Set up a charity auction

Everything about one auction, in one place. It stays a draft until you submit it and the admin approves it.

Winner admin

Voucher codes, winner certificates, winners and their coaching. Everything else about the auction is on the set-up page.

← Back to set-up

1. Style

Winner chooses. Members opt in, and the winner picks their coach from this page (like the Youth Adventure Trust auction). Named coach. You name the coach or coaches delivering, with no shortlist (like Silja’s Roots of Promise gala).

2. The charity

Charity name *

Registered charity number

Country

Website

The cause, in a sentence or two * (shown publicly)

Charity contact (not shown publicly)

Contact email (not shown publicly)

Charity logo (JPEG, PNG or WebP. Images over 2 MB are reduced for you. Please get the charity’s OK first.)

Where it appears: beside the title on the auction’s public page, and on its card in Charities we support. It’s always shown whole, inside a square with a white background, so it’s never cropped. A square logo, or one with a little space around it, looks best; a long, thin logo shows small.

3. The event

Event name *

Event date *

Place

Bidding is online, on an auction platform Bidding is in the room, on the night

Link to the auction listing

Bidding opens

Bidding closes

4. The lots

One voucher code per lot. Seats are the number of people coached, each with their own coach.

5. Coaches

Opt-in deadline for coaches *

Once the admin approves the auction, every coach in good standing sees it on their My auctions page and can opt in. An Invite coaches button then appears here, to email them a nudge.

6. Deadlines

Last day to redeem a code *

Last day to complete sessions *

The dates must follow each other: the coaches’ opt-in deadline, then bidding (online, the event date falls within it; in the room, the event), then the last day to redeem a code, then the last day to complete the sessions.

7. Terms

Standard ECA auction terms

These are the standard terms, ready to use. Edit them if you need to. Keep each term as its own paragraph, with a blank line between terms: they appear as a numbered list on the auction page and when a winner redeems their code.

Anything specific to this charity or event

8. Public page

Wording for the auction page *

Banner image for the page (optional; your own or the charity’s, never film or brand artwork)

Where it appears: as a wide banner across the top of the auction page, about two and a half times as wide as it is tall. A landscape photo works best. For a logo or a square picture, choose Show the whole image so nothing is cut off.

Page address

/auction.html?a=

The end of this auction’s web address, which you give to the charity for its listing. Use lower-case letters, numbers and hyphens, for example yat-adventure-auction-2026. Leave it empty and one is made from the charity and event names. Once the charity has the link, don’t change it, or the old link stops working.

Voucher code prefix (letters and digits, up to 8)

The start of every voucher code for this auction, so the charity and winners can see which auction a code is for. Leave it empty to use the charity’s initials and the year.

Show this auction in Charities we support on the public site

9. Outcome (after the event)

For each package: did it sell, and what did it raise? The total is worked out for you.

Total raised (in the auction’s currency, set on the packages)

Not known yet

The charity is happy for the amount raised to be shown publicly

Notes (not shown publicly)

Packages

Each package (lot) has its own section, in the order things happen: its voucher code, the winner’s certificate, who redeemed it, and their coaching. The steps at the top of each package show where it has got to. Live codes are shown in full, with a copy button, to the sponsors and the admin only; each time the page is opened it is logged. Winners and the people they name use private links; they don’t sign in. Their details are deleted 12 months after the coaching ends.

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Record a winner without a code

For a lot sold without a code, for example an auction in the room. Any unused code for that lot stops working.

Lot

Winner’s name

Winner’s email

Organisation (optional)

Phone (optional)

The winner has agreed that we may share their details with their coach and the auction’s sponsors, and keep them until 12 months after the coaching ends. Email the winner their private link now.

Summary for the charity

Numbers only, no names. Copy it into an email to the charity.

Set up a charity auction

Packages

Summary for the charity

Create winner certificate

Send to the charity for review