1 HOUR 4 MINS
This webinar will review the important starting blocks for a successful event. We will start with the basics of navigation, getting help, and terminology. Then we will move onto understanding the purpose of an administrator, designing an event website, and entering donations of various types, including items to be auctioned. Finally, we will review entering RSVPs by adding donor and bidder information, how to send solicitation letters and invitations, and some best practice tips.
Before you start resources, Critical setup steps for getting started, Setup details, & Tips for before the event
**You can find the handout for this webinar here:
Categories: Preparing for Events, Training Webinars
ReadySetAuction…GO! TranscriptPrint Transcript
Good afternoon, everyone, and welcome to our webinar. This is ReadySetAuction go for our events series. So this is going to be one of the webinars in our event series this week. This is the first for ReadySetAuction, the second Ready Set option at event webinar Read More
Good afternoon, everyone, and welcome to our webinar. This is ReadySetAuction go for our events series. So this is going to be one of the webinars in our event series this week. This is the first for ReadySetAuction, the second Ready Set option at event webinar will be this time tomorrow. And so this will give you the second part of ReadySetAuction. What we’re going to be doing today is going over some of the best practices with regard to Ready Set option, we’re going to show you how to set things up. And we’re going to give you that wonderful overview that you would need to either help you understand how to use it. Or if you’re thinking about using it, maybe you’ll say yes, that’s exactly what I want. Alright, so the whole point of this webinar is to have you understand what is necessary to set up the details for using Ready Set option or RSA at your event. Now, you’ll probably hear me go back and forth between RSA and ReadySet auction, because we use both of those interchangeably. Now since this is part one of the series, you want to make sure that you come for the second part tomorrow, so that you’ll know how to close out your event and what you need to do during the event itself. All right, so what I’m going to do is get going for you. And let’s get started with the housekeeping items. So on the left side of your screen is your viewer window. This is going to show you everything that I’m sharing with you today, we’re going to be looking at a PowerPoint presentation, then we’re going to jump into ReadySet auction and show you and do some demos in there as well. On the right side of the screen is your control panel. And this is what we use for you to engage with me during the course of the webinar. On the side, you’re going to see this little tab and it’s called the grab tab. And this is what’s going to allow you to move the control panel around the screen. If you click on either the top or bottom of the gray area that you see, you can use that to click and drag to move the control panel around if it happens to be sitting in front of that viewer window, you can do that. There’s also an arrow, that white arrow is a toggle, that will expand and collapse the control panel for you moving that completely out of your way. Now at the bottom of the grad tab is the raise hand button. So if you can hear the sound of my voice today, please click on your raise hand button.
Good looks like a lot of you are hearing me great.
Fantastic, great. It looks like you can all hear me. Thank you so much. Now, the next section is the audio mode. This tells you how you’ve gained access to the webinar. The majority of you are using the computer audio, there are a couple of people using their phone. If you’re using your computer audio, and you get any garbling or feedback during the course of the webinar, please feel free to click on that phone call button. This will give you the phone number and access code you’ll need to get back into the webinar. The next section is the handout section, I do have a handout for you today. I’ll also be sending you some links via the chat that will give you some access to some of the other cool tools that are available to you within ReadySet option. And then we have the questions box. And that is my favorite. This is where you’re able to share your information, your questions with us. Your questions help others so please feel free to send your questions over, I will inform you that we do have a larger class today. So it may be that I have to feel the questions. At the end, we’ll see how things go. I just want to make sure we’re covering all of the information. And before we even get started, we have a question that asks the person who’s wondering, Is ReadySetAuction owned, created by DonorPerfect or is it an integrated partner? So the answer is a little more complex than that. So Ready Set option we acquired DonorPerfect, acquired ReadySetAuction from its creator. And so we did not create it but we do update it regularly. And we basically own it now. So it is not something that we actually created from Jump Street. It is really something that someone else created and we are using it and tweaking it to fulfill the needs of our clients. So yeah, so we do update that and it is integral aided with DonorPerfect, and we’re going to talk about that tomorrow, you’ll be able to hear more about that with regard to how you can transfer the data from ReadySet option into donor. Perfect. So Sherry, thank you very much for that great question. All right, let’s take a look at what we’re going to be talking about today. And this is really going to allow you to understand where we’re going today. And we do this purposely because there are two big parts, it’s the Getting Started this part setting things up. And the next part would be at the event and after the event. So today, we’re going to go over getting started some of the tools that are available to you. As you’re getting started using your ReadySetAuction tool. We’re going to go over setup details for you