WOODSIDE GRAND AUCTION FAQs
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What is the WSF Grand Auction?
A tradition since 1984, every Spring the Woodside School Foundation hosts a Grand Auction to raise funds for the Woodside School. This fun gala takes place each year and includes an online auction prior to the event and a live auction during the event.
On Saturday, May 18, 2024, join parents and community members dressed in the evening’s themed attire to enjoy the WSF Grand Auction—Viva Las Vegas! Cocktails begin at 5:30 p.m., the Live Auction and dinner begin at 7 p.m., and the After Party with dancing and casino games begins at 9 p.m. Once again, we are highlighting Raise a Paddle (RAP) as an efficient and streamlined way to participate and support the school.
The Party
Beginning at 5:30pm, enter the tent and be transported to swanky Las Vegas to enjoy a cocktail reception. Promptly at 7pm, we will move to a seated dinner and the Live Auction (more details below). There is a tradition of people dressing in costumes inspired by the theme - some people go BIG, and some people go small, so no pressure. After the energy and live donations, dancing and casino games begin! We encourage everyone to stay throughout the night to enjoy the dancing so you don’t miss out!
The Online Auction
Starting a week before the party, many items donated by the community will be available in the online auction. You can be notified that you are outbid so that you can place your next bid ASAP, set up a max bid and let the computer bid for you, or bid the Buy Now price to be sure the item is yours.
The Live Auction
An auctioneer auctions off select one-of-a-kind experiences and “priceless” items live in front of the dinner crowd. The Auction team sets the starting bids and the auctioneer increases the bids by set amounts. The bidding can get intense! Remember, you can create a syndicate with other bidders and share the cost (and the fun).
PARTY
How much are tickets? What are my options?
There are 6 ways you can attend the auction party. Choose what works best for your family!
Reserved Tables: There are a limited number of reserved tables for sale at three different levels. Our Monte Carlo Table is a personalized experience full of extras, high-touch service, and guaranteed premium seating with your group of 10. Our Macao Table has many similar benefits and guaranteed seating in a prime location with your group of 10. Our Reno Table offers a guarantee to be seated with your group, along with some enhanced beverages. See the details for all our table options on the Ticketing site. To avoid fees, your credit card will not be charged for these tables so you can pay by check or add them to your auction invoice. You may also split the cost among attendees if desired.
Full Auction Ticket: $275 per person. Enter the tent and be transported to swanky Las Vegas to enjoy cocktails, hors d’oeuvres, and entertainment. Then, feast on a seated dinner followed by the Live Auction. Once the Live Auction concludes, casino games, a DJ, and dancing begin.
Cocktail Ticket: cost $150 per person, 5:30 - 7:00pm. Enter the tent and be transported to swanky Las Vegas where you will enjoy cocktail and hors d’oeuvres. Mingle with friends, teachers, and alumni families.(This ticket does NOT include entry into the gym for dinner or Live Auction)
Life of the After Party Ticket: cost $150 per person, 9:00 - 11:00 pm. Join the fun after the Live Auction and come to the After Party to enjoy casino games, cocktails, DJ and dancing. (this ticket does NOT include dinner)
When do tickets go on sale?
Tickets to the Grand Auction Party go on sale April 2, 2024.
How do I buy tickets?
Tickets may be purchased online beginning April 2. Click here to PURCHASE TICKETS. You will need a credit card to complete your purchase online. All tables must be reserved using the online ticketing site but will not be charged at that time. To pay by check or put your tickets on your auction invoice to be billed after the event, please use this form or email wsf@woodsideschool.us.
What else can I do when I buy my tickets?
In addition to purchasing tickets to our gala, when you visit our ticketing site you will also have an opportunity to pre-purchase sets of casino chips for use at the After Party gaming tables. We also have a high-stakes poker table with limited seating available to purchase online when you buy your ticket or table. You may also donate a ticket to help fund staff member attendance and you can make a general donation to WSF.
When will I be charged for my tickets?
Online ticket purchases and add-ons must be paid for by credit card at the time of purchase. A 4% credit card processing fee is added to all online purchases. To avoid credit card fees, you may pay by check. Simply use this form or email wsf@woodsideschool.us to place your order. If you choose to pay later, you will be invoiced for tickets, online auction purchases, and gala-event purchases after the event. Your credit card number is required to enable you to bid in the online auction, but online auction purchases will not be automatically billed to your card.
What is the dress code for the Auction?
Grand Auction attendees are encouraged but not required to dress up in the auction's theme. While most guests will be in costume, we want our guests to enjoy themselves and dress in what is most comfortable for them. Some people wear dressy clothes with a more subtle nod to the Auction theme. See our Pinterest board for costume inspiration!
