2019 DINNER & AUCTION - Saturday, March 23, 2019 EMBASSY SUITES SEATTLE wingluke.org/2019auction - Wing Luke Museum
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2019 DINNER & AUCTION
Saturday, March 23, 2019
TABLE CAPTAINS TOOLKIT
EMBASSY SUITES SEATTLE
wingluke.org/2019auction
TABLE OF CONTENTS
CONTENTS
EVENT DETAILS...................................................3
WELCOME LETTER...............................................4
STEP BY STEP..................................................5-6
TIPS & TRICKS....................................................7
MOBILE BIDDING...........................................8-12
Overview 8
Sign up on your phone 9
Sign up: email or other 10-11
How to bid 12
CONTENT IDEAS................................................13
Sample Emails 13
Sample Social Media 14
TRACK YOUR TABLE..........................................15
Event schedule, ticket prices, early bird deadlines, website & info
TOOLKIT TIME FRAME.......................................16
2
EVENT DETAILS
SATURDAY, MARCH 23, 2019
EMBASSY SUITES HOTEL
255 South King Street
Seattle, WA 98104
EVENT SCHEDULE
5 pm | Reception, Silent Auction, Live Preview
6:30 pm | Dinner, Live Auction
TICKETS
$175 | Individual Early Bird
$200 | Individual
$275 | VIP Early Bird
$290 | VIP
Early Bird Ticket Purchase Deadline: February 22, 2019
WEBSITE & INFO
wingluke.org/2019 auction
QUESTIONS?
Contact Emma Yamaguchi Sullivan at esullivan@wingluke.org or
206.623.5124x107
3
WELCOME 2019
DEAR FRIENDS,
Welcome to our 2019 team of Table Captains for the Wing Luke
Museum Dinner & Auction at the Embassy Suites Hotel on Saturday,
March 23, 2019.
By serving as a Table Captain, you join a team committed to
giving, advocating, and volunteering for our Asian Pacific American
communities. You are giving your friends and family the opportunity
to donate to a very worthy cause. And, you enjoy an evening of fun,
networking, socializing, and providing support to the Museum.
Our theme Faces of Americana will take you on a dynamic journey
exploring the untold stories, contemporary voices, and ever evolving
cultural experience of Asian Pacific Americans.
The proceeds from the event will be used to support the Museum's
youth and educational programs over the coming year so that we can
continue to provide an empowering and eclectic space for everyone
to share their stories of being uniquely American.
We look forward to an amazing evening of communal philanthropy
and celebration of our mission!
Paul Mar
Board Trustee & Table Captain Chair
4
1
SET YOUR TARGETS
Make a list of guests you'd like to invite. We recommend a list of 20
prospective guests. Think of friends, colleagues, family members. Art
STEP BY STEP
lovers, history lovers, people who support vibrant communities. And
of course, people whose events you've attended!
2
INVITE YOUR LIST & SHARE EXPECTATIONS
Decide how you will contact your guests - via telephone, mailed
invitation, or email. Don't forget about social media channels too.
Each banquet table seats 10 people but can be made to seat 12.
You should already have the email invitation and if you need print
versions, museum staff can mail you bundles or you can pick them
up at The Wing at your convenience. Email esullivan@wingluke.org to
arrange. Finally, the Museum will also be mailing a general invitation
to all members, donors, and past attendees.
This event is a fundraiser for The Wing. Don't be shy about telling
people that in addition to the ticket price, there will be a Raise
the Paddleand a raffle, silent auction, and live auction with plenty
of enticing items for purchase.
3
FOLLOW UP
Some people need a little nudging. If you hear back "yes," great! If
you don't hear back, don't be afraid to ask again. If you hear back
"no," ask your guest to make a "can't be there" donation to help
encourage others to give. "Can't be there gifts" can be donated
online or by phone (206.623.5124x106). Guests who can't make it can
also register for a "Remote Bidder" ticket that allows them to bid
on silent auction items without attending the event. Send people to
wingluke.org/2019 auction for more information.
4
CONFIRM YOUR TABLE GUESTS
Starting January 15, 2019, guests can purchase tickets, register, and
select their meal at wingluke.org/2019auction. If you prefer, you can
collect their info and register them at once yourself. Please encourage
your guests to register and pay in advance. February 22 is the deadline
for early-bird pricing. Please return your guest list by February 22.
Sometimes confirmed guests are not able to attend after all. Don't
worry - we can help you fill your table or substitute guests. Please
contact us if you are having trouble recruiting enough guests for your
table.
5
5
PRE-DINNER & AUCTION REMINDERS
We send registered guests reminders and important information
prior to the event. It is important for you to register your guests by
STEP BY STEP
February 25 so that they do not miss this information.
6
DAY OF THE DINNER & AUCTION
Guests will have assigned seating at numbered tables. Seat info and
meal choices will be printed on guests' nametags. Your job is to be
social and have fun and get your guests excited about supporting The
Wing!
