While a smooth check-in process is an important initial impression, ensuring an efficient checkout process is critical for leaving a great final impression on your guests while wrapping up your fundraising event. This guide will help you plan and organize checkout activities, ensuring everything from payments to item handover runs smoothly.
Close Items
Before you begin the checkout process, make sure that all auction items are marked as "Closed" in Event.Gives. This finalizes the winning bids and ensures that the system is ready to process payments, placing items in winners' carts. Items that are not "Closed" will not appear in any user's cart.
Send Payment Links
Event.Gives makes it easy to send payment links directly to winning bidders. Once items are closed, you can send payment requests via text through the platform. The payment link will automatically log users into their account and take them to the checkout screen in their carts. Managers will see the item as "Paid" once a user has completed payment.
Send Pickup Message
On the 'Settings' tab of your event, edit the "Pickup Message" to include important information for winners on where and win to pick up their items. Click "Send Now" after you've tailored your message and closed your auction.
Use the 'Supporters' Tab to Search by Name or Paddle Number
During checkout, use the 'Supporters' tab to search for supporters by name or paddle number. This allows you to quickly verify who has won which items, confirm their payment status, and proceed with item distribution.
Write Item Code on Two Sticky Notes – One for Winner, One for Runner
To locate an item code, you will need to open their cart. On the 'Supporters' tab, search by name or paddle number, and then click into the name. From here, click the cart icon to the right of the user's name in the pop up window. Below each item, you will see the item code. You will also see donations in the user's cart as well.
To make item distribution easier, write the item code for each winning item on two sticky notes:
- One sticky note for the winner (to claim their item).
- One sticky note for the runner (to locate and deliver the item).
This practice reduces confusion, keeps things organized, and ensures that each runner has clear information when retrieving items from the holding area.
Train Runners to Locate Items and Match Up Item Codes
It’s important that your runners are well-prepared. Make sure they:
- Know where items are stored.
- Know how to locate items quickly by item code.
- Are aware that they need to hand items directly to the winner by matching the item code on the sticky note to the supporter’s information.
This ensures accuracy and prevents the wrong items from being given to the wrong supporters.
Organize Items by Item Code
To minimize the time spent searching for auction items, organize all items by their item codes. This makes it easier for runners to quickly find items based on the codes listed on their sticky notes, speeding up the checkout process and reducing congestion.
Create a Folder for Envelopes Labeled by Item Code
For items like gift cards or certificates, create a folder labeled with the item codes. This allows your runners to easily find and distribute these smaller items without having to search through piles of paper. Make sure each envelope is clearly marked with the corresponding item code.
Direct Winners to Step to the Side After Payment
Instruct your checkout staff to tell winners to step to the side after completing their payment. This keeps the checkout area clear for other supporters and allows runners to efficiently deliver items without crowding.
Conclusion
By following these steps and utilizing Event.Gives' checkout features, you can ensure a smooth and organized process for closing out your fundraising event. Properly training your staff, staying organized with item codes, and utilizing the platform’s payment features will make checkout quick and painless for both your team and your supporters.
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