some data entry, best practice, and before event details. Now, this is all the stuff we’re going to be covering today. Tomorrow, you’re going to be doing the Ready Set option Add Event webinar, this is going to help you understand what you’re going to be doing at the event, the night of your event, and after the event with regard to reporting and transferring your data. Now, I will say this, and you’ll see this on every slide that this webinar is based on the Ready Set option, complete plan. And I’ll show you where you can find that information, if you don’t know. So there are several levels of plans. Most of you that are getting with the bundle have the complete plan. But if you are a client that does not have that you might have something different. All right. So let’s talk about what happens before you start. There are many resources available to you as you prepare for your event. First, we have online help, this online help is going to allow you to access the the online knowledge base for Ready Set option. And there are tons of articles and things about how you’re going to be able to work with ReadySet auction, we have video tutorials within the the system itself. So when you go into Ready Set option, and we’ll take a look when we get to the home screen, we’ll take a look at where you can find the video tutorials within the system. There’s a countdown to oxygen checklist, which is probably one of my favorite things, it literally shows you and tells you what you should be doing from the time you purchase Redis at auction have been through your event. So it’s really, really cool. If you take a look in the chat, I’m sending you a link, that link will take you to the ReadySet often you might have to log in to get that. But there’s also a link in your handout. And then we also have the user guide. This user guide is also accessible through ReadySet option and the help the knowledge base and you’ll be able to download that user guide is very complete, it’s really really great information. And then throughout the program, you’re going to see this little question bubble, you’ll see the little question mark in a circle that is going to allow you to get more information specific to wherever you are. So never hesitate to click on those to get a little more information. Now, when we go into ReadySetAuction, you’re going to land on this screen, this is the dashboard. And it’s that Home tab. This dashboard is going to provide you with your event stats at a glance so you can see your progress with regard to your fundraising goals, your seat goals, your packaging goals, and all of that. So these things will be available to you. We’re going to take a look, go in there and a little bit to show you all these cool fun things. There are links to lists and reports. So you’ll be able to access some things from there. And then you have shortcuts to common tasks. If you click on these, they will take you to different areas of ReadySetAuction. So what we’re going to do is jump in and show you the Dashboard right now. All right, so here we are in ReadySet auction, I’ve logged in with my credentials. And again, you’re always going to land on this home tab. We’ll talk about the rest of these tabs in just a moment. And we’re going to go and I just want to navigate this screen because there are so many resources available to you here. So while you’re on the Home tab, if you go to this green section, you’ll see this show Getting Started help. If this is checked, it’s going to display this information that you’re seeing here. There’s a link right here to the ReadySet auction control center user guide. So you’ll be able to download that this will take you right into the health, again takes you to the knowledge base. And you can click and download the user guide right from there, it’ll download into a PDF document. If we come back, you’ll also see the Help Desk, which is also the knowledge base Help Desk knowledge base, same thing in ReadySet auction, and you can click the help from there. You’ll also see on so you have these primary tabs across the top, each tab will have secondary tabs. On the secondary tabs on the home screen, we’re going to see the tab that says Video Tutorials. This is where you’re going to be able to see short videos within the product itself, that give you more information about each of these topics. This is a great way to onboard your volunteers that are going to be helping you with the event and all of that. So you can go through these anytime you choose. If I go back home to that dashboard, again, you’ll see these shortcuts that are available to take you to different areas in donor in ReadySet auction, and the tell me how will take you right again to the knowledge base. Okay, so those are some of the cool things that are available really quickly. And I think we’re gonna go over this a little bit later. But you again, are going to be able to see some stats, your goals, your progress to each of your different goals, and so on. So we’ll come back here in a little bit. All right. So before you start, we want to talk about the different tabs that we saw across the screen and what you’re going to be able to do in each of those tabs. So the home tab consists of your at a glance summaries with regard to your progress for your fundraising goals, ticket sales, seat sales, packages, items that are packaged, and so on. You will also be able to preview the area for what betters will actually see and you’ll see some RSA news, there’s a tab that was right above the videos, news and things you’ll be able to go there to get some more information and news already set option. The Setup tab is where you’re going to have your auction staff create your financial goals, your sponsorship levels, tickets, meals and any other details for your auction. The items tab is where donations and packages are added to the system. You can also import them if you choose to. You can also update your package information. While you’re there. The catalog and printed materials are also created on the items tab.
