With Charity Fundraising season in full swing, it is time to start to plan to help out the people that are making donations at charity fundraising events. While many of these events are for local charities, there are many that have donors flying in from various parts of the world. Whether you are shipping for auctions that are held in Houston, or auctions that are held in San Jose, the following advice applies.
It is the out of town purchasers that this blog will address. As an organization promoting a charity event, you want to make sure that your promotional brochures make it clear that you will handle the logistics for both packing and shipping of any purchases your attendees make to your charity.
The first thing to do is to start your planning early. You will need to find a local shipper who can come on site, and pick up the items that have been sold. Since many organizations auction off high value art work, inquire if the company that you are choosing can build a custom crate for the art work purchase. Ask questions to make sure that they can custom build crates using wood suitable for international shipping. The company that you choose will need to have the ability to prepare international shipping paperwork. You want to make the after purchase details as easy and quick as possible for the purchaser.
If your donor is a purchaser from out of the country, make sure that you are hiring a company that has a business that can handle international freight shipping for large items. Freight companies in Houston Texas such as pack n send is always happy to offer advice to charities. When preparing international freight shipping Houston or any other part of the country be sure that there is a person on hand that you can speak to who is willing to answer any of your questions.
Some auctions have a data base set up ahead of time with the address where donors would like to ship any purchases made during the auction. Since the donors will be paying for the shipping, you will need to be able to provide an email address so that the shipping company can contact the done with the final shipping charges.
If you do not maintain this data base, ask the shipping company for a copy of their ticket or invoice that the donor can fill in on site. This invoice should ask for the name, address, phone number and email address of the donor. The charity will also need to add the lot numbers purchased, as well as the value of the lots.
As the organization holding the charity auction, you will want to accumulate the entire out of town purchases in one area. We recommend accumulating all lots purchased by one individual together with the paper work for the one individual.
Ask the shipping company to arrive about one to one and half hours after the bidding has ended. This will allow the charity organization to finish processing payments for all of the purchases. The smoother the check out process at the end of a charity event, the more positive feedback that the charity will receive.
If your donors are not shipping out of town, you should ask the shipping company if they are able to both pick up and drop off packages for your local donors. While they may have purchased a lovely Greek Marble Statute at an auction, they may not want to carry it to their cars while in a tux or a long gown.
Remember that auction shipping requires planning shipping well in advance of the actual auction.
At pack n send in Houston, we have prepared a partial list of the countries that we can ship to after an auction. For the full list, please visit our website at www.pack-n-send.com and click on international shipping.
Antigua and Barbuda
Bosnia and Herzegovina
Brittish Virgin Islands
Congo Republic of
DPR of Korea Republic
Iran-Islamic Republic of Tersey
Lao People’s Democratic Republic
Libyan Arab Jamahiriy
Northern Mariana Islands
Papa New Guinea
Saipan (Northern Mariana Islands)
Sao Tome and Principe
St. Kitts and Nevis
Trinidad and Tobago
Turks and Caicos Islands
United Arab Emirates
United States of America