Organizing a student art auction - Community connections

Arts & Activities, Jan, 2003 by Judy Domeny Bowen

Organizing an auction of student artwork is a great way to showcase artistic abilities, place emphasis on the fact that children's artwork can be considered true art, and to earn money for your students and for a charity or your own classroom art budget. It is not at all difficult to set up an auction, and the thrill of the event will start long before the designated day and last long after.

Over the years I have organized several art auctions, each one a triumph in terms of the confidence and pure delight it has given my students. It is my hope that the following suggestions will help clarify the procedure for setting up a student art auction.

FIRST STEPS TOWARD AN AUCTION First of all, decide who will benefit from the money you raise from the auction. I give 50 percent of the selling price of a piece of artwork to the artist. The other 50 percent can go to the school art budget or you might prefer to donate it to a charity. While the money is always welcome to supplement art budgets, donating to a charity helps teach an important life concept. One year, for "Make A Difference Day," my students all made artworks based on animals. Half of the proceeds of the auction that year went to our local Humane Society. The students felt great knowing they helped raise money for a worthy cause.

Secondly, obtain the approval of your principal and select a date. I have held some auctions on Saturdays as part of school carnivals, in connection with chili suppers, and as events unto themselves on an evening after school. Of course, the more events you have going on at one time at your school, the larger crowd you will draw.

Decide how long you think the auction should last. Fund-raising auctions always go slower than regular household auctions. I generally count on selling only about 40 pieces in one hour, as it is important to take the time to briefly describe each piece, extolling its beauty and individuality. A two-hour auction (80 pieces total) is about as long as I like to go with student artwork. If the auction lasts longer, the crowd can get restless. It helps to have food and beverages for sale during the auction, which can be an additional source of income.

ARTWORK SELECTION How should you select artwork for the auction? When students have completed an assignment, I ask who would like to have their artwork considered for inclusion in the art auction. The students must understand that if someone outside their family buys their work, they will not get the artwork back. They must also understand that their artwork may or may not sell. I ask students to talk it over with their parents and make sure the decision to one of their works is acceptable.

I save the pieces from interested students and eventually go through them, selecting the ones I deem most marketable. Since I am the final judge of what goes into the auction, I make sure there is a variety of subject matter included, as well as work from all grade levels.

Next, I notify the student's parents that their child's artwork will be auctioned at a particular date and time. I encourage students to bring their extended families, especially grandparents (some of my best customers!). I also send out notes to the rest of the school population inviting every one to attend. Notices are also sent to area newspapers, TV stations, art stores and museums.

I mat each artwork on construction paper. I don't use much glue or tape to do this, as many of my buyers remove the construction paper after purchase and formally mat and frame the artworks. Each piece should be labeled with a number, the name and grade of the student, and the name of the student's teacher. I purchase self-sticking labels on which to write this information.

ORGANIZATION IS KEY Make certain to record a list of the selected artworks. Write each student's name, grade and teacher, along with that number you assigned his or her piece. This is a must for the clerking system that will take place during the auction. When an artwork is sold, the clerk does not have time to write down the student's name; errors are sure to occur and the auction will be greatly slowed down. Instead, the clerk should write down the number of the piece and the selling price. Because you have that corresponding list of names and numbers, you will easily be able to figure out later that #1 sold for $15, and it is first-grader Matthew Stokes' work.

If space allows, display the artwork a day or two before the auction. Hang artworks up complete with names and numbers. At the time of the auction, volunteers should carefully take down the pieces and take them to the auctioneer. The audience will be watching and will take notice when a particular piece they are interested in comes down and is soon to be sold.

Often, area auctioneers will be happy to donate their time to help out a school fund-raiser. Don't hesitate to call and ask them. Return the favor by announcing who the auctioneer is and posting a sign advertising his or her company. Provide a good sound system and microphone. If that is not possible, perhaps the auctioneer can bring his or her own portable sound system.