Who will I sit with at dinner?
When you purchase your tickets, you may request to be seated with friends. Tables seat 10 guests. If you prefer to be seated with any families from your kids’ grades, you may indicate that. We will do our best to accommodate your requests, but we cannot guarantee your request. The only way to guarantee seating with your friends is to purchase a Reserved Table.
What if I can’t attend the party?
Even if you cannot attend the gala event, you can still participate in our pre-gala online auction or request someone at the gala to bid on the Live Auction on your behalf. Contact us if you’d like someone to bid on your behalf at the live auction.
Can I sponsor a staff member to attend the Auction?
ALL our teachers and staff are invited to attend the cocktail reception at no cost and the full event at a reduced rate. Yes, you can sponsor our teachers by visiting our Ticketing site. In the additional items section, select Gift a Cocktail Ticket or Gift a Gala Ticket or simply make an additional donation to help us offset costs.
Do I have to use a credit card to buy tickets?
All sales made through our online ticketing site require payment by credit card and incur a 4% processing fee. If you prefer to pay by check or have your tickets added to your auction invoice, payable immediately after the auction, please use this form or email wsf@woodsideschool.us, and we will be happy to assist you.
When do I receive my tickets?
You will receive an email receipt when you complete your ticket purchase online. When you arrive at the auction, simply give your name, and our volunteers will check you in.
AUCTION
When will I receive my Auction catalog?
After Spring Break in April, your youngest child will come home with your auction catalog, complete with a full description of all auction items.
When is the Online Auction?
The Online Auction opens at 5:00 PM on Thursday, May 9, and closes at 9:00 PM on Friday, May 17.
Can I participate in the Online Auction even if I can’t attend the Live Auction?
Yes! You will need to register for the online auction. You will receive a welcome message with your unique link, or you may visit the online auction website and click “Get Started.” Here are more detailed registration instructions.
What is a Buy Now price?
Some online auction items have a specified "Buy Now” price. As a bidder, if you place a bid for the Buy Now price, you win the item immediately for that amount. Buy Now bidding guarantees your purchase and closes the bidding for the item.
What are Count-Me-In items?
Count-Me-In (or multi-sale) items are offered at a fixed price to multiple bidders, often “per person” or “per family.” Bidders pay this specified amount for an item rather than having the item go to a single highest bidder. There will be several parties available this year as fixed-price items. Count-Me-In items remaining available after the auction closes may still be reserved online (payment is not automatic) or by dropping a check off in the Foundation office or mailbox in the school office. Sales remain open until the Count-Me-In event has sold out.
What is a Syndicate?
A syndicate is a group of bidders who go in on an auction item together, dividing the winning bid among the group. If your group wins, your share of the winning bid will appear on your invoice. For example, a group of 5 couples may form a syndicate to bid on a dinner party for 10 people. If the lead bidder places a winning bid of $5,000, each couple in the group would be invoiced for $1,000. Syndicates can divide the winning bid among members in whatever manner they choose: evenly split or with some paying a higher share than others. Before the online or live auction, you will need to organize a syndicate group and have a lead bidder who will bid on the item on behalf of the entire syndicate. The lead bidder is responsible for ensuring that all participants agree to a maximum purchase price for that item before placing a bid. Both Live and Online items may have syndicates. See below for details on how to complete a syndicate form so the members of your syndicate are invoiced properly.
How do I complete a syndicate bid form?
You can find a syndicate bid form online here, or in the front matter of your auction catalog. Forms will also be available at the check-in desk on auction night. You have until the afternoon of Monday, May 20 (the Monday after the auction) to submit your completed syndicate bid forms to the WSF office. You may also submit them at any time before the auction. Forms can be submitted in person or via email to: wsf@woodsideschool.us. To complete your syndicate bid form, please list all members of your syndicate and their bidder numbers. Bidder numbers will be assigned when bidders register for the online auction. The form must designate your group’s lead bidder, and the lead bidder must sign the form. If you need any help completing your syndicate bid form, email us.
Do I need to register to bid in the online auction?
Yes, if you plan to bid in the online auction, you need to register. To register, go to the WSF Grand Auction page on the school website and click the ONLINE AUCTION button. You will receive a welcome email with your unique link, or you may visit the online auction website and click “Get Started.” Here are more detailed registration instructions. If you have trouble registering, please contact wsf@woodsideschool.us.
How do I find items in the online auction?
You can search the online auction items by category, catalog number, or item name. There’s a search link in the top right corner; you may enter the item name or number there. On the left side of the site, you can expand the ≡ menu to see categories, “Act Now” items with no bids, or “Buy Now” items. You can also set up favorites by logging in (click Get Started button) and clicking the star icon on each item. Your favorites will be stored for you and you can find them in the left-hand drop down menu.
