Organizing a Silent Auction

Organizing a Silent Auction

 

Constructing and organizing a silent auction is an excellent fundraising method for nearly any charitable association.  This is a fantastic way to raise money quickly and one that can even be turned into an annual, sponsored event.  Running an auction doesn’t have to be a painstaking or expensive task.  If your organization doesn’t have access or can’t afford a space to hold a local event, don’t fret.  With today’s technology, you can easily develop your silent auctions online.  In fact, you can sign up at IDonateToCharity.org where you can host auction after auction for only $24.95. 

 

What is a silent auction and how does it work?

When organizing a silent auction, participants submit bids on sheets of paper for the different auction items you display.  Before your auction takes place, prepare bid sheets for each item.  At the top of each sheet, boldly write a title and short description of the item up for auction.  Make sure your sheets look professional.  The remainder of the page should have a series of blank lines in which bidders can write in their name and bid amount for the item.

 

At the end of the auction, the person who has submitted the highest bid wins that auction item.  Online silent auctions run the same way.  However, bids are submitted electronically during the auction instead of in a public forum.  Many organizations will also host a dinner or other event to try to draw in more contributors and create a more entertaining, enjoyable atmosphere. 

 

How do I obtain items for organizing a silent auction?

There are many ways to accomplish this.  Plan to spend some time soliciting businesses, organizations, and individuals to donate what they can to your auction event.  This can include artwork or other items you can sell, services that individuals or businesses donate, or any other type of revenue generating source.  You and your organization’s members can also ask friends or family members to donate.

 

Another way to gain items for your auctions is to use wholesale sources available locally or on the web.  You can even create a themed auction by putting up items that are related.  If you need a wholesale source that can offer you a huge variety of items you can auction as well as drop ship your items directly to your customers for no additional costs, visit Charitable-auctions.com and sign up free.  Once you’ve signed up, we will give you a wholesale link where you can gain access to thousands of products at deeply discounted prices with no monthly membership or other costly fees to pay.  By utilizing this as well as our IDonateToCharity.org charitable auction site, you can easily and quickly get your silent auctions up and running with minimal to no cost. 

 

Remember to have diversity in the prices of your items.  Some should have higher starting bids while others should be more affordable.  Also, have some items that will appeal to women, others that appeal to men, and even items children would enjoy.  The more variety you have, the better your chances for success.

 

How do I set up and run my auction?

Once you’ve accumulated your auction items, you’ll need to set up an appropriate time and place for your event.  This also applies to online auctions.  Find volunteers or members of your organization who can assist in running the event.  Assign them each specific tasks so your event can run smoothly.  For example, Volunteer 1 will be responsible for organizing the items and bringing them out for display.  Volunteer 2 can work as a host at the door, handing out information, getting them to sign in, showing them where they need to go, and so forth.  Volunteer 3 can be in charge of pre-auction publicity and marketing campaigns.  Creating structure ensures that all aspects of your auction are properly managed and organized. 

 

If you’re holding your auction in a public forum, it’s essential that you set up the space appropriately.  Here are a few tips that can help you achieve this.

 

1. - There should be plenty of room for attendees, along with good air circulation.  You want your donors to feel comfortable so you can encourage bidding.  An over-crowded, hot, or otherwise distracting environment will deter bidders and can even cause them leave your event.
2. - You should place tables around the outer walls.  Display your items on the tables without crowding them.  - - Bid sheets and pens should be placed near each item and be easily accessible.  Have duplicates of each item’s bid sheet in case bidders run out of space.
3. It’s a good idea to arrange for security during your event.  It’s important to safeguard auction items, money being exchanged, and those who come to your event.  This is an extremely important consideration and should not be overlooked. 
4. - Before your auction ever takes place, create a list of bidding instructions and rules for those who attend.  - Print them out and have them handed out to all participants as they walk in the door.

 

When organizing a silent auction, how do I get publicity?

To pull off a successful silent auction, it’s essential that you create effective marketing campaigns and get the positive publicity you desire before, during, and after your event.  Let your community know what they can expect at your special occasion.  Direct your pre-auction publicity towards creating excitement and enthusiasm about your event.  Remember to include where and when your auction is taking place.   You can also mention some of items that will be available for bidding in order to entice potential partakers.

 

Posting advertisements about your event in local papers or magazines can boost attendance.  You can also fashion a simple flyer that you can place in stores, at the library, or other places around town where people congregate.  At the end of your event, make sure you give a warm public and private thanks to all those who have donated.  You can also acknowledge them in your newsletters or other materials, as well as send them a thank you note for their contribution. 

 

How do I properly end my auction?

You can either end your auction at a specified time or opt to have a secret time in which you announce that all bidding has closed.  When your auction is ready to come to an end, have your volunteers or workers spread throughout the space, ready to pick up bid sheets. 

 

You auction director should then list the names of top bidders for each item, along with the amount of their bid.  Then, they will post the list so participants can see what auctions they’ve won. 

 

Have a designated, organized place where auction winners can pay for their items.  You can designate another area in which they can take their receipt to pick up their item.  To organize this even better, allow those whose last names begin with A through E to pay first.  Announce this aloud.  Then, continue these alphabetical approaches to handling auction winners so you’re workers aren’t overwhelmed. 

 

Make sure you have plenty of change for people who choose to pay with cash.  If you accept credit cards, make certain that you’re set up and ready to take transactions.  Give winners a detailed receipt and include the number or name of the auction they won.  This way, they can take that receipt to the pick up area (if it’s separate from your payment area) to get their auction items.  For larger items, arrange for a pick up time. 

 

Organizing a silent auction can serve as a wonderful, effective way to gain good publicity and raise money for your charity.  Keep it simple, fun, and organized and you will surely have a successful, entertaining occasion that everyone will enjoy!

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