate and keep a list, so you know which event each customer came from.
Scripts
In person, to the auction chair
Hi, I'm [your name] with [shop name]. I'd love to donate something to your auction. We make custom [signs / engraved pieces]. I'll bring a finished sample for the table, and the winner gets one made just for them. All I ask is that we're listed in the program.
Phone
Hi, this is [your name] from [shop name] in [town]. I saw you're collecting items for [event]. We'd like to donate a custom [item]. Who's the best person to send the details to, and what's your deadline for donations?
Subject: Auction donation for [Event Name]
Hi [role or name],
[Shop name] would like to donate a custom [item] to [event]. We'll provide a finished display sample, a stand-up sign for the table, and a certificate the winner redeems with us to have one made with their own name or design.
Could you let me know your donation deadline, where to drop it off, and how donors are recognized in the program?
Thank you for the work you do,
[your name]
[phone] · [website]
Facebook message to the winner
Hi [name]! Congratulations on winning the [item] at [event]. I'm [your name] from [shop name], and I'm excited to make yours. When you have a minute, send me the name or design you'd like and I'll send back a proof. Thank you for supporting [organization]!
How to price the follow-on orders
Winners often want a second one for a relative, or they come back at the holidays. Have prices ready.
| Item | Example price (example only) |
|---|---|
| Additional family name sign | Example: $65 |
| Extra engraved tumbler | Example: $22 each |
| Upgrade to a larger size | Example: pay the difference |
| "Auction friends" offer for attendees | Example: $10 off a first order, good for 30 days |
These are examples only. Use your own costs and time to set real prices.
Seasonal calendar
| When | What to do |
|---|---|
| August to September | Fall galas and school carnivals ask for donations |
| October to November | Holiday auctions; winners may redeem for Christmas gifts, so plan shop time |
| January to February | Spring galas and church auctions start asking |
| March to May | Peak spring gala season; school foundation events |
A note on taxes
Whether any part of a donation is deductible, and how, depends on your business and the rules that apply to you. Ask your tax professional before you count on a deduction, and keep a copy of the donor receipt the organization gives you.
Checklist
- Yearly donation budget set
- Display sample with a sample name
- Table sign with your shop name, website, and QR code
- Numbered redemption certificate with an expiration date
- Donor form filled out and program listing confirmed
- Donor receipt saved for your tax professional
- Follow-up with winner within a week
- Thank-you post tagging the organization
Mistakes to avoid
- Donating with no program listing or table sign, so nobody knows it came from you.
- A certificate with no limits on size, text, or expiration.
- Saying yes to every request until you are giving away more than you sell.
- Waiting for the winner to call. Reach out yourself.
- Donating a plain item that doesn't show what your machines can do.
Turning one order into repeat business
- When you deliver, hand the winner two business cards: one for them, one for a friend.
- Offer the organization its own items: volunteer awards, donor wall plaques, event signs.
- Ask to donate again next year, and ask the chair to connect you with other events they know.
- Add winners who agree to hear from you to your customer list, and send a holiday gift reminder.
Want Annie's to do this for you? We can design your redemption certificates and table signs, and track which auctions bring customers back to you.