How will I bid on items in the online auction or live auction?
We use a web-based platform for the online auction. During the online auction, you will be able to bid from your own computer, smartphone or tablet — anywhere you can access the web. At the Grand Auction, you will be provided a bid paddle to raise during the Live Auction.
How do I place a bid in the online auction?
To bid on an item, be sure you are signed in. Once you’ve located the item, you can select “Bid,” “Bid More,” or on some items, “Buy Now.” Click “Bid” to submit your bid for the next available amount. You may also enter a maximum bid by selecting the “Bid More” box if you’d like the system to automatically place a bid at the next bid increment if you are outbid. The system will automatically bid for you up to the limit you specify. When you are ready, click “Set Max Bid” button. Alternatively, where available you can click the “Buy Now” button and purchase the item for a premium pre-set price. Please note that It is your responsibility to ensure that you are not bidding against members of your household if multiple people from your household are participating in the online auction.
How will I know if I’ve been outbid on an item?
You will receive an OUTBID text (if you registered your mobile number) immediately if you have been outbid. Tap the link to view item(s) on which you've been outbid. If the item hasn't been closed out, you may place a higher bid.
Can I set up automatic bidding so I don’t have to bid manually on my items?
Yes. The online auction software allows bidders to set a “Max Bid.” Once you set your Max Bid, the system will automatically bid for you against other bidders up to the specific amount. To set a Max Bid amount, locate your item and select “Bid More.”You will then be able to set a Max Bid amount. Click “Set Max Bid” to ensure automatic bidding. If you’ve been outbid on your Max Bid amount, you will receive a notification.
When can I start bidding in the online auction?
The online auction opens for bidding on Thursday, May 9, at 5:00 PM. Get a jump start by setting up your account and selecting favorites before the bidding starts. The online auction will be visible beginning Wednesday, April 24 so you can view online auction items and mark favorites.
Where can I see what items I’m currently winning, before the auction ends?
Visit the online auction page. Expand the ≡ menu on the top left of the page and select “My Activity.” Here you can see Packages that you've favorited, are winning, been outbid on, or purchased.
How do I know if I won an online auction item?
Visit the online auction page. Expand the ≡ menu on the top left of the page and select “My Activity.” Take a look at the Winning and Purchased sections. Winning shows the biddable items you are winning or have won, and Purchased shows the count-me-in items you have purchased.
How to Bid and Donate
You will be invoiced after the auction for all items you’ve won or donations you’ve made through the online auction or at the Live Auction. Your credit card will NOT automatically be charged for auction items you have won.
When do I pick up the items I won?
You may pick up your online purchases at the WSF office (around the corner from Wildcats, Rm. 39C) on the following Monday after the auction between 2:30-3:30 or Wednesday 2:30-3:30. If you need to schedule another time to pick up your item(s) please contact us: wsf@woodsideschool.us.
PAYMENT AND LOGISTICS
When will I get my invoice?
Invoices will be emailed within a few days following the Grand Auction and will include all items purchased and list members of any winning syndicate bids of which you were a member. Please contact us at wsf@woodsideschool.us if there are any errors, omissions or syndicate information you failed to turn in earlier. Payment is due by Wednesday, May 29, 2024.
What if there’s an error on my invoice?
Please check your invoice carefully as soon as it arrives. If you see an error, contact the WSF office at wsf@woodsideschool.us ASAP. We will be accepting corrections up until noon on the Wednesday immediately following the Grand Auction.
When and how do I need to pay?
Payment is due by Wednesday, May 29, 2024. We prefer that you pay your final bill by check or Zelle. Payment by credit card is subject to an additional 4% fee. If payment is not received by the end of day on May 31, 2024 or we have not heard from you regarding your payment, your credit card on file will be charged Monday, June 3, 2024.
Can I charge my auction purchases to my credit card?
Yes. We do charge a 4% fee on auction purchases to cover the fees the Foundation is charged on credit card transactions. Please email us if you would like us to charge your card on file (or you may give us another card).
What if I want to split the cost of an item with another person/people?
Bidders can go in on items together using a Syndicate Form. Please see questions above regarding Syndicate Bidding. Syndicates can be used to purchase items in the online or live auctions. Syndicate forms must be turned in to the WSF office no later than 3:30pm on Monday, May 20. Forms may be turned in in person or emailed to: wsf@woodsideschool.us.
How will I know who won the online auction items I donated?
The WSF Office will connect donors and winners shortly after the auction. If you have any questions, please email the WSF office at wsf@woodsideschool.us.