Auction Rules

ALL AUCTION LOTS ARE SUBJECT TO AVAILABILITY. Please review black-out dates and other details prior to bidding. Making arrangements promptly after winning your trip will increase the likelihood of your ability to reserve on your preferred dates. 

ONLINE BIDDING FOR SILENT AUCTION You may place your maximum bid directly at An online bid authorizes ClickBid to place incremental bids for you on one or more lots up to the maximum dollar amount you specify. ClickBid will automatically bid on the lot(s) of your choice for the amount specified. Online bidding will continue until Silent Auction closes at 9:00 p.m. on Thursday, May 17, 2018. Your online bid is a binding agreement to purchase the lot. You will be notified via text if you have successfully procured the items.

SWAN BALL FEATURED GUEST You may purchase tickets for a Meet and Greet Experience until 5:00 p.m. on Friday, June 1, 2018, or until sold out. This experience is available to reserve online.

ABSENTEE BIDDING FOR LIVE AUCTION You may place your maximum bid directly at An absentee bid authorizes Swan Ball 2018 to place incremental bids for you on one or more lots up to the maximum dollar amount you specify. Swan Ball 2018 will bid on the lot(s) of your choice for the lowest possible bid(s) and never more than the amount you authorized. Absentee bids for items to be sold by Live Auction at the Auction Party must be placed on prior to 5:00 p.m. on Wednesday, May 16, 2018, and absentee bids for items to be sold by Live Auction at the Swan Ball are to be placed on prior to 5:00 p.m. on Friday, June 1, 2018. An absentee bid is a binding agreement to purchase the lot. 

LIVE AUCTION AND SILENT AUCTION AT THE AUCTION PARTY ON THURSDAY, MAY 17, 2018  Selected lots will be sold by Live Auction in the ballroom. The Live Auction will begin promptly at 7:00 p.m. The remaining lots will be sold by Silent Auction at the Auction Party. Bidding for Silent Auction items at the Auction Party will begin promptly at 6:00 p.m. All Silent Auction bidding is through ClickBid. Auction Party guests may use the ClickBid app to bid via their smart phone, or they may communicate with a Dance Committee member who will assist in placing their bids. Place your maximum bid on the lot(s) of your choice and ClickBid will bid for you on one or more lots up to the maximum dollar amount you specify. ClickBid will automatically bid on the lot(s) of your choice for the lowest possible bid and never more than the amount you authorized. If you use the ClickBid app on your phone or if you give the Dance Committee member your cell phone number or email address, you will be notified via text and/or email if you are outbid. A bid placed through the ClickBid app or through a Dance Committee member is a binding agreement to purchase the lot.

At the Swan Ball on Saturday, June 2, 2018, additional selected lots will be auctioned Live in the Ballroom.

SUCCESSFUL BIDS AND PAYMENTS Auction purchases should be paid in full on the evening of the Auction Party or, in the case of items auctioned Live at the Ball, on the evening of June 2, 2018. After each Live lot is auctioned at both the Auction Party 2018 and the Swan Ball 2018, the high bidder will sign a binding agreement to purchase that lot. In the event of any dispute between bidders, Swan Ball 2018 shall have sole and final discretion either to determine the successful bidder or to re-auction and resell the lot in dispute. If any dispute arises after the sale, Swan Ball’s records shall be conclusive in all respects. Payment must be made by check, Visa®, MasterCard® or American Express®. Please make checks payable to Cheekwood, Swan Ball 2018. Items may be removed from the Auction only upon exhibit of a paid receipt. 

BUYER’S RESPONSIBILITY All lots are non-transferable and non-refundable unless expressly stated otherwise. Lots cannot be exchanged or redeemed for cash. Vacations and Valuables are sold as described in the Auction Brochure. All Vacations are valid one year from date of sale except as otherwise noted in the lot descriptions. Each Vacation is to be taken and each Valuable is to be redeemed during the time(s) specified in the lot description. If extensions or date changes are permitted, they will be subject to the donor’s written consent and availability, and additional fees may be incurred by the buyer. Date changes may result in the loss of lot components. Special invitations are subject to the schedules of the hosts who have extended them and may not be available if dates are changed. Private homes must be used only as specified and must be returned in the condition in which they were donated. If ticketed events are canceled, tickets are non-refundable and non-transferable. Swan Ball reserves the right to make substitutions of equal value if any component of a lot changes due to circumstances beyond Swan Ball’s control. Some donors may require the buyer to submit a W9. Air travel, ground transportation, taxes, fees of any kind, meals, alcohol, gratuities and amenities are not included unless expressly stated in the lot description. The buyer is responsible for clarifying questions about any component of a trip prior to departure. For international travel, passports must be valid for at least six months after date of return travel to the US. In addition, some international trips may require a visa and/or immunizations. It is the buyer’s responsibility to determine what will be necessary for the international trip well in advance of the departure to allow time for processing. Each trip, both domestic and international, will have a trip coordinator listed in the trip packet. The trip coordinator will assist with any questions that arise when booking the trip but is not responsible for making or confirming trip reservations. Please book the trip as early as possible to avoid disappointment regarding availability. If significant additional professional help is required to plan your trip, the purchaser may contact the travel agent who created the trip. Fees apply. Each travel agent will handle a limited number of international trips. 

TRIP INSURANCE AND CANCELLATIONS Trip insurance is the buyer’s responsibility. Swan Ball agrees to make its best effort to deliver each lot as sold. If a trip must be canceled or changed for reasons beyond Swan Ball’s control, the buyer agrees to select a comparably priced trip or a refund of the purchase price less any expenses incurred by Swan Ball. No comparably priced trip or refund will be given if a trip is canceled by the buyer. Each donor’s cancellation policy is binding. 

ACCOMMODATIONS AND AIR TRAVEL All accommodations are subject to availability and based on double occupancy, unless expressly stated otherwise. Airfare (international and domestic flights), airport transfers and all other ground transportation are the buyer’s responsibility and are not included unless otherwise specified. Air travel is based upon the availability of promotional seating, which may affect the buyer’s preferred schedule. No miles can be earned from airfare purchased in this Auction, and no stopovers are allowed unless otherwise specified. You may not use your own miles to upgrade airfare purchased in this Auction. Swan Ball is not responsible for expenses incurred or inconvenience experienced if a connecting flight is missed due to the late arrival of a regularly scheduled flight. Availability will be very limited on peak reservation demand days. Peak reservation demand days for international travel include Fridays, Saturdays and Sundays between April and November each year. Private air is subject to availability and restrictions as determined by the donor. Due to weight and space restrictions, all oversized luggage (including but not limited to golf clubs, skis and large suitcases) may incur excess baggage fees or may require separate shipment at buyer’s expense. Values are based on regular retail rates. Values by donors are exclusive of any promotions, discounts or specials.