In the patrons tab. This is where your donors bitters and guests are associated with the event are created, you’re going to be able to again, add them manually or import them, you can enter your RSVPs. So there is an option for people to respond and pretty much start the check in process before the night of the event, which would expedite the actual check in process. And there are communications here for donors and bidders as well. The Add Events tab, this is what you’re going to be working on the night of your event and you’re going to be able to track the do the check ins for your your biters, your patrons, you’re going to be able to record sales, check them out, produce receipts, invoices and all of that. The Reports tab is where your event data is going to be viewed, printed and exported. There are so many reports on so many different things. It’s just really wonderful. I think you’re going to find a report for just about anything you need. And then the Admin tab. So the Admin tab is where the administrator has access to the settings for the event. All right. Now that’s really the tabs that you’re going to encounter. In this webinar. We’re really going to be talking at high level overview on different tabs. So we’re not going into each thing in depth. All right, I just want to keep that in mind. All right. So before we go in and do some demos and stuff, I want to show you some of the things that we’re going to be talking about. So when you’re your Admin Details, this is probably the first place you’re going to go to make sure that you’re setting up your admins, you have to have at least one administrator. The good news is you can have multiple admins. per event, your admins are the kings and queens of the system, they have access to everything. They can modify everything, they can override bids, they can do all kinds of things. So you have to have at least one. But I always recommend having multiple, the tab, the tab under that is going to be your organization details. When we go take a look at this, you’re going to see this is where you’ll have the name of your organization, you’re going to also it’s going to include your tax ID, and your 501 C three designation. That information will be included on your invoices, receipts, and reports. So you want to make sure this is set up properly. Your merchant account, this is very important. If you’re going to be accepting electronic payments, which I would imagine all of you are going to do, you want to use DonorPerfect payment services. And the merchant account must be set up with the key that would allow that integration to happen. I’m going to hold your question for just a moment. Event settings, this is where you’re going to create your event access code. This access code is going to be used for your staff and volunteers. That’s what they’re going to be able to use to become and complete their account. And we’ll see you’ll see what I mean, in just a moment. You’re also going to select your event website preferences for your patrons and participants. So one of the things that comes with the complete plan is that you get a website and event website. This is where you’re going to be able to do multiple things, you’ll be able to obviously communicate information about the event itself, you’ll also be able to sell tickets, take donations and other things. And then your event staff, these are the folks that are going to be helping you at the event, they have to have an account, and you’re going to be sending out an email to show to be able to access that information. So let’s jump back into ReadySetAuction. And the first thing I want to show you is how do I know what edition of ReadySetAuction I have? Well, when you land, you’re going to see right, it’s at auction control center, and you’re going to see that gray banner, it says Complete addition, then you know you have complete and everything that I’m showing you today is available to you. Question, do I need a separate plan to be able to put to use RSA. Um, I’m not sure what you mean by Do I need a separate plan, purchase to be able to use RSA. I’m not really sure what you mean, if you could elaborate, I will see what I can do about helping you with that. Thank you. Alright, so that’s how you find that information out. I’m going to go over to the Admin tab. And this admin tab is again going to be only visible by anyone that is added as an admin. If they’re added with any other privileges, they would not see this. Let’s just kind of go through this, and I’m going to show you how to add a staff member, we’re going to go over some of these other things as well. But one of the things I want to do before we jump in, when I go to admin and organization settings, you’ll see here, here’s my organization, details, this information, the name of your organization, your tax ID number, and checking this box that you are a 501 C three, organization. This is the information that will be on your receipts, your invoices and reports. So you want to make sure you fill that out. I also want to go to the tab here, the merchant account. So the gateway provider because you’re going to be using DonorPerfect payment services. That’s what you’re going to be putting in here safe safe payments. If there’s something else like Vantage, if you’re in Canada, you would be using that. And then you’re going to reach out to support to get your gateway security key. The security key is what is going to enable the gateway and allow you to accept payments via credit card, any kind of electronic payments. Once that’s added, you would just save and test your connection. And you would be able to do that. Once again. There is training available for more in depth conversations. But this is again really an overview. I’m going to go to my event staff app so I’m going to go to event settings first and I just Want to show you something. So under event settings, we’re still in admin, you’re going to notice under event access security, there is a field here called Access Code. This access code is a code that you can create. And this is what’s going to be necessary for your staff members to complete their profile. So you’re going to send them an email inviting them to become a staff member. And when you do, they’re going to need that code which is not sent with the email, you’re going to have to give that information to them, so that they can complete the registration. You’ll also need that code for any shared bidding stations that you’re going to be setting up. All right, so that access code would be there, your admin authorization code, this is a code that you can create, that will allow people that are not admins to retract bids if they had to. All right. Let’s go to the event staff, I’m going to add a staff member. So I’m going to click on the green button. And we’re going to add our staff member. All right, and we’re going to pick someone here. Alright, so I’m putting my person’s name in, I’m going to put in their address. So I’m just going to put in something like oops.
gmail.com, fantastic. 123 x, y, z, that way, we’ll make sure we don’t have a duplicate in there, I can put in all of their information. Now, this is really cool. To understand your different staff access options that you have, of course, if I make a person an admin, that person would be an admin, and they would have full control of the system complete control of the system. Okay, you can make them an admin, a modify, if the person is set as Modify.
