Self Enhancement Inc. (SEI)

Auctionpay Case Study

Organization Profile

Self Enhancement Inc. (SEI) is a 23-year-old, nationally recognized nonprofit that helps underserved youth realize their full potential. Based in Portland, Ore., SEI serves more than 2,000 youth and their families annually in comprehensive in-school, after-school and summer academic programs providing opportunities for personal and academic success.

Highlights

• Simplified payment processing.
• Saved $3,000 in payment processing fees.
• Easy to use for both guests and volunteers.
• Reduced auction check-in time by 60 percent.
• Reduced auction check-out time by 70 percent.
• Captured majority of payments at the event; cut post-event reconciliation by half.

Challenge

SEI’s largest fundraiser is its annual fall Art + Soul Gala, which attracts more than 500 attendees to the popular, sold-out event held at SEI’s facility. Due to limited parking, event attendees are shuttled to SEI from a nearby hospital parking lot, with as many as 50 patrons arriving for check-in at one time. SEI staff were looking for a way to reduce auction check-in time so guests wouldn’t have to wait in line.

SEI board members, who had experienced Auctionpay at other community auctions, recommended Auctionpay to help speed auction check-in, improve the guest experience and maximize revenue. SEI also knew it needed a solution that was easy to understand and use for its team of volunteers manning the check-in table, who were not used to taking credit cards or comfortable with complicated technology.

Solution

SEI first selected Auctionpay to improve on-site check-in and payment processing at its 2003 gala. Impressed with the technology’s benefits, SEI again tapped Auctionpay in 2004 to assist with on-site registration and payment processing for its silent and oral auctions, as well as sales of smaller items like raffle tickets and table centerpieces.

“What first peaked my interest was Auctionpay’s lower processing rate. But after seeing Auctionpay in action, I was sold on the whole convenience factor, and how much it improves the payment process,” said Marcella McGee, SEI’s finance director. “It’s just fantastic compared to when we had to take people’s credit cards manually. In the past, someone from our finance department had to be on the phone getting authorization for every single credit card payment generated from our auction, which takes a significant amount of time when you have 500 attendees. For us, to have an automated process is a big advantage, not only in helping speed reconciliation but in creating a better experience for guests.”

Tips from SEI

• Publicize use of Auctionpay in pre-event materials and on-site signage, to let guests know efforts are being made to make things quick and easy.
• Make it simple for people to give by utilizing Auctionpay for both large auction items and smaller offerings like raffle tickets.
• Tap into Auctionpay’s knowledgeable staff for ideas on how to orchestrate check-in and check-out processes.

Results

SEI’s 2004 event raised a record $2 million, making it one of the most successful single-night fundraising events ever held in Portland.

Auctionpay helped speed guest check-in by 60 percent, resulting in faster arrival of attendees to the silent auction. Since successful bidders had swiped their credit cards at event check-in, end-of-evening cashier lines were avoided, reducing check-out time by 70 percent.

Auctionpay also significantly reduced the amount of time SEI spent collecting receivables post-event. “In the past, the first thing we had to do after the auction was invoice the people who left without paying, which kept us from starting on reconciliation,” said Kelly Mohr, development associate at SEI and a 10-year auction veteran. “Now we’re able to capture a majority of our revenue at the event, a huge time savings.”

SEI was able to save $3,000 in payment processing costs at its 2004 event. Also valuable were Auctionpay’s staff, who according to Mohr, “really understand auctions.” They provided pre-event training for volunteers.

SEI is considering utilizing Auctionpay’s online registration service, Webpay, for its next fundraising event, a golf tournament. SEI may also use Webpay to add a fundraising component to its Web site, to enhance outreach to supporters year-round.

Visit SEI online at www.selfenhancement.org.

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