Auctioning or raffling off eligible bachelors/bachelorettes for a great cause can be a fun and entertaining, and surely one of the hottest fundraising events your nonprofit will ever host (with or without the rose ceremony).

Steps to Run a Rotary Charity Bachelor / Bachelorette Auction in California

Running a Rotary Charity Bachelor / Bachelorette Auction as a fundraising event involves careful planning to ensure it’s engaging, profitable, and compliant with Rotary International guidelines, California state laws, and federal tax rules. Rotary clubs are encouraged to use creative events like this to support local and global causes, but they must align with Rotary’s emphasis on ethical fundraising, volunteer-led activities, and transparency. Unlike raffles or bingo, auctions are not considered gambling under California law, so no special gaming license is required, but other regulations apply.

Bachelor auctions typically involve auctioning “dates” or experiences with eligible participants (e.g., Rotarians or volunteers) to the highest bidder, with proceeds benefiting Rotary projects. The event can be live (on-stage bidding), silent (bid sheets), or hybrid/virtual for broader reach. Start planning 5-8 months in advance to allow time for approvals and compliance.

Below is a step-by-step guide based on best practices from Rotary resources, general nonprofit auction planning, and California-specific requirements. Consult your district governor or Rotary International for club-specific approval, and seek legal/tax advice for your club’s situation.

1. Secure Internal Approvals and Form a Planning Committee (1-2 Months Before Planning Begins)

• Why? Rotary events must align with club bylaws, district guidelines, and Rotary International’s fundraising policies, which emphasize volunteer involvement, no paid fundraisers for solicitation, and funds used for charitable purposes (e.g., Rotary’s areas of focus like community development or polio eradication).
• Steps:
  • Present the idea at a club meeting for approval. Highlight how it supports Rotary’s mission (e.g., raising funds for local scholarships or global grants).
  • Form a committee of 5-10 volunteers (Rotarians, spouses, or community members) with roles: event lead, procurement chair (for bachelors and items), marketing lead, finance lead, and day-of coordinator. Include diverse skills for promotion and logistics.
  • Review Rotary’s fundraising guidelines (available on my.rotary.org) to ensure the event is ethical and inclusive. Avoid anything that could be seen as coercive or unprofessional—emphasize fun, platonic “dates” (e.g., coffee outings or group activities).
  • If your club is new to events, attend a Rotary grant management seminar for best practices on financial stewardship.
• California/Rotary Note: Ensure your club is in good standing with the California Registry of Charitable Trusts (via the Attorney General’s office) and has filed recent IRS Form 990 (or postcard equivalent). Rotary clubs qualify as 501(c)(4) tax-exempt but must file annually by November 15 to maintain status.
• Potential Cost: Minimal (volunteer-based).

2. Set Goals, Budget, and Timeline (Months 1-2 of Planning)

• Why? A clear plan ensures profitability and accountability, as required by Rotary for using funds effectively.
• Steps:
  • Define goals: Aim for $5,000-$20,000+ based on past events; target 100-200 attendees. Decide on format (live for excitement, silent for ease).
  • Create a budget: Estimate income (ticket sales, bids, sponsorships) vs. expenses (venue $500-$2,000, auctioneer $1,000-$3,000, marketing $200, insurance $100). Rotary recommends keeping costs under 30-40% of revenue. Seek donations for food/drinks to reduce costs.
  • Set a timeline: 5-8 months out for venue booking; 3 months for promotion. Include deadlines for bachelor recruitment and item procurement.
  • Choose date/time: Fall or spring evenings (e.g., avoid holidays); weekends work best for attendance.
• California/Rotary Note: If alcohol is served, obtain a temporary permit from the California Department of Alcoholic Beverage Control (ABC) to comply with state law. Rotary stresses responsible events—designate drivers or use rideshare partnerships.
• Tip: Use tools like Rotary’s event planning guide or software (e.g., BetterWorld for online elements) for tracking.

3. Handle Legal and Compliance Requirements (Months 1-3)

• Why? California regulates charitable solicitations to ensure transparency; non-compliance can lead to fines or loss of tax-exempt status.
• Steps:
  • Registration: If your club solicits donations exceeding certain thresholds, register with the California Attorney General’s Registry of Charitable Trusts using Form CT-1 (initial) and renew annually. No special auction registration is needed, as auctions aren’t raffles. For online components, check if your platform qualifies as a “charitable fundraising platform” under AB 488 (effective 2024)—register via Form PL-1 if it facilitates multiple charities.
  • Sales Tax: Auctions of tangible items (e.g., gift certificates) may require a seller’s permit from the California Department of Tax and Fee Administration (CDTFA). Collect and remit sales tax on the item’s fair market value (FMV) portion; the excess bid over FMV is tax-deductible for bidders. Use CDTFA Publication 18 for nonprofits. Exemptions apply for occasional sales by volunteers.
  • Federal Taxes: Provide IRS-compliant receipts. For quid pro quo (item received for bid), disclose FMV on bid sheets/receipts if over $75—the deductible amount is bid minus FMV. Donated items to the auction are deductible at the donor’s basis (not FMV) if sold.
  • Insurance/Liability: Obtain event insurance (Rotary offers club liability coverage); ensure bachelors sign waivers for photos/publicity.
  • Other: If virtual, comply with data privacy (e.g., CCPA). No UBIT (unrelated business income tax) for one-off volunteer-run auctions.
• California/Rotary Note: Consult the AG’s office (oag.ca.gov/charities) and IRS Publication 526/1771. Rotary clubs must report auction revenue on Form 990; failure risks revocation of exempt status.
• Resources: Public Counsel’s “Anatomy of a Fundraiser” guide; For Purpose Law Group’s charity auction overview.