The Modify, they are able to go in they can view add or edit event information in ReadySetAuction. And they can access all screens except the admin screen, so they would see everything to the left of that. All right, but they can add, they can do all kinds of things that can modify information. The View option really just allows event staff members to view information, they can’t do any editing, but they can view details on each of the screens, they can download printed materials, and they can print invoices and receipts. Okay? Now, none. Why in the world would I want someone to have none, no access. What that means is, once we create a staff member, we can’t delete them. So if I had someone and let’s say next year, Sherry is not with us at this organization anymore, I can just go ahead and make her access none. And then she would not be able to log in, she wouldn’t have access to the system at all. So once we do that we can make their access what it is, and then click on invite staff member, and then they would be added. Once we’ve added them, we can continue to add more staff members, or go back to the list. If I go to Sherry’s name, I don’t know why I want to give her one our you’ll see that the access is modify, they were invited and they have not logged in. Once they register it would read registered and let you know when the last time they logged in. So if I get rid of all of this and search everyone, you will see when they registered and there’s the expiration I believe these expire in 48 hours. So you want to keep people you know informed that they need to be taken care of that. I do see your questions. I’m going to stop in just a moment to answer what I am able to answer now. Okay, so that is how we add a staff member. Let’s jump back into the presentation and now I’m going to answer some questions
when I go to RSA does not take to the page I see you are showing. Okay, so if you don’t have ready said auction yet, just if you log into register At auction, if you have your credentials, login, and then go to the Help, you would be able to download that. So you might not be able to access it without logging in first question, I need to be added as an admin, but the administrator for our event is unavailable. How can I get an invitation? If I were you, Alison, I would reach out to support Redis adoption support, I will provide you with that number. And then you would be able to reach out to them to see if they can help you out. Okay. Actually, you can call our regular support number, I’m gonna give it to 215. No, it’s not 215. It’s 800-220-8080. And that is dp support, but they also wouldn’t be able to help you and get you to someone that can help you with ReadySet. Auction. Okay. All right. She said, Senator me, but the 48 hours expired. Oh, okay. Yeah, you have to do it within 48 hours. All righty. Cool. Cool. Cool. All right. And my I will be answering that question. They’re going to answer that tomorrow, too. There are card swipers that integrate with ReadySet auction, but it’s not our regular card. swipers is a special one that is in that works with ReadySetAuction. So I will. I will actually I just want to make sure I give you that information. So I’ll give you that at the end of the webinar. All right. All right. So let’s talk about the setup details. Hold on one second. When I click on login, and enter DEP credentials, it keeps taking me to the pricing page for RSA, we should have RSA with our current plan. Yes, you you want to access it through Ready Set option, just go to Ready Set option, login that way. But I don’t think you’re going to be using your DonorPerfect credentials. So you might want to reach out to support and they can help you get in. Okay, there’s I can’t do a lot here for that. All right. All right, setup details. So what are we setting up in here? First, our goals, what goals, your goals are tracked on your dashboard, and it also appears in the showcase. So you do have financial goals. So if you want to say oh, we’re hoping to get $100,000 for this event, you can set your financial goals, you can also set your ticket, your seat goals. And as we see here, the seat goal won’t limit the number of tickets sold, right. So you might be having, you know, a sit down dinner. But before that you’re having a reception, some of those people might not be staying right. So it doesn’t matter how many tickets you sell, it will not affect the sequel. The showcase in case you’re wondering, is a really neat feature that allows you to run a slideshow, so to speak. During your event. One of the things the slides that you are able to display would be your progress to your financial goal. Okay? Defaults. So defaults, allow it save you time, by giving you prefilled information, you’re going to be able to set that up so that when you create your packages, that information is already there. The cool thing is you can override your defaults per package. And we’ll talk about that in just a bit. Sponsorship levels, I think, if anything is more of a challenge or a different mindset in Redis at auction than regular fundraising would be sponsorship levels in ReadySetAuction. Sponsorship levels are the levels at which donors can donate or it’s a set of a group of tickets. So typically, we know okay, I’m going to do a table, I’m going to sponsor a table, I’m going to sponsor the, you know, the, the, the open bar, whatever it might be, right. So you can do that. But it also in ready said option represents a group of tickets. So if you said, Okay, this group of ticket this is going to be our family tickets or couples tickets or things like that. Those are actually entered as sponsorships. Okay, so this is going to be really, really interesting, and I hope that everyone will get this. Now I have a question. And you can put the answer in the question. No, actually.
I’m going to put up a poll question. See if y’all Listening
true or false? You can have an RSA event without an admin true or false. So go ahead and
all right, it looks like most of you voted. And you all got that right. Fantastic. Yes, it is false. You must have at least one admin, at least one. Okay. All right. All right. So those are that speaking to the sponsorship levels.
