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5 Tips for Setting Up a Succesful Virtual Auction

With so many organizations switching to Virtual Auctions, it’s important to get your site set up properly prior to marketing out to your donors. To get started, follow these steps:

#1 – Create your Landing Page for your Virtual Auction

Most Landing Pages include information about your event, a video (YouTube embed), Sponsor Info, Tickets/RSVP/Sponsor Opportunities, and an Auction Preview

#2 – Create a Welcome Text Message

Welcome Text Message (the message Bidders receive when they Register for your Event)

Hi [f], thanks for registering for Back to School with “Your Organization Name”! Click here to check out some of the wonderful auction items and start bidding today – [u]

To update in HelloFund: Click Software Settings: Auction Settings: Butler Settings


#3 – Create a Welcome Email Message

To update in HelloFund: Click Landing Page Content: Login/Registration Area and scroll down to Register to Bid – Customize Welcome Email


#4 – Register yourself as a Bidder so you can see the process as your Donors would receive it

Once you Register, you will be able to see both the Welcome Text and Welcome Email as your Bidders would receive them.


#5 – Create Text Message Templates in preparation for your Virtual Auction

Note – Bidders will receive automatic text messages when they have been outbid on an item. It’s a good practice to only send a few out during the time you start until the end of the auction.

Welcome Text Message (Tuesday, September 8th at 9:00 AM)

Hi [f], welcome to Your Organization’s Virtual Auction, click here to check out the items and start bidding today –


Surprise Item Text Message (Wednesday, September 9th at 9:00 AM)

Check out Wednesday’s Surprise Item, a Patrick Mahomes – Super Bowl MVP Portrait. Bid here today –


Send to Bidders who have Registered (Thursday, September 10th at 9:00 AM)

Only 12 more hours to bid on Your Organization”s Virtual Auction. Click here to bid!


Text to Winning Bidders (Thursday, September 10th at 9:10 PM)

YOU WON! Click here to check out from your phone. We will send an email with detailed information regarding the items you won. Thanks so much for supporting our organization!

To add these Text Messages in HelloFund: Click Bidders: Text Bidders and hit Compose A Text

Make sure you hit Save to Pre-Composed Texts

Once you Save a Pre Composed Text, it will populate at the Top of the Page under Pre-Composed Texts. The system will not send out the Text Message, it just saves it until you are ready.

Note – Add a Reminder in your Calendar so you know when to send out the Text Messages for your Virtual Auction.

HelloFund Text Message Tips:

1 – Send a Single Text Message to yourself before you send a Text to All Bidders

2 – Incorporate Shortcodes in your Text Messages

[f] – First Name (7 characters)

[u] – Bidding URL (27 characters)



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