Think of an event where the suspense of a raffle meets the excitement of an auction — that's the magic of a tricky tray, Chinese auction, or penny social! This unique blend offers nonprofits a fresh way to engage donors and boost revenue.
Our guide reveals eight essential steps to organize a successful penny social, from setting goals to following up with guests. Learn how to procure enticing prizes, promote your action, and maximize participation. Discover best practices that will set your event apart and keep supporters coming back for more.
Table of Contents
How does a Chinese auction work?
8 steps for organizing a penny social auction to raise money
5 best practices for organizing a penny social
Final thoughts on Chinese auctions
What is a Chinese auction?
A Chinese auction, also known as a tricky tray or penny social, offers a unique twist on traditional fundraising events. It combines elements of both silent auctions and raffles, creating an engaging experience for participants.
This format encourages active participation and allows attendees to strategize their ticket placement. It also creates a sense of anticipation as winners are revealed, making the fundraising event both fun and effective for nonprofits.
Origin of the phrase: Why is it no longer called a Chinese auction?
While tricky trays were initially known as Chinese auctions, they have nothing to do with Chinese culture. It stemmed from an offensive 19th-century slur equating "Chinese" with cheap.
During that era, many Chinese immigrants faced discrimination and unfair wages. The term "Chinese auctions" became a degrading slang for shoddy quality. Since these raffles involved inexpensive prizes, the derogatory label stuck.
Organizations now opt for inoffensive alternatives, like:
- Penny socials
- Tricky tray raffles
- Pick-a-prize
- Chance auctions
- Lucky number dinners
How does a Chinese auction work?
Here's a breakdown of how these raffle-styled fundraisers operate:
- Ticket purchase:
Bidders buy tickets for the charity auction. Since bidding takes place with tickets, there are no rules on how many can be purchased
- Prize display:
Like a silent auction event, guests explore all the prizes. These can include experiences, products, raffle baskets, and other items
- Bidding process:
To place bids, attendees leave tickets in the box/jar/bowl placed in front of their favorite items. You can give guests the freedom to place as many tickets as they want or limit the number
- Winner selection:
Once bidding ends, the emcee draws a winning ticket for each item and decides on the winner
- Prize collection:
Winning guests can collect their prizes immediately or later, depending on whether the event is a standalone or combined with other fundraisers
8 steps for organizing a penny social auction to raise money
- Set a fundraising goal and budget
- Assemble an auction committee
- Select a venue
- Procure your prize items
- Promote your penny social event
- Sell tickets
- Host your penny social auction
- Follow-up with guests
1. Set a fundraising goal and budget
Begin with a clear, achievable fundraising target. Consider your specific needs, required funding, and timeline. For example, you might aim to raise $20,000 for shelter renovations within three months.
Next, create a detailed budget. Account for venue costs, marketing expenses, supplies, decorations, and raffle software fees. (Unless your nonprofit organization is using Zeffy, the 100% free online raffle platform)
2. Assemble an auction committee
Penny socials require all hands on deck. Creating an auction team will ensure that no single person is overloaded with responsibilities.
While it's good to appoint only one event coordinator to lead the planning and execution process, you'll also need these key players to get things done:
- Procurement:
One to three people to solicit items from donors and companies
- Logistics:
One to four people to handle the venue, invites, catering, and more
- Marketing:
One to three people to promote your event and sell raffle tickets
- Emcee:
Someone with a bright personality who can host the event and ensure guests are having fun
- Volunteers:
Five to six people to help out on the auction day with tasks like setup, check-in, check-out, and more
The size of your auction team will ultimately depend on the organization's size, but ensure your committee has these roles defined.
3. Select a venue
Once you've decided on the date and time for your penny social, start looking for your venue. Here are some key factors to consider that will help you pick the perfect venue:
- Capacity and facilities:
Estimate a tentative guest count for your auction and ensure your venue comfortably accommodates all attendees and has essential facilities like restrooms
- Location and parking:
Choose a location easily accessible to attendees with ample parking space
- Layout and ambiance:
Ensure the layout is ideal for displaying auction items properly and allows space for smooth traffic flow
- Cost and availability:
Check if the venue is available on your preferred date and time and fits your budget
4. Decide your prize items
Auction items will drive people to your event and encourage them to purchase multiple tickets. Try to procure one or more big-ticket items, like concert seats or new tech, plus several smaller items.
Here are some ways to find item donations:
- Reach out to companies that donate to nonprofits to request in-kind or cash donations
- Partner with local businesses and storefronts - they often provide auction fundraiser items as a way to give back to the community
- Ask your volunteers to reach out to their network to secure donations
- Ask your staff and board members whether they can contribute prizes or connect you with potential sponsors
Some popular items to consider selling at your penny social auction event include:
- Gift baskets designed around a theme
- Unique pop culture goods and experiences
- Vacation packages
- Lessons or personal training certificates
- Gift cards from local businesses
- Gourmet food and drink packages
5. Promote your penny social event
The number of people attending the event and the quantity of raffle tickets they purchase will help you get closer to your goal.