Now, we’re going to do a demo after this. I like to let people know so you don’t think I’m going to be talking for 20 minutes straight? All right, so more on our setup details. admission tickets. So admission tickets is one two person ticket. An admission ticket admits one person. Okay. That’s why we spoke to the sponsorship level. One ticket admits one person, if I have a ticket group for a couple, it has to be a sponsorship. Okay, anything more than one has to be a sponsorship. So my admission tickets are single admin tickets, groups would be a sponsorship. Okay. meal choices, you have the ability to set up meal choices for your event, that’s also going to be part of the bitter register registration. So when the bidder registers, they would be able to choose their meal at that time. Tables, you’re able to set up tables, these are where your bidders will be assigned to sit for the event. You are have the ability to set up all of your tables, and then rename them as necessary. Right, so table one through 20. And then, oh, okay, this is going to be Bank of America’s table. And this is going to be the button table, and so on, and so on. And then the venue, this is where you’re going to enter the information about the venue, all of the information that you enter, is what’s going to show up on your event website. All right, so all of that information that you include will be on the event websites, and when people go to your website, they’ll know exactly where to go, and what to do. All right. Now, I’m gonna go back into ReadySetAuction. There we are. And now we’re going to go to the Setup tab. So the Setup tab, as you can see, is where we are able to do quite a few things, your goals, this is where you’re going to set your financial goal and your seat goal. The defaults again, when you’re entering, let’s talk about packages. And we’ll be going into that in more detail in a moment. So packages, people are going to be donating items to your event, right? Oh, you’re gonna have gift cards and artwork and all kinds of cool fun things, right. So when people give those donations, we have to package them. Those packages are what’s going to display on your event website in your catalog, your auction catalog. The defaults here allow us to define what information or how your packages are going to be set up. How are they going to be Bible biddable or raffle are they going to be bidding for a pre bidding or traditional, you can even set some auto calculated bidding parameters. When you enter a package value with the value of that packages, you can say okay, I want the bidding to start at 70% of the package value. The minimum res in this case is going to be 10% of the package value. And the when it now somebody really wants it, they’re gonna pay way more than the value in this case, it’ll be twice as much as the value of the package. You can also choose your ecatalog windows. The E catalog is the online catalog, where people will see your packages that they can bid on. These are the open and closed dates and times. So in this period of time is when people can go in and make their bids. Once this time, this close time has met the whoever the highest bidder is wins, right? You can set up these defaults for your packages, but what will happen is You can change it per package. All right? You cannot choose more than one bidding style per package. All right. So it can’t be more than one you don’t have that option. If you do have things that you want, you can just make separate packages for them Wanda? Great question. Are Alright, let’s talk about sponsorship levels. And I think what if you get this, you’re gonna get everything else. Okay. So sponsorships are both traditional sponsorships, right. I’m gonna, I want to be the sponsor, King of the Jungle sponsor and champions sponsor and all that, right. And they are going to include a number of seats as well as other perks in most cases. But if you’re also selling tickets in a group, like a couple’s tickets for to, or tickets for family for for, they are also listed as sponsorships. Okay. So in this case, you will see all of our different levels. To add a sponsorship level, I’m going to give it a name, extra special sponsor, because I’m so creative. Now, how many seats are included? Slash tickets? That’s going to be let’s say four. Okay. And this would include includes four seats, special advertising, what do they call it? The bags when you when they you know, they give any I can’t think of the gift bag. I can’t think of the name swag. swag bag. That’s it. Hey, Jenny, Jenner did it in it. Okay, swag back. Fantastic. And more. Okay, so that includes all those things, we’re going to put in a fixed price, in this case, the price is going to be $750. And the fair value will say in this case is $250. Let’s just say we can indicate that it’s an unlimited number of these available, or you can say it’s limited to a certain amount. Now what you’re seeing here, you see that if you’re not an admin, you couldn’t change that. Since I’m an admin, I can change that. Right. So let’s say we have 10 of those. Here’s something really cool, the sale method. Disabled means that’s it, that’s disabled, nobody would ever be able to see that manual entry means those folks would have to contact your auction staff to purchase them. This is not something that’s out there for everyone. Right? You might want to do that with complimentary tickets, right? We don’t want everyone to grab them. So manual entry only. Online only means they can only purchase this sponsorship online, through your website. Or you can do both. It can be manual, hey, I’ll call them up, or they can purchase it online as well. Okay, we add the sponsorship level and we are ready to rock and roll. So now if I go back to my sponsorship less list, there is my extra special sponsor, there are 10 available 10 left, they can purchase them online or call us up personally. The value is 250. The price is 750. And it includes four seats. Now you can move these up and down. If you have special ones that you want to be sure that you want to showcase or have close to the top. If I go to the admission tickets, this is again where you’re going to be able to indicate the number of tickets that are available, but it’s one ticket admits one person. If I just go into look at one, I’m just gonna go to ticket now. You’ll see slightly discounted they buy the ticket now. You’ll see the price and all of that, how many seats are included just one, all of these have just one. Okay. And you’ll see they’re limited to a number and they can do this manually or online. You’ll also notice when I go back to the list, my complimentary tickets, they’re only manually done so they can’t go online