Creating Silent Auction Bid Sheets

Providing Key Auction Details Helps Bidders Buy with Confidence

Mar 29, 2009

The bid sheet is the primary communication with silent auction bidders about an item or package and should include all information they need to make a buying decision.

A bid sheet at a silent auction is more than just a place for event attendees to write down their names and bids. There are several significant parts to a bid sheet help it to encompass the many roles of sales piece, tracking sheet, item organizer and contract. Here's some details on how to design a bid sheet properly at a silent auction fundraiser.

Creating the Item Description

If the silent auction item or package has a title (see the article on Creating Silent Auction Packages), it belongs at the top of the bid sheet. There should also be an number that represents the auction category and individual tracking number which will help match the winning bidder with the item or certificate during check out. The item description should be descriptive including everything the bidder wants or needs to know in making a purchase decision. Collateral materials (letters or brochures) sent with the donation may be useful in crafting this information.

If not already clearly described in the text, any restrictions associated with the donation – including things like expiration dates, limitations on days or dates of use, exclusions, price caps, transferability, resale restriction or anything else included in a donor's letter, certificate or materials need to be plainly stated. No, this is not a "sexy" part of the item description, but since it's never known what the bidder's intention is for the item, it's important to share all the information. If the amount of "fine print" is truly space prohibitive, a copy of the letter or certificate can be stapled to the bid sheet with relevant information highlighted, and this can be indicated on the bid sheet and highlighted (this should not be a regular practice for , but only in special cases).

If packages include more than one item, include details and descriptions for all the items in the package.

Item Pricing and Bidding Grids

Bid Sheets should show the actual value of an item, the starting bid and the minimum raise (see the article Pricing Silent Auction Items for details on determining these amount). Then include a grid for donors to write their names (a note at the top of the name column to print or write legibly is not out of line), and their bid amount. Fill in the starting bid on the top line.

It is also a good idea to list the minimum increases down the grid and make it easy just to fill in names without doing math. It's surprising how bad math or misunderstandings on process can lead to confusion. Also include in the grid any details you may need for checkout procedures, such as table number or other identifier.

Multiple Winners of Auction Items

Sometimes auction items can have multiple winners – for example two sets of identical tickets or an outing for multiple couples or children. There are a few ways to do this. The top X bidders can be declared winners – they can all pay the lowest of the X bids, or they can all pay their bid. Multiple bid sheets can be created and placed side by side. Smaller grids can be created on one page for multiple bid sheets on one piece of paper. Whatever the method, be sure it is crystal clear exactly what an individual bidder will receive and how the process works. Multiple winners can lead to huge confusion if this is not clear during the bidding process.

The copyright of the article Creating Silent Auction Bid Sheets in Non-Profit Fundraising is owned by Nicki Heskin. Permission to republish Creating Silent Auction Bid Sheets in print or online must be granted by the author in writing.