How historical societies get auction items donated

For letter structure and follow-up, see how to get silent auction donations and the donation request letter template. A society is unusual in that most of its catalogue is produced rather than solicited.

Start with what the society makes

1. Members' research hours

House histories, genealogy sessions, tours, talks. Ask each willing researcher how many they will take and treat that number as the cap. This is procurement even though nobody donates an object.

2. The reproduction list

Pick images from the collection that people will want framed — a street, a mill, a school class, a flood. Printing is the only cost and the same images sell again.

Then outside

3. Antique dealers and auctioneers

Natural allies who understand provenance, frequently members already, and able to donate stock as well as advise on what the society should not be selling. Ask them both things in the same conversation.

4. Descendants and families

People whose families the society documents. Many hold material they would rather see benefit the society than be dispersed, and nobody has told them the society accepts material for fundraising as well as for the collection.

5. Estates and downsizing members

Executors clearing houses, and members moving into smaller homes. Say plainly that the society accepts estate material to sell, and that the curator separates what belongs in the collection from what does not. This is the cleanest material a society ever gets, because the intent is explicit.

6. Local artists, makers and businesses

Especially anything depicting the town. Filler, and good filler.

What to offer

The item listing, a mention in the society's newsletter and the local history group, recognition at the annual meeting, and a receipt from the society named accurately. For a dealer, add something they actually value: a mention that the piece came through them, which is real advertising to this audience.

Timing

• Twelve weeks — researchers asked and caps agreed; reproduction images chosen and printed
• Eight weeks — dealers, descendants, estates
• Six weeks — provenance questions resolved on anything from the collection, in writing, in the minutes
• Four weeks — local artists and businesses
• Two weeks — catalogue closed; research items carry their scope and their researcher

General information, not legal advice for your society. Ownership, donor conditions and deaccessioning are fact-specific and depend on your own records and governing documents — your board and, where the society holds public collections, the municipality decide how any of this applies.

Committee structure: committee and volunteer roles.