4. Recruit Bachelors, Procure Items, and Secure Sponsorships (Months 2-4)

• Why? Engaging participants drive bids; Rotary promotes community involvement.
• Steps:
  • Recruit 10-20 bachelors (Rotarians, professionals, or celebrities) via club networks. Provide bios/photos; emphasize fun, safe dates (e.g., dinner for two, no obligations). Get written consent for participation and publicity.
  • Bundle “dates” with auction items: Partner with local businesses for donated meals, tickets, or experiences (e.g., restaurant vouchers). Aim for 20-50 items/packages valued at $100-$1,000 each.
  • Solicit sponsorships: Approach businesses for $500-$2,000 contributions in exchange for logos on materials. Rotary encourages for-profit partners for date packages.
  • Catalog items: Photograph, describe, and estimate FMV for tax purposes. Set starting bids at 25-30% of FMV.
• California/Rotary Note: Ensure all donations are acknowledged with IRS-compliant receipts. Rotary guidelines prohibit paid solicitors—use volunteers only.
• Tip: Theme it (e.g., “Rotary Heroes Auction”) to tie into Rotary’s service ethos.

5. Select Venue, Vendors, and Technology (Months 3-4)

• Why? A professional setup enhances appeal and compliance.
• Steps:
  • Book venue: Hotel ballroom or community center (capacity 100-300); include AV for bios/music.
  • Hire vendors: Professional auctioneer (earns fees via higher bids); caterer for light dinner ($20-50/person). For silent/live, use bid sheets or mobile bidding apps (e.g., Handbid or OneCause).
  • Add elements: Emcee, music, decorations. For hybrid, use Zoom for virtual bids.
• California/Rotary Note: If serving alcohol, ABC permit required. Rotary recommends eco-friendly setups aligning with sustainability focus.
• Potential Cost: $2,000-$5,000; offset with sponsorships.

6. Promote the Event (Months 4-1 Before Event)

• Why? High attendance maximizes revenue; Rotary emphasizes community outreach.
• Steps:
  • Target audience: Club members, families, local professionals (women/men for inclusivity).
  • Marketing: Sell tickets ($50-100) via email, social media, flyers. Use Rotary networks and local media. Promote as “fun for a cause” with bachelor teasers.
  • Send “Save the Date” 5 months out; formal invites 60-90 days prior. Offer VIP perks for early buyers.
• California/Rotary Note: Disclose registered status in promotions if required. Include tax info (e.g., “Portion may be tax-deductible”).
• Tip: Leverage Rotary’s raise.rotary.org for ideas.

7. Execute the Event (Day Of)

• Why? Smooth operations build trust and fun.
• Steps:
  • Setup: Display bios/items; register attendees.
  • Run auction: Live (auctioneer calls bids); silent (bid sheets close at end). Collect payments immediately (cash/app).
  • Engage: Music, mingling; announce winners.
  • Volunteers: 10-15 for check-in, bidding, cleanup.
• California/Rotary Note: Monitor for sales tax collection. Ensure inclusivity—no harassment.
• Duration: 2-4 hours.

8. Follow Up and Report (1-2 Months After)

• Why? Builds relationships; required for compliance.
• Steps:
  • Thank participants: Emails/receipts with tax info (FMV disclosure).
  • Distribute items: Coordinate “dates” safely.
  • Report: File IRS Form 990 by November 15; AG annual report if needed. Track funds for Rotary grants.
  • Evaluate: Survey for improvements; report success to club.
• California/Rotary Note: Remit sales tax to CDTFA within 30 days. Use proceeds for Rotary projects (e.g., district grants minimum $1,000).
• Tip: Share impact stories to encourage future support.

Potential Challenges and Tips

• Budget Example: For a $10,000 goal—$4,000 from bids, $3,000 tickets/sponsors, $3,000 misc.; expenses $3,000 (net $7,000).
• Risks: Low turnout (promote early); tax errors (use sample forms from Blue Avocado).
• Rotary-Specific: Tie to global goals; apply for district grants if expanding.
• Total Timeline: 5-8 months; scale based on club size.

For templates (e.g., bid sheets, checklists), see resources like Rotary 5320 or Nolo’s auction guide. If your club needs help, contact Rotary’s fundraising support at raise.rotary.org. Always verify with professionals for your specifics.