During a silent auction, people go around to a series of items that are being simultaneously held in auction, and write their bids on bid sheets next to each item. Each successive bidder must place a higher bid than the one before, and the person with the final bid on the sheet when the auction closes is that item’s winner. While an auctioneer is not necessary for a silent auction, volunteers are needed to help “close the sales” (make sure the charity gets its money and the winner bidder gets his/her goods) at the end of the auction.
Choose when and where to Hold a Silent Auction
The success of a silent auction depends in great part on the number of people willing to bid… and bid again. Some silent auctions have gained such renown, and their affiliated nonprofits have such long mailing lists, that they are the premier event. However, most successful silent auctions are held in conjunction with other events such as a summer fair or awards dinner.
The auction needs to be held in a large area (like a ballroom or outdoors under a big tent) with lots of tables that allow people to easily walk by to see (and hopefully bid on) the auction items. The silent auction should preferably be open for several hours, to allow people ample time to see all the possibilities and to bid, bid, and bid again. The auction does need to end, however, before people start going home. Bidding frenzies often occur the last five or 10 minutes an auction is open.
Get Auction Items
This is another crucial element for a successful auction. If there aren’t plenty of wonderful items to bid on, then it’s going to be hard for the would-be fundraiser to make any money. Ask board members, volunteers, and clients to donate, or approach anyone who might want to donate an item. Ask them to get suggested retail prices, if it is not obvious. In order to maximize the bidding, try to gather things that will appeal to men, women, and children. Securing all the necessary donations can take several months, so start planning early. Good choices:
- Gift certificates to local restaurants, stores, and spas
- Tickets to local or regional parks, zoos, museums, sporting venues, theaters, etc.
- Children’s books and toys
- Vacation packages (hotel stay, train ride, etc.)
- Professionally handcrafted items
- Sporting goods, fishing equipment, hunting gear, etc.
- Cakes, chocolates, floral arrangements
- Lamps, chairs, end tables, and other furniture
- Video game players and other electronics
- Baskets, ribbons, and other things that add flourish to the auction items
Donations that should be avoided:
- Most shoes and clothes (people won’t bid on something that might not fit; gift certificates for a shoe/clothing store are great, however)
- Used items (unless it is a genuine antique, used items are best left for rummage sales, which can also make fine fundraisers)
- Anything that doesn’t seem worth spending money on (which isn’t to say that smaller, cheaper items should be discarded. They can be bundled with other items to make a more appealing package. For instance, a baseball cap, ice cooler, and rod & reel can draw lots of bidding).
Advertise, Advertise, Advertise
Again, the success of the auction depends on the number of willing bidders. Work with the event’s major sponsors to help get the word out. Include information about the auction on websites, newsletters, postcards, etc. Send press releases to all the local media outlets. Be clear about when, where, and who benefits from the silent auction. If there’s a particularly enticing item up for auction, mention it. But don’t wait until all the auction items are in – start drumming up excitement a couple of months in advance.
All that preparation will come in handy for the next stages: successfully carrying out and finalizing the transactions in a silent auction.
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