Administration

• Market Analysis

The collectible car market continues to show strong demand, particularly in high-profile locations. Auctions in prestigious settings often achieve significant proceeds, making Geneva an excellent choice.

The event targets wealthy individuals, car collectors, and corporate sponsors who value luxury and philanthropy. Geneva's affluent local community and its international appeal provide a robust foundation for attendance. To stand out from competing events, careful attention should be paid to scheduling and promoting the auction as a unique charitable initiative.

• Venue and Logistics

Copper Castle’s grandeur makes it a fitting venue for a high-profile charity auction. The venue’s capacity and layout must be carefully planned to accommodate car displays, bidder seating, and a VIP reception area.

Accessibility is a critical consideration, as the transportation and display of high-value cars require smooth logistics. Adequate parking and loading facilities must be verified. Additionally, the venue should offer reliable technical capabilities, including sound systems, lighting, and live streaming options to enhance the auction experience and potentially attract online bidders.

• Financial Feasibility

A clear and detailed budget will be crucial to balancing revenue and expenses.

Revenue is expected to come from ticket sales, auction proceeds, and sponsorships. Tickets should be priced to reflect the luxury theme, while partnerships with luxury brands, automotive companies, and banks can provide sponsorship packages.

Estimated costs include venue rental, catering, transportation, security, and marketing. To manage uncertainties, a contingency fund of 10–15% should be allocated. A break-even analysis will help determine the minimum revenue required to cover costs and meet fundraising goals.

• Marketing and Promotion

The event’s success depends on attracting the right audience through an effective marketing campaign. Invitations should be sent to wealthy individuals and collectors through exclusive luxury networks.

Geneva-based media outlets and international platforms will provide valuable PR opportunities to highlight the auction’s exclusivity and charitable purpose. A social media campaign, featuring the collectible cars and emphasizing the event’s unique nature, can further build excitement and visibility.

• Alcohol license

  We use a licensed catering or bartending service familiar with Swiss regulations. They are responsible for managing service in compliance with laws and carry their own liability insurance.

• The Swiss establishment are recognized for its efforts to ensure accessibility in public spaces and venues, including hotels and event locations.

  We’ll provide Personal attendants, also called personal care aides for blind people and Services dogs are accepted to the venue.

  And we’ll provide a sign language interpreter It's important to include a sign language interpreter for the auction bidding, in order to ensure that evervone can take part

• Mutual agreements, competent adult parties signed, mutual right to remedy, mutual obligation to create legal relationship.

  Our contracts for the charity gala

  1. Sponsors

  • Logo

  • Exclusivity

  • Hospitality rights

  • Proofing procedures

  2. Entertainment

  • Riders technical requirements, security, transportation and backstage requirements.

  3. Venue

  • Security deposit

  • Cancellation

  • Late conclusion

  • Additions or alterations

  5. Services

  • Catering

  • Bar

• Data Protection

  This auction of collectible car event involves handling peoples personal and financial information, for this reason the importance of complying with data protection laws and regulations. It will protect the company and covers costs that include financial protection in case of a data breach, legal defence cost, third party claims as well as coverage for any fine or penalty.

  Equal Opportunities.

  We promote fairness, inclusivity, and diversity in the planning execution and participation of the event. It condemns any form of Sizeism, Classism, Racism, Sexism, Ageism, Enthnism, Ableism. `

  Public Liability

  Having a public liability insurance, protects us the event organizers, our stakeholders and any third party from medical liabilities, property damage, legal defense costs, and financial protection.

  Employers Liability

  We take into consideration and is legally obliged to provide our workers with an employer's liability insurance, to ensure their protection in case of any illness or accident.

  Property

  This insurance protects the venue from any damage, vandalism, theft and natural disasters that may occur, as well as the event organizers and the event’s stakeholders' investments or any equipment, or infrastructure in the venue.

  EVENT CANCELLATION INSURANCE

  It is an important aspect of risk management in our events because this insurance provides financial protection in case the event is canceled or postponed due to unanticipated circumstances,

  such as natural disasters, terrorism, pandemics, etc. It covers ticket refunds, marketing costs, sponsorship losses, venue costs and coverage for vendor/supplier financial commitments.

• Event Risks

  A primary risk is low attendance, which could undermine the auction’s financial success. To mitigate this, organizers must invest in strategic marketing and build anticipation among the target audience well in advance. Another risk is that some cars may sell for less than expected, which can be mitigated by setting minimum reserve prices after expert valuation. Additionally, competing events in the region could dilute interest, so thorough research on overlapping dates is necessary to avoid scheduling conflicts.

  Operational Risks

  Venue-related risks include logistical challenges for car transportation and restrictions on noise or setup. To address these, a comprehensive site inspection and discussions with the venue’s management should be conducted. The transportation and display of high-value cars involve the risk of damage, which can be minimized by hiring specialized logistics providers. Finally, weather conditions could impact any outdoor

  elements, requiring backup plans for indoor alternatives.

  Financial Risks

  Budget overruns represent a significant concern, particularly given the high costs associated with the venue, catering, and marketing. Detailed budgeting and fixed-rate vendor contracts can help control expenses. The event’s success will also depend heavily on sponsorship revenue. A shortfall in sponsorships could create financial strain, so diversifying income streams through ticket sales and auction proceeds is essential.

  Health and Safety Risks

  Crowd management is critical, particularly when managing VIP attendees and securing the high-value auction items. Sufficient security personnel and crowd control measures must be in place to prevent any incidents. Health regulations should also be monitored, and necessary precautions, such as hand sanitization and ventilation, should be implemented to ensure guest safety.