After determining the overall plans for Organizing a Silent Auction and Setting Up a Silent Auction, it's time to think about the details of the presentation of the items themselves.
Overall Silent Auction Décor
For most auctions, significant decorating should not be necessary. In fact, what may seem like attractive decorating choices can sometimes cause confusion over what is décor, and what is for sale! For very high-end fundraising events with high ticket prices, it may be appropriate to choose and theme and hire an event management company or a specific event decorating firm (yes, there is such a thing) to help select a theme and handle this. The company would then provide tablecloths, table dressing, centerpieces and the category signage. They may also be able to provide display easels, and other specific display needs for those items that require them.
For most auctions, a great deal can be handled in house through just working with color. Rent colored tablecloths that complement the overall theme and look of the event (either all the same, or different ones for each category), or work with the florist or catering company to simply extend the décor for other parts of the event into the auction space.
Displaying Silent Auction Items
Taking time to display items attractively definitely will increase bidding. When organizing packages, give some thought to pairing items that have something physical to display with those that are simply certificates (and should not be displayed, kept in a secure location and claimed by winners when paying for items). Ideally, copies (marked *void*, front and back, including all restrictions) of certificates should be stapled underneath bid sheets so that buyers have access to all available information and limitations when bidding.
For example, a certificate to a Mexican restaurant can be paired with some donated margarita glasses. It may even make sense to have a small budget for items like a bag of chips and margarita mix salt to create a "Mexican Fiesta Basket." Be sure to include any items purchased in this way in the retail value of the basket.
It's fine to also have some items that don't have displays – a few certificates paired together – plan item numbering so that these items alternate on the display with the physical items, to keep tables from being cluttered in some areas and empty in others.
Ask volunteers to donate baskets to use for display – most people have at least a couple of these sitting around the house (and if the event is periodic, volunteers can get the habit of saving ones they encounter). Purchase cellophane and ribbon to give baskets a finished look, and keep items secure.
Displaying Silent Auction Jewelry and Art
Jewelry should be placed on jewelry display stands. It may be appropriate to invest in some of these for periodic events, or ask a local jewelry store for loaners for the evening. Art, books, or other memorabilia should be placed on easels (place these behind the bid sheet on the table, or at the ends of the tables), plate stands, book stands or other display tools of this sort.
For high end art at a high-end auction, it may be appropriate to hire someone (or use a volunteer) qualified to display and light the pieces properly to show respect the donation and artist and show the pieces to best effect for bidding purposes.
Taking the time to organize and display items attractively will make the auction more pleasant to browse and buy, raise the overall sense of the worth of the offerings, and raise bids on specific items. Once plans are in place to have the auction set up and beautiful, it's time to turn attention to the details of Running a Silent Auction.
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