The best way to ensure maximum participation is to leverage multiple marketing channels to promote your penny socials. For the widest reach, prioritize the following channels:
- Email marketing:
Include sections about your auction in your monthly and quarterly newsletters sent out in the lead-up to the event. Create separate email blasts focused on the auction.
- Social media:
Post about your auction early and frequently on all of your organization's social media accounts and include a link to your sign-up form
- Direct mail:
To give recipients the choice of how to sign up, consider including both a physical RSVP card with a prepaid return envelope and a QR code to an online registration form.
- Local media:
To spread the word, share press releases about your event with local newspapers and magazine publishers. Contact a local radio show and other media to announce your auction.
Tip: Your items and cause should be the center of focus. Include photos of your most valued prizes across all channels to entice potential participants to register.
6. Sell tickets
Streamline your ticket sales process to boost participation. Offer multiple purchase options, including online pre-sales, physical ticket booths, and at-the-door sales. Create tiered ticket packages to cater to different budgets and preferences.
You can host both an online and a physical event for supporters to bid on items. Ensure your team is well-trained to handle in-person sales and answer questions. Promote ticket availability widely through social media, email marketing, and community partnerships.
7. Host your penny social auction
Finally, it's time for your main event. Arrive early at the venue to give your team plenty of time to prepare for the auction.
When setting up your auction items, consider traffic flow. Ensure that your guests can freely move around to explore prizes and avoid overcrowded displays. Keep only a reasonable number of items on a table and ensure that the setup looks clean after labeling and placing a basket or bowl beside each item.
Designate an area for guests to purchase additional tickets during the event. You should create separate check-in and check-out corners to keep things moving smoothly.
Ensure that the bidding starts and ends on time.
8. Follow-up with guests
Once your penny social ends, follow up with your attendees within 48 hours of the event.
Send out personalized thank you messages to all guests. This not only expresses your gratitude but also helps to build stronger relationships for future fundraising events. You can also share how you plan to use the amount collected to further your mission.
Remember to acknowledge your volunteers and item donors for making your auction successful. Consider sending volunteers your nonprofit's branded merchandise as a token of appreciation for their help.
For sponsors, a handwritten note with a small gift shows that you value their support and partnership.
5 best practices for organizing a penny social
1. Highlight leading bids
During your auction, periodically update participants on leading bids for items. This creates a sense of urgency and encourages others to increase their bids, leading to more sales.
2. Create ticket packages
Provide different ticket packages in different tiers to cater to various donation preferences and financial capacities. For instance, standard prizes are one ticket per entry, big prizes are five raffle tickets per entry, and mid-level prizes are around 2-4 tickets.
3. Host additional fundraising activities
Consider making the tricky tray raffle part of a larger fundraising event, such as a gala or dinner. This approach can enhance the overall experience, attract a wider audience, and potentially increase donations by offering multiple ways for attendees to contribute.
4. Socialize with your guests
Spend some time mingling with your guests before the penny social starts or as they browse your items. This will help you find new supporters and deepen your ties with existing donors.
5. Set up a donation box
Set up one or two donation boxes at the venue. Even if it’s a ticketed fundraising event, some guests can still decide to give small cash donations. Incorporate QR codes on these boxes to allow online donations as well.
Case study: How Say Hi Foundation sold tricky tray tickets using Zeffy and saved $39,935
The Say Hi Foundation Inc. successfully leveraged Zeffy's online raffle platform for their 2024 Tricky Tray and Bourbon Bonanza Event. This creative fundraiser combined a tricky tray with a bourbon-themed gathering, appealing to a diverse audience. They created a high-value experience for attendees by offering general admission tickets that included tricky tray baskets, catered food, an open bar, and live music.
Using Zeffy's free ticketing system, they raised an impressive $39,935 and saved $2,000 in fees. This event shows how cost-effective — and better, free — online tools can significantly boost a nonprofit's fundraising potential and community engagement.
Final thoughts on Chinese auctions
Hosting a penny social is an effective and engaging way to raise funds for your nonprofit. These are versatile fundraising events that can be organized as a standalone event or alongside others by organizations of all sizes.
Your auction's success hinges on thoughtful preparation, strategic tool selection, an enticing array of items, and a well-executed promotional campaign across various channels. With these elements in place, you're well-positioned to host a profitable and impactful event.
Use Zeffy’s 100% free online raffle platform to create a smooth experience and increase donations for your tricky tray event. By choosing Zeffy for your tricky tray event, you'll eliminate all transaction and platform fees, maximizing your fundraising potential.
FAQs on Chinese auctions
