Mastering the Art of Scribe Sheets: A Comprehensive Guide for Event Organizers

Written by
Madelaine White
November 16, 2023
5 mins
woman writing down notes

Event organizing is a meticulous dance where every detail matters, especially when it comes to fundraising events. One often-overlooked detail that can significantly impact the success of your event is the use of scribe sheets. In this comprehensive guide, we'll delve into the importance of scribing, the optimal number of scribers, what information to record, and the crucial aspect of aligning with your auctioneer. Plus, we've got a valuable resource for you – a free, downloadable scribe sheet template from Event.Gives.

Why Scribe?

Scribe sheets are the unsung heroes of fundraising events, silently capturing vital information that fuels your post-event efforts. Here's why incorporating scribe sheets into your event planning is a game-changer:

1. Real-Time Insight:

Scribe sheets provide real-time insight into the progress of your auction. Every bid, every winning offer, and every contribution is meticulously recorded, giving you a comprehensive overview of your fundraising success as the event unfolds.

2. Post-Event Analysis:

After the event, scribe sheets become invaluable tools for post-event analysis. Understanding which items garnered the most attention, identifying top contributors, and evaluating bidding trends can inform future events, helping you refine your strategies for even greater success.

3. Donor Engagement:

Detailed scribe sheets offer a treasure trove of information about your donors. From their bidding history to preferences, this data empowers you to tailor your engagement strategies, fostering stronger, more meaningful connections.

How Many Scribers Do You Need?

Determining the right number of scribers depends on the scale and complexity of your event. As a general rule of thumb:

1. Small to Medium-Sized Events:

For events with a manageable number of items, one dedicated scriber may suffice. This individual can efficiently record bids and winning offers, ensuring accurate documentation without overwhelming your team.

2. Large-Scale Galas and Auctions:

For larger events with a high volume of items and competitive bidding, consider having a team of scribers. This division of labor ensures that each scriber can focus on specific sections or types of items, minimizing the risk of oversight and errors.

What to Scribe?

Effective scribing goes beyond jotting down bid amounts. To maximize the utility of your scribe sheets, consider including the following information:

1. Item Description:

Ensure each item on the auction block is accurately described. Include details that highlight its unique features, creating a compelling narrative that enhances its perceived value.

2. Bidder Number:

Record the bidder number corresponding to each bid. This is essential for tracking individual contributions and facilitating post-event communication.

3. Winning Bid Amount:

Clearly document the winning bid for each item. This information is crucial for announcing successful bids and calculating the total funds raised.

4. Donor Information:

If known, include donor information such as name, contact details, and any additional notes that can aid in personalized follow-up and appreciation.

5. Payment Confirmation:

Record payment confirmations as they occur. This ensures a seamless post-event process, expediting the distribution of items to successful bidders.

Aligning with Your Auctioneer

A harmonious collaboration between the event organizer and the auctioneer is vital for the smooth execution of any fundraising event. Before the event kicks off, schedule a conversation with your auctioneer to ensure everyone is on the same page:

1. Discuss the Flow:

Review the planned sequence of items and ensure the auctioneer is aware of any special considerations or announcements you may have.

2. Clarify Bid Increments:

Clearly communicate the predetermined bid increments for each item. This helps maintain a consistent and fair bidding process.

3. Highlight Key Items:

Identify any high-profile or particularly significant items that may require special attention or promotion during the auction.

4. Emphasize Communication:

Establish a communication protocol between the auctioneer and scribers. This ensures that bid information is relayed accurately and in a timely manner.

Free Resource: Event.Gives Scribe Sheet Template

To simplify your scribing process, we've created a comprehensive scribe sheet template that aligns with best practices. Download it for free here. This resource is designed to streamline your scribing efforts, making it easier to capture essential information and enhance the overall success of your fundraising event.

In the intricate tapestry of event organizing, scribe sheets play a pivotal role in weaving together the success of your fundraising efforts. From real-time insights to post-event analysis and donor engagement, effective scribing can elevate your event to new heights. Remember, the key to seamless scribing lies in careful planning, open communication with your auctioneer, and the use of tools like the free scribe sheet template provided by Event.Gives. Happy fundraising!

Want to know more about Event.Gives? Join us for one, or all, of our weekly demos! 

Tuesday at 2 PM EST via Zoom: Deep dive into the Event.Gives manager portal with Q&A. 

3rd Thursday at 2 PM EST: Topic-specific demo in the Event.Gives manager portal with Q&A.

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