and get complimentary. They have to contact you to get a complimentary ticket. All right, probably for your volunteers, special special people. Okay, so that is how you would enter a sponsorship and the difference between an admission ticket and a sponsorship level. All right. Let’s keep it moving. Now please feel free again to contact I mean to send your questions over if you have them. All right, your event website setup so one of the very the cool things about the complete package for Ready Set option is the fact that it comes with an event website. And this is a public facing website that your folks will be able to go. And they can do a number of things depending on what you choose for them to be able to do. So this is where you’re going to indicate all the information about the event itself. But they can also purchase tickets and sponsorships. If you set that up. That way, they can donate money to your event items to help you with your event, they can view the auction catalog, this is where they’ll be able to see the items that you’re putting out there. And they can also bid online, this, again, is only with the complete plan. Now I want to go in
and show you how you’re going to set up that event website, it is really important to understand this, and to understand what you’re going to be able to show and what your patrons are going to be able to take advantage of. So back we go, I’m going to go back to the Admin tab. And we’re going to go to event settings. So we were here before, under the event details we gave were entered the name of the event, start time and date. But I’m going to scroll down to this section where it says event website, when you initially come in, this is going to be blank, you’re going to be able to this part here all of this up to that last slash, see that up to that slash. This is going to be what the website is. But this after the slash is what’s going to be the name of your event. So maybe it’s the spring fling 2023 or Summer in the City 2023 or whatever that might be, you’re going to be able to add that information in. I will warn you, you be careful what you put in there, because once you save it, you cannot change it, it can’t be changed. All right. Now once you get in here, you’re going to notice I have all these checkboxes checked. Let me explain to you what this does. So first and foremost, you’re going to check check the box that says enable event website. This is what’s going to allow you to enable or disable the website. Now at this point, we haven’t really done anything, it’s not anywhere, we haven’t told anyone about it. So it’s it’s open and ready to go. Just no one is able to get there at this point because they don’t know. Now once you do that, you’re going to be able to choose several options, and enable the event info page. Remember I told you about those question bubbles, please be sure to use them, they’re just going to give you more information. So this is going to show you details like when and where your event is, when it’s happening. Whether there are tickets and sponsorships are things available for people to do on your website. So that’s going to tell them all about the event. If you enable the event catalog, this is what’s going to allow your your patrons to make their bids and see your catalog of things and you can open the catalog, you know we two weeks before your event so they can start, you know salivating over all the cool fun things that you have. So you want to be sure to enable that. This option allows you to automatically hide one and sold out packages, you can choose that option most folks don’t. They want people to see. So maybe that they’re inspired to keep trying for something else. But you want to enable a bidding, ie bidding again is only available through the complete package. And E bidding allows your patrons to create a Ready Set option account, which you’ll be sending to them. And it will allow them to do their bidding through their their smart device on their account. You want to automatically activate bidders just make sure you click that. I believe it’s clicked by default, but make sure you do that require a stored credit card for a bidding, I cannot tell you how important that is. If someone’s going to be doing a bidding, make sure you require that stored credit card because if they leave early or whatever the case may be, you’ll have that credit card on file, and you’ll be able to go ahead and close that out. You can enable output and notifications via text message. So if they provide their their cell phone number, they would be able to get outbid notifications so they can go in and make another bid. Now these options are available to you and you can choose them if you want. Enable online ticket sales if you choose this. This will allow you to sell your tickets online. This is what’s highly recommended. We recommend that you sell your tickets through your event website. For Ready Set option, enable online sponsorship sales. Again, you can allow people to do their sponsorships over on your website, enable online cash donation. So if people are helping you out financially, they want to make a cash donation. If you select this option, they would be able to do it through your website. And enable online procurement means that they would be able to donate items through your website, please do these are things that are going to make your life easier. The other cool thing at the bottom is you can make the access to your website public, private or by request, I’m telling you in my time here, I’ve never seen anyone do private or by request, it is possible, you might have a very intimate, very, you know discreet affair, you might want to do that. So that’s up to you. But most people leave it as public. Once you’ve done that, you’re going to update your event settings, and everything is ready to rock and roll. Okay, so choosing these options will determine which buttons we see when we go to the event website.
Right. So as I mentioned, you’ll see the buttons here. And this tells me what we’re going to see on my website. If I didn’t choose these things, I wouldn’t see buy tickets or sponsorships donate money or option items, I just wouldn’t see it. Okay. All right. Now building your event website, that’s really, really cool. So in Ready Set option, you’re going to be able to again, we already determine what’s going to be available for our patrons to do on the website. But we also want to set it up so that it’s really pretty and fabulous, you’re going to be able to set those options under admin, event settings and event website. That’s where we’re going to do that. But I’m going to show you what it looks like. So let’s jump in and click the wrong thing on.
