Auction Item Procurement

Each family is expected to procure an item or items with a value of $150. A successful auction depends on you.

How to Procure Your Auction Item

Procuring does not mean purchasing but rather generating. Unless you are so inclined, you need not purchase items to donate to the auction. Should you choose to buy an item or gift certificate, ask the merchant to match your purchase and you have twice the donation.

For more tips, learn from Jay Fiske, a well-known Northwest auctioneer:

It's as Easy as 1, 2, 3!

Procurement Basics

Extended Deadline: February 28, 2019

Keep your auction procurement packets handy; be sure to sign your name to the letter and put your name in Solicitor’s Name Box so you get credit for procuring the item. When you patronize a business, especially one you use regularly, ask them to donate.

Procurement Letter

Procurement Form

Think broadly – what can you donate, what can your friends, family and acquaintances donate, and what can the businesses you patronize donate. Review our Auction Item Wish List.

Be ready to answer questions about The Bear Creek School – who we are and what we do. Remember it’s all for the kids!

Ask for more than you expect to get. For example, ask for dinner for six. If you get dinner for four, that’s great.

Be sure you, as the solicitor, and the donor both fill out the procurement form completely. That saves lots of phone calls from the Auction Office to get the details.

If you have a great contact and want a custom letter mailed or faxed to a business, just ask us in the Auction Office (email linda.sheppard@tbcs.org or call 425-898-1720 ext. 338). Be sure to indicate:

  • Your name and phone number;
  • Name of the business, contact person at the business, their address, phone, and fax;
  • If you are asking for something specific, provide as many details as possible.

What if they say “No”? Sometimes they do; don’t take it personally. Sometimes they say all their donations are gone for the year – that would be 2018. Say you will come back after January 1, 2019. Do ask if they have any deadlines or make donation decisions only once or twice a year.

Optional Classroom Auction Project Guidelines

Deadline: March 1, 2019

The completed project and catalog description must be delivered to the Auction Office at Redmond Campus by the deadline. Projects will be placed in the Unique to Bear Creek silent section.

Please notify the Auction Office as soon as possible if you are planning to create a class
project, with a description of the project, and the grade, and teacher of the class.

Project Considerations 

  1. Class projects should take no more than two hours total class time. Please schedule classroom time with the teacher well in advance.
  2. Projects must have a high percentage of ‘kid art’ or student participation.
  3. Please no projects that are only photography. These have not sold well in the past. A photo album accompanying an art project is okay.
  4. Each piece should be signed by the child in some way so as to identify the contribution of a specific child. (Identification can be on the back of the project or in attached documentation.)
  5. Please take pictures of the students as they make the project, and of the finished project, to be included as part of the auction promotional effort.

What about cost? There is no reimbursement for expenses incurred in creating an auction project, but you may count it as fulfilling your family’s procurement responsibility.

You may also print these guidelines:

Classroom Auction Project Guidelines