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02 March 2010 @ 10:23 pm
Auction Closing Procedure  
This post contains information about auction closing procedures, confirmations of winning bids, the donation process, donation confirmation and thoughts on sharing the wonderful works created as part of help_chile.

Please read the entire post before asking questions. If you have any questions about any of the topics in this post, other than questions concerning the charities selected, feel free to ask them in a comment to this post; if you have questions about the charities, please read the post here and ask your question there.


What's the quick and dirty version of the closing/notification/donation/confirmation/creation process?


The auction will close at 16:00 PM Greenwich Mean Time (GMT) on Wednesday 10th, 2010. About half an hour later, the comm. mods will inform to the Offerors can start notifying the winning bidder in a reply to your winning bid. In the afternoon of XX (GMT) comm. mods will also start notifying winning bidders - you can tell we're official by the shiny "You've won!" icons we will have!

Once you've been notified that you won, you can donate to any of the charities listed in this post or in our UNICEF site.

It doesn’t matter if the donations are via Internet or made in person, because the comm. mods will know if you have donated. Then, the comm. mods will notify to each Offeror that their winning bids have donate.

Once you've made your donation, the process of fulfilling your bid can begin. The Offerors will be informed so they can create/send/work on your winning item. Remember that you have their emails and the comm. mods will give them yours. That way you can keep in contact.



Okay, okay. Now, more details, please?


When the clock strikes noon, what will happen?

All comments/replies in this comm. will be screened for approximately thirty minutes; this means that any bids placed after noon will not be visible, and will never be unscreened as they will not count.

After thirty minutes (although it may be as much as an hour), we will switch the settings so only comments on the Offering posts are screened.


Why?

This gives us a chance to shut down bidding rapidly. But because of the quirks of LJ, comments will be sent out even though they are screened; therefore, if you are an Offeror and get notification of a "bid" on your item that was made after noon, please disregard it.

Note: We can tell whether bids have been edited; we will look to the time at which the post was edited to determine the time of bid.


How are you going to let winners know they've won?

There are two methods that we are going to use: Both the Offeror can let the Winning Bidder know as explained below, and the Comm Mods will let the Winning Bidder know.

After the comm. mods contact the Offerors informing them who have won their offerings, the Offeror is going to reply to the winning bid notifying he/she have won!

Congratulations! Now, you can donate right now or just wait for the confirmation of the comm. mods. They are going to reply to the winning bids the next day after the Offerors do. It is like more official, if you want to call it that way. Because the mods will use an “You’ve won!” icons.


I won! How do I donate?

You can donate via Internet or in person (i.e.: bank account). Here are all the ways you can donate from your country or you can donate in our UNICEF site.

When do I have to donate by?
Deadline is on Monday 15th, 2010, around 18:00 PM (GMT). Of course, the sooner you donate, the better, as the Offeror isn't supposed to start work on it or ship it until the donation confirmation is in.

OMG! I donated before bidding closed! Does it count?
If you didn't use that donation receipt as confirmation for something else, it will count as long as you donated after Wednesday 3rd, 2010.

Squee! I won multiple things! Do I have to donate for each separately?
No, you can do one donation to cover everything if you want to - you don't have to! You just have to send an email to help_chile[at]hotmail[dot]com with all the details (whose offering you won and the donation for each separately, then the comm. mods calculate if the numbers match and it’s done!)


I've donated! How do I confirm that I've donated?


When you donate you must get a receipt. If you donate electronically, it should be emailed to you; you can screencap the on-screen confirmation or the one that is emailed to you. If you donate in person, get a written receipt; if you have a written receipt please write your LJ username and/or email address on it, then scan or photograph it. If you donated via text messaging, confirmation should be in your online phone management system; please screencap the confirmation.

You can confirm your donation by forwarding the screencap, scan or photo to help_chile[at]hotmail[dot]com. Subject: CONFIRMATION OF DONATION.

In your confirmation, please include the URL(s) for you winning bid(s) and the amount(s) of the winning bid(s).


We are expecting a big influx of confirmations in the first few days after the Auction closes, so don't be surprised if the help_chile mods don't reply to your confirmation for a day or two. If we haven't replied after three days, please send it again, and put RESEND in the subject.


I'm concerned about personally identifying information! Can I redact anything on my electronic receipt?


Definitely. If it's an electronic receipt, after screencap it, edit it. If it’s an written receipt and you’ve already photographed it or scanned it, edit it.

How? Use Paint or other software of this kind to draw a black line on the personally identifying information. Just strike the information you want to protect from us.

We need to be able to see the name of the entity you donated to and their address, the date/time of donation, the amount donated, a confirmation number and either (a) the first letter of your first and last name, or (b) your entire first name. (Remember to write your LJ username if it’s a written recipe).




WHEW! Lots of information, we know. But everyone has been wonderufully self-organized so far, and we just need to get past these little complexities to end this first round of the help_chile auction successfully.


THANK YOU ALL so much for all your help, your offers, your bids and your support! FOR EVERYTHING! You, guys, rock!

help_chile also want to thanks help_haiti for letting us use their Auction Closing Procedure as an example for this one. Your kindness is amazing!

Questions?
 
 
 
florannafloranna on March 3rd, 2010 02:27 am (UTC)
Honestly, I don't have time to write or do any other fandom things and I am completely broke, but I would love to offer a letter from Finland with a small gift inside every month for a year. Help?
Gabriela: HELP CHILE!gabilu on March 3rd, 2010 02:29 am (UTC)
In the second round we will have more options (like offering objects or things like your offering).

