OPS Auctions Lotting Sheets available below pictures.
MiniEX Auction Lotting sheets available on the bottom of the page
Next Auction: See 2016-2017 Schedule
Hintonburg Community Centre
1064 Wellington Street, Ottawa
Viewing begins at 6:30 PM.
To download lotting sheets, scroll to the bottom of the page:
"fill in and print" Excel copy or printable PDF copy (fill in by hand after printing).
We MUST insist that these forms are used at every OPS auction.
Auctions have been a consistently popular activity at the OPS for a long time, and have taken a number of forms. Both table and floor auctions have been offered, and in recent years the move has been to use the new technologies and the Internet to improve things such as preparing a catalogue, streamlining the actual auction management, and so on: the overall objective being to serve Members by creating the best possible environment for seller and buyer. A table (sometimes called a silent) auction is conducted with written bids; a floor auction is conducted by an auctioneer (a called auction). In the last year, these formats have been combined, with items being called whenever they attracted one bid. Four called floor auctions are scheduled in the OPS Program for 2016-2017 ( dates to be decided). The OPS with the RA club and APO, also operates the annual auction at MINIEX in February.
The OPS auctions are made possible by virtue of the consistent and enthusiastic support of a large group of volunteers, headed by an Auction Coordinator (currently Wayne Perrin). Our auctions have been progressively developed and improved over the past decade, and have reached a high level of efficiency.
The OPS auctions have been making a significant contribution to the OPS’s annual budget. However their primary purpose is to serve the Members and in doing so they must be revenue neutral.
Download and fill in, and print.
Download, print and fill in by hand.
Do not use the OPS lotting sheets for MiniEx
Filling in the lotting sheets
This slide show shows the fields that can be filled in, on the OPS sheets. PDF versions can be printed and filled in. Excel versions can be downloaded, filled in and then printed. Green fields are boxes to fill in, and blue fields are drop down boxes. If you print it first, the blue items can be circled.
How the OPS Auctions work
The present rules governing the OPS Auctions are as follows:
1. Only members of the OPS in good standing (those who have paid their current year’s dues) may enter lots in an OPS Auction.
2. Members who wish to enter items in the auction are to go to the OPS Website and fill in the necessary data in the auction lotting form, the process which will provide a lotting sheet. The current lot sheet is available on-line at www.ottawaphilatelicsociety.org, or, for those Members who do not have access to the Internet, it can be obtained from the Auction Coordinator. Non-Internet Members are encouraged to retain a “master” copy and make as many as they need for future auctions.
3. A Member may enter up to 20 items in an auction [This number could change]
4. Occassionaly : An online catalogue will be prepared for an auction and will be made available on-line not later than one week prior to the auction. Printed copies of the catalogue will be made available during the last meeting preceding the auction to those Members who do not have access to the Internet.
5. Members who wish to enter items in the auction are to provide the Auction Coordinator with a list of their items at least 2 weeks prior to the auction date or by a date prior to that at the discretion of the Auction Coordinator. No items will be accepted after the cut-off date except as noted in 8 below.
6. At least one week before the auction, Members will be provided with lot numbers either by e-mail, or by receiving a copy of their list at a regular OPS meeting.
7. The total number of items to be entered in the auction shall not exceed 350 and when 350 lot numbers have been assigned, no additional lots will be accepted.
8. If there are not 350 lots by the deadline Members who have already entered 20 lots can enter an additional number of lots. If Members have additional lots in excess of 20 that they wish to enter into the auction, they must list those additional lots and submit them when they submit their initial lots. The Webmaster will then include additional lots when he makes up the catalogue and assigns the lot numbers up to the limit of 350. Members will be advised which of their lots have been included and what the lot numbers are when they are informed of their lot numbers (see
6 above). There will be no lots accepted at the time of the auction that have not previously been registered and assigned lot numbers.
9. Members are asked to identify on the lot sheet the year and the name of the catalogue they use to value their item, for example: Scott 2008.
10. In the interest of providing an accurate catalogue the auction cataloguer may contact a consignor should it be determined that a description or evaluation does not properly reflect the item(s) being offered. In some instances items may be edited to ensure consistency within the catalogue proper, or the cataloguer may ask that the item be withdrawn.
11. Persons wishing to bid must register when they arrive on auction nights and pick up their Bidder’s Number.
12. Viewing at the Auction will ordinarily begin at 6:30 p.m., with the Auction commencing at 7:30 p.m.
13. Lots will be called in order (#1 through #350).
14. Following the close of bidding successful bidders will be able to pick up and pay for their purchases. Members may pay by cheque; non-members are required to pay with cash.
15. Unsold lots will be available for pickup following the close of bidding. The owner of the unsold lots must pick them up following the auction or arrange for someone to pick them up on their behalf. The Auction Coordinator and the volunteer team are not responsible for lots not picked up.
16. Members whose auction items have been sold will be paid that evening following the completion of payment by purchasers, or the following week, at the discretion of the Auction Coordinator. The OPS Auction will retain 10% of the sale price of each lot sold.
17. By submitting a lot a Member agrees to be bound by these Regulations.
18. The OPS Auctions are organized and conducted by a team of volunteers headed by the Auction Coordinator appointed by the OPS. The Auction Coordinator’s rulings and decisions related to these rules are final.
Successful auctions depend on having attractive offerings and as wide a potential buying group as can be organized. Therefore each member is encouraged to tell their friends about the auctions and to share the catalogue with them. Please advise the Webmaster so that arrangements can be made to contact those interested in OPS Auctions by future e-mails. In addition studies are being conducted and consideration given to extending the OPS auctions in a variety of ways that have been suggested or proposed by Members. One is to seek a practical way to open online bidding, thus significantly enlarging the buying group. Another is to develop a possible annual community auction. A form of table auction relying entirely on written bids that could be operated electronically is also being studied. Should it prove practical, it is planned to make the format used at MINIEX as consistent as possible with that employed in the OPS auctions. Overall, the system will need to be flexible (to meet the various needs of the Members) and technically secure so that it can be operated by the ever changing body of volunteers.
The Auction Sheet below, is for MiniEX ONLY.
Can be found in the Shows tab \Mini-Ex 2017