February 13, 2011

 

Floor Auctions are held twice annually at the Ottawa Philatelic Society, typically in the months of December and May.  Also, a formal proposal is being put together to explore the interest and logistics for hosting an annual online (eBay) auction on behalf of the OPS members - see "Regional Auctions" for more information.  All of this is only made possible through the ongoing and generous support of our volunteers and the cooperation of the participants.

 

The following is a set of established guidelines for the OPS Floor Auctions.  The Auction Co-ordinator reserves the right to modify these guidelines with ample notice to the membership.  The Auctioneer is provided with final judgement(s) with respect to the successful sale (price and winner) of each item offered.

 

Last Updated May 2010 - date of contact information revised March  2011 

 

- Floor Auctions begin at 7:30 pm. Viewing begins at 6:30 pm.

 

- Members who wish to enter items in the auction are to provide Wayne Perrin with a list of their items 2 weeks prior to the auction date. No items will be accepted after the cut-off date.

 

- Members who have access to a computer will be sent an EXCEL spread sheet approximately 3 weeks before the auction to fill in and return by the cut-off date.

 

- Members who do not have access to a computer will be provided a “hard” copy of the spread sheet to fill it in and return by the cut-off date.

 

- A week before the auction, members will be provided with lot numbers either by e-mail, by phone, or by receiving a copy of their list at the regular OPS meeting.

 

- Members can then complete their lot sheets and fill in their lot numbers.

 

- Members who are on-line are able to go to the OPS website www.ottawaphilatelicsociety.org to download auction lot sheets. They can be filled in “on-line” including the lot number and printed.

 

- Members who do not have access to a computer will be able to obtain lot sheets from Wayne Perrin. They are encouraged to retain a “master” copy and make as many as they need for future auctions.

 

- Members are able to enter up to 15 items each in the auction.

 

- Total number of items to be entered in the auction is 300.

 

- If there are not 300 lots, members who have already entered 15 lots can enter an additional number of lots. Therefore when members return the filled in EXCEL spread sheet with their initial 15 lots, please include any additional lots you wish to enter. Hank will include as many additional lots  as needed to reach the total of 300 lots. This will be done in the order that the initial lots were received; ie: 1^st come, 1^st served.

 

- Members filling in the lot sheets are encouraged to identify the year of the catalogue they used to value their item; ie: Scott 2008.

 

- No bids are to be written in the spaces on the lot sheets as all lots will go to “the floor”.

 

- When the viewing is over at 7:30 pm, there will be a five minute break for the auction volunteers to organize the actual auction.

 

- Following the break, the items will be auctioned off. Please note the bidding increments at the bottom of the lot sheet.

 

- Lots with no bids will be set aside by owner on a table to be handed back to the owner when he/she leaves.

 

- Lots with a bid will be placed on a table by bidder number for pickup by the bidder at the end of the auction.

 

- When the bidding is completed, there will be a five minute break to allow the auction volunteers to organize for the payment and giving out the lots.

 

- Following the break, the bidders will pick up their purchases and proceed to the table where their purchases will be tallied.

 

- Following that they will take their purchases and the tally sheet to the Treasurer where they will pay for their purchases and return their bidder’s number.

 

- The successful bidder can then leave with his/her purchases.

 

- Members who entered items in the auction but did not sell them, are able to pick up their lots and leave.

 

- Members who sold items will be paid at the next OPS meeting. OPS will retain 10% of the sale price of each lot sold.