All right. So if I go into Setup, going into setup, and event website, this is where I would be able to set all of that up. So I can put my information here. This is where the setup would occur. And because I checked all those options, you’ll see this is where all of my information lives. Now from here, I can actually go in to the homepage, and scroll down and click on View website. When I click on View website, it’s going to ask you to log in. But because I’ve chosen to allow people to buy tickets, sponsorships, donate money, donate auction items, that’s all going to be available, because that’s what I’ve chosen to display on my website, my auction catalog. And if I want to view it, this is what it would look like, Oh, I see all the cool fun things. And I can go in and make my bids. I can mark things as favorites. I can do all kinds of neat things with my website. If I want to buy tickets, I can buy the level of ticket that I want. My sponsorships. Okay, so there’s my extra special sponsor that we just created. And there it is. So all of these tools allow you to update and show what shows one, your website. All right, the items tab. So the items tab is where we’re going to be capturing donations, which are gifts that are received, you’re going to create your packages, this is going to be those donations packaged in a way that are going to be auctioned off, you’re going to be able to create categories or groupings for your donations, and packages. And you’ll also be able to access your printed materials from here. Let’s jump back in. And I’m going to show you what to click on items. And here’s where you’re going to be able to add your donations. If I click on Add donation, it’s going to ask me do I want to donate an item or service, cash or sponsorship so I can record any of those things. We’re going to do an item for our event. I’m going to add a donor. Let me see. I’m going to add somebody that’s already here. Let’s do Eliza And then here’s the donation name, we’re going to call this VIP suite for Philadelphia Eagles game. All right. So that’s the name. And I can put in my comments. Enjoy vi sweet, too, for you and 10 of your best friends with food, drink, and special parking discount. Okay, fantastic. Now I put in my comments, whatever we enter here is ultimately going to go over to the package, and then show up in our catalog. So I’m going to take you full circle. So this is an auction item or service. And again, the question bubbles are very helpful. So this is something that you’re going to auction off at your event. And in kind gift is something that you’re going to use to help execute the event. So a truck for transporting your items from storage to your venue, that would be an incline item. So the fair market value will say is $1,500, I have one. And then here are my categories. So these categories, I’m going to put it in featured, but I can create those categories. And these are again going to be the categories of the items that I have. If you have a gift certificate that you can tell the donor will provide it or you can actually generate one through donor per through ReadySet auction. Right, I’m going to add my donation. And when I do, there’s a shortcut that says package this donation. So this is going to take us to the Packages tab. I’m going to click on package this donation. And you see it pulls over the information that we asked for VIP suite. But But up but up but up but you can even add pictures now this is important. The catalog pictures what’s going to show up on your E catalog. So if I go in here, eagles sweet images. Whoo. Polite there. So I’m going to drag that over and drop it in there. It’s not going to work, is it? Nope. But it will if I go here, I think it will. I think images may go there. There we go. I’m just gonna grab that. That’s for the catalog. Remember the showcase that slideshow, one of the slides could be the pictures of your packages. So I’m just going to drag that one over and pop that in. Okay. Now really quickly, here’s the value, right? We entered that on the donation. But down here are my bidding parameters, remember, so I have an auto calculating at 70%. The value, the minimum raise is 10% of the value. And the win at now is 200% of the value. So that’s the default performing for you. If you said you know what I’m gonna make my own, you can absolutely take that off and make this your own and do whatever you need. Okay, we’re going to add our package. And now our package is ready to rock and roll. Now, the auction catalog. So the auction catalog is going to display the information that we entered into Ready Set option, the category that we put it in, right we put ours in, featured, right. The package name, we gave it a name, that’s what’s going to display in your catalog, the package description, that’s what we said what was the description of our package, and the fair market value is what we entered there. Okay. So if I go to my catalog, there it is. And I go to my website, view website, auction catalog view catalog. And I want to find Oh oh, I want to go to feature. That’s right feet. Oh, everything’s in featured. Right. Exactly. It’s probably in here somewhere. Of course I’m not going to find it real fast, but we got to finish up so I don’t want to take too long, but it would show up in here and you would see your cool event, the thing that we added in there, it’s really kind of cool. So anything that we put in there, it’s going to show up there for you. Okay. All right. The patrons tab so your patrons are the folks that are going to be helping you with your auction. Donors are those that donate items or services provide in kind gifts, monetary donations or sponsorships. bidders are the folks that are going to be participating in the auction, the bidders can purchase an admission ticket online if you set it that way. And bidders can also be manually entered in by event staff. bidders and donors can also be imported on mass. Okay. If I go back into ReadySet, auction, and go to patrons to add a bidder or donor, and want to click on everyone, and we’re going to add a person or business, a person can be a donor and or a bitter. A business can only be a donor. So if I add a new person Sarah, smile. I’m really corny. I know, this person’s a bitter only, let’s just say we will put in their information, a B, C, E, F at
