What is an Inventory Catalog?
Your single source of truth for all auction items—titles, photos, values, donors, restrictions, fulfillment, and status. A good catalog speeds setup, prevents mistakes, and powers reporting.
Core Principles
- Consistency: One naming + numbering system.
- Completeness: Every item has photo(s), FMV, bidding rules, restrictions, fulfillment info.
- Traceability: Donor/source, procurement status, and change history.
- Searchability: Short, keyword-rich titles + tags.
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Start Your AuctionField Definitions (What to Track & Why)
| Field | Why it Matters | Example |
|---|---|---|
| Item ID | Unique tracking + audit | CAT-2025-00123 |
| Category | Filtering + browsing | Dining, Travel, Experiences |
| Item Title | Search + marketing | “Chef’s Tasting for Two” |
| Short Subtitle | Clarifies value | “Wine pairing included” |
| Tags | Discovery | local, foodie, date-night |
| Description (200–400 chars) | Sell the story | Menu, venue, blackout dates |
| FMV | Tax + pricing | 300 |
| Starting Bid | Momentum | 100 (≈ 30–40% FMV) |
| Bid Increment | Pace | 10 |
| Buy Now | One-click revenue | 420 |
| Restrictions | Avoid disputes | “Expires 12/31/2026; blackout Sat.” |
| Expiration Date | Clarity | 2026-12-31 |
| Quantity / Lots | Bundles, multiples | 1 (or Lot of 3) |
| Condition | Donor trust | New / Like New |
| Donor / Source | Recognition, receipts | “La Terra Ristorante” |
| Donor Contact | Stewardship | name@domain.com |
| Procurement Status | Pipeline tracking | Pledged / Received / Missing |
| Location | Storage, pickup | Office Closet A |
| Images (URLs) | Conversion | 3–5 high-res |
| Fulfillment Type | Hand-off plan | Digital cert / Pickup / Ship |
| Shipping Terms | Cost & carrier | “Winner pays; UPS Ground” |
| Winner (post-event) | Reconciliation | Bidder #214 |
| Winning Bid | Revenue | 360 |
| Paid? / Date | Finance | Yes / 2025-05-21 |
| Delivered? / Date | Closeout | Delivered / 2025-05-25 |
| Notes (Internal) | Edge cases | “Replace cert if lost” |
Naming & Numbering Rules
- Format:
CAT-YYYY-nnnnn(e.g.,DIN-2025-00123)- Prefix by category (DIN, TRV, EXP, ART, KID, SPN).
- Titles: 45–60 chars, front-load keywords, avoid jargon.
- Photos: 1 hero + 2–4 detail images; 1600×1200+, neutral background.
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Pricing Guidance
- Starting Bid: 30–50% of FMV (lower for momentum).
- Increment: 5–10% of starting bid (round to $5/$10).
- Buy Now: 120–160% of FMV for in-demand items.
Compliance & Clarity
- Always list restrictions (blackouts, age limits, alcohol, transferability).
- Include expiry and pickup/shipping terms.
- Keep donor receipts tied to FMV and the winning bid.
KPIs to Track
- % items with 2+ bids
- Avg bids per item
- Sell-through rate (items sold / total)
- Avg over-FMV % (sold price vs FMV)
- Category revenue mix
- Photo count per item vs. performance
- Process Checklist (printable)
- Numbering scheme created
More Resources
Process Checklist (printable)
- Numbering scheme created
- Category list finalized
- Photo spec & backdrop set
- FMV source documented
- Starting bid & increments defined
- Restrictions verified with donor
- Fulfillment path decided (digital/pickup/ship)
- QA pass (typos, broken links, missing fields)
- Pre-event export → staff packet
- Post-event reconciliation (paid/delivered)
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Pro Tips
- Use QR codes on shelf tags linking to item pages.
- Add a “Condition & Restrictions” line in every description.
- Track image count—items with 3+ images usually perform better.
- Tag bundles with
bundleand list components in bullets. - Reserve a “Missing Assets” view to hunt down items with no photos or FMV.
Frequently Asked Questions
What is an Inventory Catalog for charity auctions?
Your single source of truth for every auction item—titles, photos, values, donors, restrictions, fulfillment status, and reporting fields.
Why do we need a centralized catalog instead of a simple spreadsheet?
A structured catalog keeps items searchable, prevents duplicate IDs, speeds setup, and powers accurate receipts and post-event reporting.
What fields should every item include at minimum?
Item ID, title, category, photo, description, FMV, starting bid, bid increment, restrictions, donor, and fulfillment status.
How should we structure item IDs and naming conventions?
Use short, unique IDs (e.g., CAT-101) and benefit-first titles (e.g., “Napa Wine Weekend for Two”). Keep formats consistent.
What is a “risk-free” or consignment experience in the catalog?
You pay the nonprofit cost only if the item sells at or above the required minimum; unsold items carry no obligation. General information, not financial advice.
Can we sell the same consignment experience more than once?
Often yes—many packages allow multiples. Confirm the allowable quantity in advance and note it in the item record.
How should we set starting bids and increments from FMV and costs?
Use FMV and nonprofit cost as anchors. Common practice: start at 10–30% of FMV, use logical increments, and set Buy-It-Now to protect margin. General information, not financial advice.
What copy and photos perform best in the item page layout?
Lead with a benefit-first title, add a crisp hero image, use bullets for inclusions and restrictions, and end with clear bidding instructions.
Which restrictions and fees must be disclosed to bidders?
Blackout dates, booking windows, transfer rules, and any added taxes, resort fees, or gratuities should be plain and prominent. Not legal/tax advice.
How do winners redeem travel experiences and how long do they have?
Winners follow the certificate’s instructions and work with the booking team. Most certificates include a redemption window and blackout dates.
What’s the recommended pre-event timeline for building the catalog?
- T-21–14 days: reserve items; load photos/copy; set IDs.
- T-13–7: promote marquee items; enable early bidding.
- T-6–1: finalize increments, rules, and buyer CTAs.
Which KPIs tell us if our catalog is working?
Bids per item, percent meeting reserve, average winning bid vs cost, sell-through rate, revenue per category, and time-to-redemption.
How do we feature items to maximize bids online and at the event?
Pin marquee items, use hero images, spotlight limited quantities, and cross-promote via email, social, and in-room displays.
What post-event steps keep fulfillment smooth and donors happy?
Report winners promptly, issue certificates, collect balances, and hand off to the booking team with accurate contacts and item notes.
Can we track multiples and variants of the same package in the catalog?
Yes—use quantity fields or separate IDs (e.g., CAT-201-A/B) to track how many units you may sell and what’s been redeemed.
How does the catalog support receipts and donor acknowledgments?
Accurate FMV, buyer details, and fulfillment notes flow into receipts and thank-you letters, reducing errors and follow-up.
What common catalog mistakes should we avoid?
Vague titles, missing restrictions, duplicate IDs, no donor attribution, and late winner handoffs are common revenue killers.
Who do we contact for reservations or winner support on experiences?
Use the catalog’s reserve/request link before the event and direct winners to the booking contact on their certificate after the event.
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