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Download Forms, Benefit/Sponsorship Levels and Letter
Donation Requirements
Please be sure all donations include the following:
- COMPLETED Auction Donation Form (see below)
(Extra donation forms in CHS main office or on web site)
See “Auction Donation Form Instructions.”
Where Copies of Donation Form Belong:
Gold copy – Donor’s copy
Pink copy – Sport Club’s copy (Pink copy will be given to person
dropping off item at CHS after auction number is assigned.)
White and Yellow copies – Auction Committee’s copies
NO FORMS will be accepted without an item.
NO ITEMS will be accepted without a form.
- If gift certificate, acrylic display frame (8”x10” vertical) with colorful, detailed description of item -- creative presentation entices bidders (i.e., if donating vacation home/condo, print certificate with picture, contact person, date restrictions, and fees)
- If value of donation over $500, donor’s black and white 3” x 2” ad for recognition in program (business card size)
- If basket, a detailed list of contents securely attached to basket for bidders to read at silent auction
- Baskets must be wrapped with clear plastic or netting and any tickets and/or gift certificates must be placed inside the wrapping.
Donation Form Instructions
Please fill out all sections listed below:
- Donor Name - Name of Store Owner, Store Manager or Individual donor
- Business Name - Name of business, if applicable, that has made the donation
- Address, City, Zip - Record and verify accuracy
- Phone, Email (optional), Date - Record and verify accuracy
- Donor Listing - How donor should be listed in catalog. Usually will be the same as the donor or business name, but in the case of a family they may want to write "Smith Family" here.
- Item Information - Be as detailed as possible. This description will help us in our description for the auction catalog. If you are combining several items into a package, on each donation form list the name of package first then list the description of the item. For example, "Girls Prom Package - a beaded black evening bag." However, since all basket auction items must come with a detail of contents attached to the basket, you only need to fill out one Auction Donation Form per basket.
- Estimate Retail Value - This value impacts the starting bid of your item. Please ask the donor to use reasonable judgment when filling out this portion of the form. We realize that sometimes it is hard to put a value on one of a kind, handcrafted, or unique items, but estimate a value as close to market value as possible. Look to professional sources for difficult to value items. For example, Field of Dreams in North Point Mall can guide you with regards to signed sports memorabilia. If you are still stumped, call us and we can contact the auctioneer to help us determine an appropriate value for an item.
- Special Conditions/Restrictions - This is very important. List conditions such as expiration dates on certificates, limited times or days for dining certificates, blackout dates for vacation homes, airline tickets, or cruises. Don't forget fees that may not be included in items such as rounds of golf or vacation rentals.
- Person Responsible for Soliciting Item - This will help us in case there are any questions to be resolved for an item.
- Phone Number, Sport with which associated
Do Not Fill in Item Number at top or information under “Committee Use Only”
DELIVERY - NO FORMS will be accepted without an item.
NO ITEMS will be accepted without a form.
Where Copies of Donation Form Belong
Gold copy – Donor’s copy
Pink copy – Sport Club’s copy
White & Yellow copy – Auction Committee’s copies
Auction Item Ideas
Item Don’ts
- Gift Certificates (restaurants, movies, stores)
- Sports Items (professional autographed items, equipment, uniforms
- Services (dentist, orthodontist, beauty services, electricians, handyman, massages, personal trainers, personal chefs, photographer, home renovation, painters, interior decorating, landscaper)
- Tickets (airline, sporting or concert events, plays)
- Vacation Rentals (private vacation homes or condos, hotel stays, rental cars)
- Cruises
- Home Décor (art work, decorative items)
- Furniture
- Tools
- Electronic Equipment (stereos, DVD players, computers, TVs)
- Appliances (refrigerator, ovens, microwaves)
- Classes (cooking, photography, fishing)
- Jewelry
- Handmade items (quilts, jewelry, pottery)
- Catered Dinners at a home
- Lessons (musical, tennis, golf)
- Wine & Liquor
- Food
- Golf Courses (greens fees, cart fees, rounds of golf, golf with a celebrity)
- Car or Car Lease
- Limos or Transportation Services
Item Don’ts
- NO used items
- NO consigned items* – This type of item will damage the integrity of our auction because we publish the fact that the sports clubs will receive 90% of the proceeds from an auction item.
* If an item is consigned, the donor receives a portion of the proceeds - No gym memberships less than 1 year
- No medical exams (i.e., eye or chiropractic exams)
- No coupon-type donations (i.e., $500 worth of painting if total job is $5000)
- NO used items
- NO consigned items* – This type of item will damage the integrity of our auction because we publish the fact that the sports clubs will receive 90% of the proceeds from an auction item.
* If an item is consigned, the donor receives a portion of the proceeds - No gym memberships less than 1 year
- No medical exams (i.e., eye or chiropractic exams)
- No coupon-type donations (i.e., $500 worth of painting if total job is $5000)