e mail.com. We could put in their mobile number so they could get those out bid notifications. Right, we would fill in their information, and then we would add the person. From here, I can continue to add another person, add another business or go back to my patron list. Once I go back to my patron list, and I type in smile, will see that this person is not a donor, but they are a bitter if they’re a bitter, and I go to my bitters, I can see information about my bitters. So I just added Sarah smile, you’ll see that she has not yet been invited. And she does not have an account yet. To add someone or send them that invitation, we would select them or multiple and then select invite selected. And then you would confirm that they would get the email and be prompted to set up their account. So communications before the event. For your patrons, you have solicitations these are the this comes with the system. So they’re already done. It’s all via email and the email bodies can be modified. solicitations would be used to ask people for donations, invitations would be used to invite people to attend the actual auction. The printed materials, letters, labels and merge templates are all available to you. Let me show you where that information is. All right. So if I go I’m back on patrons. If I go to communications, this is where your solicitations invitations donor thanks. And bitter thanks would be. This is all done through ReadySet auction. This is not going to affect DonorPerfect at this point. I know we’re past time, we’re almost done. All right. So you’d be able to use these, you can change the body of the email, and your admins, you would see all the folks that are listed as staff members. So you would be able to select who this would be coming from your printed materials. You have donor materials. So if you have procurement forms, you have mailing labels, for your bitter materials, you have a bitter eat bitter sheet, sorry, a bitter tip sheets. This is a really neat way for you to share this information so that people know how to use very sad option during your event and other templates available to you.
So know who’s coming, this is a really cool thing. We recommend to record as many people as possible before the event. So as you’re communicating to your patrons say hey, Please RSVP by so and so so we can get you and expedite your check in process. This is going to make it easier for your check in and much faster check ins tend to be if you’ve had these events before, you know check in tends to be very busy. So if you can get them RSVP before it’s going to be much easier to check them in because they will have said Oh yes, I need to buy tickets. You’ll do all of that beforehand. Participants can purchase tickets at Event website. So if you choose that option on your website, again, this is going to expedite the check in process for you, because they won’t have to do it, once they they’re standing in line with you. And you’ll also have a more accurate count for your event attendance. So important, as well, especially if you’re putting up programs and all that good stuff. Alright, so I know you all have questions, I’m going to start with the ones that I’ve put on hold for a moment. Let’s see the card swipe, I’m going to have to get that information Hold on one second. I can get it for you. If you have other questions, please don’t hesitate to pop it in there. I’m going to answer them as they have come in. So just bear with me for one second.
Hold on, I’m listening. If you have any questions. I’m gonna put this link in the chat. This is for the swipe device for Ready Set option. So that’s in there now. Thank you so much for asking that. Wait, wait, question, that great question. I sound like I’m a fun. All right. Till I see any more questions. Great question. If someone purchases a ticket, will they automatically be added to this tab? So the answer is not necessarily. If they buy it through the website? Yes, they will be added, right? Because if they’re going to go through the website, you’ll have that information and Ready Set option. But you have to manually enter it, then no, you would have to manually literally manually enter the information in there. Okay, and I believe you’re talking about the patrons tab. And here under bidders. So yeah, if they do it through the website, they buy a ticket and indicate yes, they would show up here and you would know that they were attending. Also if you are as VP them they would also show up as attending. Okay, great question. Any other questions? If using RSA do you need to use events management and DonorPerfect? No, you do not. You do not if you are using ReadySet auction, you do not need to use events management and DonorPerfect. They are separate and distinct. This actually kind of takes the place of that. So what will happen is that the end and you’ll hear this tomorrow, if you come to the Ready Set option Add Event webinar tomorrow, there is an option for you to transfer your data from ReadySetAuction into DonorPerfect. So that’s what you’re going to be able to do. And you can circumvent using events management and DonorPerfect. Great question, Brent. Thank you. Any other great questions? These are great questions. Well, I do want to be respectful of your time. And I know that a lot of you have other things you have to zip off to. But I appreciate your wonderful, insightful questions. And I hope that you all have very successful events coming up. Thank you so much for attending this webinar. It’s been an absolute delight working with you. I wish you all the very best on your events. Make that money, honey. That’s what we’re hoping for. I hope to see you again soon in another webinar and training and take care. Thank you for all that you do to make this world a better place you all this is why we get up in the morning and you make it possible. So thank you very much. Take care everyone. Have a great rest of the week. Bye bye. Thank you. Thank you allRead Less