Pennsylvania Relief Sale and Quilt Auction
THE CLIENT:
PA Relief Sale
DATE OF THE EVENT:
October 24, 2020
April 10, 2021
INDUSTRY:
Non-profit
CLIENT NEEDS:
- During the COVID pandemic, host two virtual relief sales to raise money to support Mennonite Central Committee’s, (MCC’s) global efforts in peacebuilding, food security, clean water initiatives, children’s education, disaster response, refugee support, and more
- Sell 100 quilts in 2020 and 65 in 2021 during the 65th Annual Pennsylvania Relief Sale
- Hold both a live and silent auction component along with featured speakers and programs
- Reach a large virtual audience of up to 1000
- Succeed in hitting fundraising targets
OBJECTIVES:
- To transform a traditionally in-person event to a virtual event so that the key event goal remains – that of seeking to create a festive, family-friendly event that CELEBRATES COMMUNITY and CREATES HOPE.
- To create a memorable experience that will encourage attendees to purchase quilts and donate to MCC.
- To keep clients and staff who are participating in the virtual event safe during a pandemic through strict COVID protocols including masks and social distancing.
Virtual Fundraising Quilt Auction
During the 2020 virtual quilt auction, 100 quilts were auctioned off. Then in April 2021 in honor of the 65th anniversary of the Pennsylvania Relief Sale, 65 quilts, as well as other commemorative items, were auctioned. Attendees were invited to join in to watch the event, but all bidding activities took place on the Live Auction page. In the Shumaker studio, an on-screen set was designed for the auction. Two tables were dressed with linen and decorated with seasonal decor that provided a place for presenter notes. In addition to the live quilt auction, 100+ additional quilts as well as art, pottery, collectibles, and more were available in online silent auctions. Off-camera a Shumaker team set up and managed the technical elements of the auction.
In 2020 – despite the challenges faced – the Pennsylvania Relief Sale raised $300,000 to support the Mennonite Central Committee mission.
Client Content Consulting and Management
Two weeks prior to the event, the team at Shumaker met virtually with the Pennsylvania Relief Sale staff to review all client-provided content and to provide content consultation. This included reviewing the script, ensuring that all formatting was correct and consistent, and confirming that the prepared digital content could be successfully delivered. The Shumaker team reviewed aesthetics and offered advice and support on changes so that the content was engaging with a wow factor. Technical aspects were also evaluated to ensure that the content was of high quality and readable.
Technical Content Review and Full Dress Rehearsal
Rehearsals have always been critical for running successful events and with virtual events, even more so. That’s why our team scheduled a technical review several days before the event. This allowed us to assess the finalized script and content. Running through the full event is a great opportunity to make sure everyone is clear on what is going to happen. Pulling in all of those involved allowed everyone to double-check the finalized schedule.
After the technical review, a full dress rehearsal involving all talent and key organizational stakeholders was held. Our goal for the rehearsal was to make sure that everything was as close as possible to an on-air live experience. We know that the more polished the delivery, the better the event will be perceived.
From a talent perspective, this ensures they feel comfortable in front of the camera and allows them time to practice vocalizing correctly. From the stakeholder’s perspective, it allows them to ensure the event flow they envisioned on paper translates to real life. From the Shumaker team vantage point, we can adjust technical aspects, fine-tune camera angles and adjust blocking of talent. These rehearsals allow us to guide participants and make quick adjustments for success.
Live Stream Elements
To implement the live stream for this virtual event, Shumaker used two cameras, a teleprompter, wireless microphones, many laptops, and several display screens. A large screen allowed in-person presenters to see themselves as attendees would see them. A secondary display featured vital auction information to ensure presenters were seeing bids in real-time. Auctioneers viewed this secondary monitor so they could broadcast bids that were being placed online. Client-provided videos sharing the mission of the organization were interspersed with auction items. In a separate area, a green room with physically distanced workspaces was provided so that other staff from the relief sale /MCC organization could follow along and support the team on camera.
Out of sight of the studio, Shumaker had a team of staff including two technicians operating the video cameras, a technician who made sure the next slide was cued and ready, an audio technician to check that audio from each presenter was crystal clear, and a teleprompter operator to make certain the content was correct for each presenter. A stage manager ensured that speakers received the right cues before and during their presentations and called all technical cues during the performance.
After the event, Shumaker provided analytics to the client and a recording of the live stream.
They did a fantastic job helping us pull off a great live virtual auction with the Pennsylvania Relief Sale to benefit Mennonite Central Committee. Fantastic people, professional and well organized.
Steve Walter
It was a pleasure and a real peace of mind to have Shumaker as our collaborative partner for our benefit virtual auction. They provided invaluable, professional, and thoughtful services resulting in an auction exceeding our expectations.
John Beitler
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