After Closing a Silent Auction, it's time to prepare for check-out. A common mistake of silent auction planners is to plan so carefully for the auction display and bidding process that they fail to also plan for an efficient, professional check-out process. This is a critical step, because nothing will mar the memory of enjoyable auction faster than a disorganized check out process.
It's important to remember that once the excitement of bidding is over, and bids are totaled, the goodwill of donors is still needed to collect the promised funds. That goodwill will be stretched thin if the process actually paying for auction items is unpleasant.
However payment will be handled, at dinner tables, at a checkout table, or in some other way, there are steps that can be taken in advance of the auction to ensure bidders get what they paid for with a minimum of waiting.
Train Volunteers for Auction Check-Out Jobs
Be sure that there are sufficient staff and volunteers to handle the size of the auction and bidder pool. Ideally, some volunteers should be trained specifically to process payments, some to gather together packages and, if needed, some to be "runners," going to winners at their tables or event location to collect payment and deliver prizes. Always err towards overstaffing to avoid lines or the possibility of running out of time.
Organize Auction Prizes for Efficient Check-Out
A central clearinghouse of information on what is included in a package can avoid a lot of time searching and double-checking at the event, as well as mistakes that may anger a bidder. Plan to have a file box for each category large enough to handle an envelope for each item. Number each envelope with an item number – one for each item, regardless of what is in the package. If there are certificates or gift cards in the package, place them in the envelope. If there are additional physical items, or just physical items in the package (these would have been displayed on the auction tables), list these on the outside of the envelope.
The purpose of this is that during a sometimes hectic checkout, it is easy to pull an envelope for each item won by a bidder, have the certificates ready and have a quick reference for any physical items that also need to be located.
Label Auction Items Clearly
When possible, include a label with items numbers on prizes. Auction checkout can move fast, and items may have shifted away from display signage during the auction. Having an item number on the back or bottom of an item (when appropriate – don't place a label on memorabilia or other valuable items!) for easy reference can eliminate problems later.
Preparing for silent auction check out before the auction even begins can be the most important step in ensuring a positive experience for bidders and staff alike when Managing Silent Auction Check-Out.
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