7
POST-EVENT FOLLOW UP
We encourage you to personally thank your guests as well as with
telephone calls, emails, or cards, in addition to the 'thank you' they
will receive directly from The Wing. Any feedback they would like to
provide is also very helpful.
INCREASE YOUR IMPACT
SUPPORT OUR VOLUNTEERS!
Every year, The Wing counts on its volunteers to execute a seamless
Auction & Dinner. We truly could not make it happen without
them! When you purchase your tickets, please consider making a
donation at checkout to support The Wing in covering volunteer
costs.
6
MAKE THEM FEEL SPECIAL
TIPS & TRICKS
• COMMUNICATE YOUR PASSION
Let people know your personal connection to The Wing. Why
do you support The Wing? What do you like best about being
involved? Share your excitement with them!
• ENCOURAGE YOUR GUESTS TO INVITE THEIR
FRIENDS
Ask your friends and connections, "Do you have a friend that we
can invite?"
• COMMUNICATE EFFECTIVELY
The Auction is a fundraiser. All guests will be encouraged to bid
on items to contribute to our overall fundraising goal. When
you invite your friends, be sure to tell them that the purpose of
the event is to raise both awareness of The Wing's mission and
programs and the funds to further those programs.
• CONSTANT COMMUNICATION
Keep reminding your guests yow glad you are that they'll be
joining you at the event and keep thanking your guests - even up
until the day of the event. We are counting on their participation!
• ADD THAT PERSONAL TOUCH
Set your table with thank you notes, place cards, chocolates, etc.
and make thank you calls the day after the event.
• HAVE A DESIGNATED CO-HOST
...especially if you have any other duties that night (board and
staff members - this definitely means you). It's a great idea to
have someone prepared to assist you talking with any new guests
and welcoming people to the table.
Thank you 2019 Table Captains!
7
MOBILE BIDS
KEEP YOUR EYES PEELED
MOBILE BIDDING WILL GO LIVE ON
FEBRUARY 15, 2019.
• Scope out auction items early - peruse our catalogue
of items and keep an eye on your favorites.
• Bid early - the fun starts way before the event!
• Bid even if you can't make it - friends that can't make it
to the event but that are interested in bidding on items
and supporting The Wing can do so via mobile bidding.
• Set your max bid - decide how much you want to spend
on an item and then wait. You won't spend more than
you wanted to but you will be notified when someone
out-bids you.
Make sure you and your guests are registered ahead of
time at wingluke.org/2019auction and remember to bring
your phones!
8
SIGN UP ON YOUR PHONE
1. RECEIVE THE AUTOMATED 'WELCOME' TEXT
MOBILE BIDS If you included your mobile number at registration, you will
receive an automated 'Welcome' text with your bidder URL after
purchasing tickets. (You will also receive an email - if you prefer to
access bidding that way, go to the next page for more info).
• This text message will be sent 3 times: on February 15 when mobile
bidding opens (or immediately after you purchase a ticket if you
purchase after the 15th), 1 week prior to the event, and on the day of
the auction.
• Click the link in the welcome text message.
• You can bid with any type of mobile device that connects to the
internet. WIFI will be available on-site.
2. CONFIRM YOUR INFORMATION
After you click the bidder URL (from the text message you
received) and confirm your name when prompted.
3. START BIDDING!
For more information on how to bid, please refer to 'How to Bid'
(page 11).
**NOTE: Using mobile bidding does not mean you are
downloading an app. You are simply accessing a secure
website.
9
SIGN UP: EMAIL OR OTHER
MOBILE BIDS
**IF YOU HAVE NOT PURCHASED A TICKET BUT WOULD STILL
LIKE TO BID, SIGN UP WITH THIS METHOD!
1. REGISTER IN ADVANCE OF THE EVENT
Go to registration page https://wingluke2019.ggo.bid/ and click
"start bidding" OR click the "Start Online Bidding" link in the email
confirmation. Then click 'Start Bidding' on the blue landing page.
• Click "create account" if you're newly registering OR login with your
previous year's information. (If you forgot your login you can recover
your password - your username is your email).
*content continued on next page
10EMAIL OR OTHER CONT.
• Confirm and verify your email if you are registering a new account
MOBILE BIDS
• Review your account information including credit card number. Make
sure to input your cell phone number under the "mobile" phone input
category. Once you update all of your info, you are ready to start bidding!
2. START BIDDING!
For more information on how to bid, please refer to 'How to Bid'
(page 11).
**NOTE: Using mobile bidding does not mean you are
downloading an app. You are simply accessing a secure
website.
11HOW TO BID
1. BEGIN BROWSING
MOBILE BIDS
PACKAGES
Once you are signed up, you can
Search by number, keyword, or
category.
2. SELECT THE PACKAGE
YOU WISH TO BID ON
You can bid the next increment,
set a max bid, or simply "Watch"
packages.
