Too often, closing a silent auction is left as an afterthought. But bidders take their auction purchases seriously and an organized closing respects their actions. Equally important is planning a close that will maximize fund raising and bidder satisfaction.
Ending Silent Auction Bidding
When giving instructions for the silent auction, including closing time or other rules, be sure to also follow them. Bidders will make strategic bidding choices based on those instructions, and will be annoyed if they make a bid at closing and then someone comes in over them because it closes five minutes late.
Secure extra volunteers for the close, so that it can go as quickly as possible. Use highlighters to quickly mark the winning bid on each sheet – that way there is no question in case someone tries to add a bid after the item is closed.
Have a plan in case multiple bidders are "stalking" an item at close or arguing over who will make the last bid. If there doesn't seem to be a fair way to determine who had the high bid, consider offering them the chance to make a final sealed bid for the win. Or, they can all agree to match the highest bid on the sheet and decide with rock, paper, scissors. Have a provision in the Silent Auction Rules and Guidelines for this eventuality.
Consider a Staggered Close
In the case of an auction spread over multiple rooms, or for a large auction, a staggered close can be a good strategy. Closings can be staggered by space, as in the case of multiple rooms, or by category. Post or announce closing times that are five or more minutes apart. This will enable bidders to check in on bids in the different areas or categories. The more action items have at closing, the higher the possible bids.
Keep it reasonable – guests don't want to spend half the night defending bids for items if you have lots of spaces or categories. But most bidders will appreciate the chance to focus on a smaller portion of the auction rather than having to choose just a favorite and risking losing the rest.
Claiming Silent Auction Prizes
The method for bidders to claim winning bids will be determined by the nature of the event. For example, casual events may invite bidders to pick up their winning bid sheets on their own and bring them to check out. Some events may track bidders on a master registration with bidding numbers and either ask bidders to check in before leaving, or post winning bidder numbers so they know to report to check out. More formal events with sit-down dinners may either ask guests to list table numbers, or cross reference a seating chart, and use staff or volunteers to visit winners at their tables, collect payment and bring prizes.
Whatever methods of closing and claiming prizes are used, Preparing for Silent Auction Check-Out is critical to making sure the process of Managing Silent Auction Check-Out will run smoothly, as nothing ruins a great event like making guests wait in long, disorganized lines for the "privilege" of paying money.
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