This post on how to create a Procurement Timeline is the eighth in a series of posts based on the “Best Practices for School Auctions” whitepaper from the Greater Giving Fundraising Excellence Series. Each new post covers the unique challenges school auction planners face, and how to overcome those challenges. Read additional articles: School Auctions Series.
Why a Procurement Timeline Matters for School Auctions
A school auction is one of the biggest fundraising events of the year. It’s exciting, but it can also be overwhelming. While many nonprofits spend a full year planning their gala, schools only have nine months to pull it all together. That’s why creating a procurement timeline is essential.
With the right timeline, you can:
- Stay organized and reduce stress
- Spread out the workload for volunteers
- Maximize donations by leveraging summer months
- Ensure auction items are packaged and ready on time
Let’s break down how to build a successful procurement timeline step by step.
Step 1: Start Planning in Spring
Most school auctions happen in the spring, so once your event wraps up, resist the urge to take a break—this is the perfect time to start planning for next year.
Here’s how to kick things off:
Select your leadership team
- Choose next year’s auction chair and committee heads as soon as possible.
Make a wish list
- Review this year’s results. What items sold well? Which ones underperformed?
- Brainstorm fresh ideas that your community will get excited about.
Set clear goals
- Define your revenue target.
- Decide how many items you need and what categories they should fall into.
Build your procurement timeline
- Establish deadlines for when all items must be secured so they can be bundled and prepared for the auction.
Create a Procurement Packet
- Make it easy for your team to request donations. Provide templates like a donor request letter, email copy, and tips on which businesses approve donations at the local level vs. the corporate office.
- Store these resources online for easy access.
Step 2: Recruit and Organize Volunteers
Strong volunteer teams are the backbone of a successful school auction.
Divide into two teams:
- Procurement Team – Works through the summer to solicit donations.
- Preparation Team – Starts in the fall to catalog items, package them, and get everything ready for auction night.
Assign tasks strategically:
- By category (services, restaurants, entertainment, etc.)
- Or by geography (zip codes, neighborhoods, business districts)
This approach helps prevent overlap and keeps everyone focused.
Step 3: Use Summer to Your Advantage
Summer doesn’t have to stall progress—it can actually boost it.
- Keep communication flowing: Create an email group or private Facebook group where volunteers can share updates, ask questions, and celebrate wins.
- Make it fun: Run mini-contests for the team, such as “most creative auction item” or “first to secure 10 donations.”
- Offer encouragement: Remind volunteers that every donation helps create a successful event for the school.
Step 4: Re-Energize in the Fall
When school starts again, it’s time to rally your team.
- Host a fall kick-off meeting: Provide snacks, share success stories, and recognize volunteers who worked hard over the summer.
- Support and team up: Pair volunteers who need help with those who had great success.
- Activate the Preparation Team: Begin organizing the auction inventory, packaging items, and ensuring everything is ready for the big night.
Final Thoughts: Keep the Momentum Going
A well-planned school auction procurement timeline takes the stress out of fundraising and sets your event up for success. By starting early, using summer wisely, and keeping volunteers engaged, your school auction can run smoothly and raise more funds for your community.
What’s Your Experience?
How do you manage your auction timeline? Have you found a schedule that works best for you? Do you have any tips for keeping things moving through the summer months? What works best to keep things on track? Share your insights in the comments below.