• Max Bidding: If you enter the highest
max bid on a package, the system will
automatically place bids in your favor until
your max bid is reached or until the silent
auction closes. If your bid is lower than
the highest max bid on that package, you
will be prompted to enter a higher bid.
• Buy Now: To purchase a package at the "Buy Now" price, simply select
the "Buy Now" button.
• "Watch" Packages: Click the 'watch' button on a package. You can
keep an eye on packages you've bid on or are watching by selecting the
menu button and selecting the "My List" button located at the left.
3. WHAT IF I'M OUTBID?
You will be notified by text message and can decide whether you
would like to up your bid.
4. WHAT IF I DON'T HAVE A MOBILE PHONE?
Day of, volunteers with iPads will be available on-site for those that
don't own or don't wish to use a mobile device. Volunteers will also
be available to assist with questions and bidding.
12CONTENT IDEAS
SAMPLE EMAILS
Email can be a very effective method for
reaching out to potential guests. Not sure
where to start? Check out the sample email
below - feel free to copy and paste!
SAMPLE EMAIL
Dear [Name of Guest],
I am writing to extend a personal invitation to you to join me at The Wing's
Dinner & Auction on Saturday, March 23, 2019. I am honored to be serving as a
Table Captain for this gala event and want to have as many of my friends, family,
and colleagues as possible with me on this very important evening.
The Wing is a cornerstone of the Chinatown-International District as well as a
national voice for Asian Pacific Americans. I am proud to be supporting The
Wing and its work preserving APA culture and heritage. The theme for this year's
gala is "Faces of Americana" and will take you on a dynamic journey exploring
the untold stories, contemporary voices, and ever evolving cultural experience
of Asian Pacific Americans. This event is a significant fundraiser for the Museum
and provides funds to run their award-winning programs like YouthCAN and art-
focused summer camps.
Beyond making an impact on our community, the dinner is a fun and energizing
evening, a great opportunity to enjoy the company of friends, and a time to meet
new people who are united in their mission of presenting Asian Pacific American
voices.
Event Details:
Date and Time: Saturday, March 23, 2019 at 5 pm
Location: Embassy Suites Hotel Seattle
What to Wear: Festive Attire
Tickets: $175 - $275
How to Purchase: Visit wingluke.org/2019auction
Thank you, and I look forward to having you at my table at The Wing's Dinner &
Auction.
Best regards,
[fill in your name]
13CONTENT IDEAS
SAMPLE SOCIAL MEDIA
Social Media is an incredibly efficient method of reaching out to your
network. Find inspiration in some of our sample posts and reach out
to your own social network!
FACEBOOK
[Insert Your Name]
[Insert Your Name]
TWITTER
@yourtwitterhandle
14TRACK YOUR TABLE
Track your table guests and send this list to The Wing by February 22!
Email your list to esullivan@wingluke.org OR by phone at
206.623.5124x107.
If you and your guests have registered online, this is primarily a double check to
TRACKING
ensure accuracy.
Captain (Your)
Name:
Guest Name Email Meal Choice Phone # Mailing Address
(B,S,V)
1
2
3
4
5
6
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8
9
10
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15TOOLKIT TIME FRAME
TIMELINE
TIME FRAME
January 15 Online registration begins
February 15 Mobile bidding begins on silent auction items
February 22 Early bird ticket price ends
Deadline for table captains to submit guest lists
March 23 2019 Dinner & Auction
5 pm Reception, Silent Auction, Live Preview
6:30 pm Dinner, Live Auction
March 25 Thank you postcard mailed to everyone
TICKET PRICES & PERKS
By February 22 After February Day of Perks
22 Event
General ($85 is $175 $200 $210
tax deductible)
VIP ($140 is tax $275 $290 $300 • Complimentary self-parking
deductible) • Unlimited complimentary
drinks
• VIP check in/out
DAY-OF-EVENT INFORMATION
• Transportation & Parking: VIP guests will be offered complimentary self-
parking. The Embassy Suites Hotel offers both valet and self-parking in an adjacent
garage facility. Valet parking entrance is on the east side of the hotel across from
the train station on S King Street. Self parking may be accessed from Stadium
Place South ( just east of S. King Street) - the entrance will be right across from the
entrance to CenturyLink Field North Parking Lot.
• Inside the Hotel: We will be on the 6th floor. There will be volunteers and signs
directing guests where to go. Coat check will be available. There will be a separate
check in area for VIPs.
• On-site Registration: All unpaid guests can go to the registration table to
purchase their tickets and register. All registered guests will find their packets
already at their table in the banquet room.
• Reception & Dinner: Cash bars will be open during the reception, Silent
Auction, and Live Preview. VIPs will receive unlimited complimentary drinks. Non-
alcoholic beverages will also be available. The dinner meal choices are Meat, Fish,
and Vegetarian. Please remind your guests to make their meal choices in advance.
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