Thank you tough! Personally, I'd love to recieve a letter from Finland every month.
(no subject) - floranna on March 3rd, 2010 02:35 am (UTC) (Expand)
(no subject) - gabilu on March 3rd, 2010 02:42 am (UTC) (Expand)
(no subject) - floranna on March 3rd, 2010 02:55 am (UTC) (Expand)
(no subject) - gabilu on March 3rd, 2010 10:27 am (UTC) (Expand)
bootsy_minebootsy_mine on March 3rd, 2010 07:28 pm (UTC)
When are the stories due?
Gabriela: HELP CHILE!gabilu on March 3rd, 2010 07:43 pm (UTC)
All auctions will end on Wednesday 10th, 2010 at 16:00 (GMT).
(no subject) - bootsy_mine on March 3rd, 2010 07:54 pm (UTC) (Expand)
(no subject) - gabilu on March 3rd, 2010 07:59 pm (UTC) (Expand)
(no subject) - bootsy_mine on March 3rd, 2010 08:17 pm (UTC) (Expand)
(Deleted comment)
(no subject) - gabilu on March 4th, 2010 08:04 pm (UTC) (Expand)
xlcatloveressxlcatloveress on March 4th, 2010 12:18 pm (UTC)
Are you going to have a section where people can post requests for things they might like to see and then, those who are debating making an offer could peruse the section and perhaps take a requester up on their request for a certain 'price/bid'?
Gabriela: HELP CHILE!gabilu on March 4th, 2010 05:46 pm (UTC)
We're thinking about that. When the first round is completely over, we will do a Lighting Round tough.

Thanks for the sugestion!
kuurai on March 4th, 2010 07:16 pm (UTC)
donating
Would it be possible to do the donation by mail, or through my school?
ariadnechanariadnechan on March 4th, 2010 11:30 pm (UTC)
Re: donating
where do you live??
because in US you have alternatives by phone and in New York a bank account??
delivery with money conceal in mail is difficult to arrive it destiny.
Re: donating - kuurai on March 5th, 2010 12:32 am (UTC) (Expand)
Re: donating - kuurai on March 5th, 2010 12:32 am (UTC) (Expand)
(Deleted comment)
Re: donating - kuurai on March 5th, 2010 12:40 am (UTC) (Expand)
Re: donating - gabilu on March 5th, 2010 12:48 am (UTC) (Expand)
Re: donating - kuurai on March 5th, 2010 01:39 am (UTC) (Expand)
Re: donating - ariadnechan on March 5th, 2010 05:32 pm (UTC) (Expand)
Re: donating - gabilu on March 5th, 2010 12:36 am (UTC) (Expand)
Illucienillucien on March 5th, 2010 02:00 am (UTC)
I have a question, would it be possible to donate to the Canadian Red Cross,since they have one for Chile as well? Link Here.

Since the bids are in USD, can I convert the amount USD of the winning bid to the Canadian amount, to make it easier for my case?
judi42judi42 on March 5th, 2010 12:18 pm (UTC)
Yes, you can donate to the Canadian Red Cross and convert USD to Canadian amount :)
kamiyo on March 5th, 2010 06:51 am (UTC)
Hello The same question as above. Can I donate to my local branch of red cross, caritas or UNICEF? I'm from Europe and I will be paying by postal order - the problem is that charges to send money abroad are very high.
judi42judi42 on March 5th, 2010 12:19 pm (UTC)
Yes!, just confirm your donation if you are a winning bidder :)
Jimmy John: Kirk/Bonescoldmero on March 11th, 2010 12:39 am (UTC)
I've just replied to my winning bidder that they won- but the comment is screened. Are they still going to be receiving it?
Gabriela: HELP CHILE!gabilu on March 11th, 2010 12:46 am (UTC)
They are not screened anymore.

Just in case, the mods also are going to reply in a couple of hours telling to the winning bidders they have won.
g_girl143: Adorkable Sheldong_girl143 on March 11th, 2010 06:02 am (UTC)
Just replied to my winning bidder
I've just replied to my winning bidder here http://community.livejournal.com/help_chile/2966.html?thread=308630#t308630 and also sent her a private message. I told her to send me a private message here in livejournal as a reply, but in case she contacts you because she is unable to do so, you have my permission to give her my e-mail address.

Thank you for this opportunity to help Chile :D
the female ghost of tom joad: tangerinesjanie_tangerine on March 11th, 2010 08:02 am (UTC)
I replied to my winning bidder here with contacting info. ;)
not the memphis belle, try another war plane: 𝄞 I'M A GIRAFFEalexander on March 11th, 2010 12:38 pm (UTC)
Replied to the winner o7
xan: YAAAYkeepasmile on March 11th, 2010 01:52 pm (UTC)
I've just replied to the winner~
m. something-or-otherspacefragments on March 11th, 2010 04:38 pm (UTC)
(Deleted comment)
I have a PhD in derrière millinery.cruiscin_lan on March 11th, 2010 06:33 pm (UTC)
Can we donate via LJ V-gift, and if so, how would you like the confirmation to be made?
Gabriela: HELP CHILE!gabilu on March 11th, 2010 07:16 pm (UTC)
Of course you can! LJ made a special V-gift for help_chile, so you canm buy it and you will be donating to our UNICEF site.

The confirmation of the donation has to be as usual: you send an image of the receipt or confirmation of the donation of LiveJournal.
the female ghost of tom joadjanie_tangerine on March 11th, 2010 08:22 pm (UTC)
I replied to my other winning bidder here. ;)