Has your chapter been successful at gathering donations for the IWS Wine Auction? Here are a few tips which may help you donate a stronger lot for next year:
-Every chapter needs a "Championeer". If you are the chapter rep - then this should be you! You will need to be the one to gather your team, set your objectives, and devise the plan to make it happen. Be sure to check the shipping guidelines on the IWS website before you begin your collection efforts.
-Gathering your team. Trying to gather all of the donations yourself can be a pretty lofty and tiring task. Getting at least 3 to 4 team members or fellow IWS members to assist you is critical. Depending on the size of your chapter, you may need more. Set up a conference call to set your objectives and discuss ideas on how your chapter can reach its goal. These team members should also be instrumental in helping you gather donations by picking up from Clubs in their area, or by writing donation request letters to wineries & distributors. You will also need to decide who has the storage capacity to store the donations until they are ready to be shipped.
-Setting your goal. Depending on the size of your chapter, a wholesale dollar amount should be established for what you should be able to bring in. Although competing for the Buckey award is fun and competitive, making a solid contribution to the Club Foundation based on the size of your chapter you be the goal.
-Gathering donations. The following are examples of ways that may be used to gather donations from your chapter.
Sending letters to the wineries on your Wine List. Expressing that in addition to donating to a good cause and supporting you as an account, their donation will be bid on by hundreds of Club Managers from across the country. In my experience, you can expect between a 25 - 40% return rate.
Encouraging chapter members to bring donations to chapter events. E-mail blasts, phone calls or placing a request on the chapter meeting invitation will encourage your chapter members to bring their donation with them to the next chapter education or event.
Establish a pick up system. Using your team, all Clubs in your chapter who have not donated should be phoned and told that a rep will be in their area on a particular day to pick up their donation. Dividing up the clubs in the chapter and assigning them to a member of the team can make your collection effort more organized.
-Recognize the efforts of your chapter members. Sending out an e-mail or letter to those who donated expressing your appreciation for their support goes a long way towards future participation. If appropriate, mention how much your chapter donated to the Club Foundation, and if you were able to win an educational grant or award, ask your chapter's board if that money can be used for a fun wine-related event for your chapter!
Eric is currently the Clubhouse Manager at The Los Angeles Country Club. Of course, passionate about wine, Eric is holds a Board of Directors position with the CMAA International Wine Society. This is Eric's first ever BLOG Post, more to come!
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