Volunteers are critical to the successful running of a silent auction. Participants will need assistance understanding the bidding process, items need watching for security and safety, and logistical help is needed with steps like opening and closing bidding.
Using Silent Auction Volunteers
In general, plan to assign one auction volunteer per 50 items. More may be needed if displayed items are of high value, like art or jewelry (where vigilance may be needed to keep bidders from touching or moving items inappropriately). If items are spread over several rooms or spaces between which visibility or movement is limited, plan at least two volunteers per distinct space to ensure that someone is still scanning the space in case one needs a quick break, becomes engaged with a bidder or situation, or needs to obtain assistance from staff.
If volunteers are also participants at the event, plan to offer shifts, so that they will have plenty of time to bid on items for themselves and be social when not "on duty." Provide visibly marked "Volunteer" badges so that bidders know they can ask for assistance if needed.
Ideally volunteers would refrain from carrying drinks or food during their shifts and asking friends to catch them after their shift for social conversations so they can concentrate on the needs of the auction. This is best communicated volunteer-to-volunteer rather than from staff, so having volunteer leaders handle a pre-event training or communication is better than having these messages come from staff.
Silent Auction Security
During the silent auction, volunteers and staff should be scanning the room for general issues and those who may need assistance, as well as keeping a watch on valuable or small items. Volunteers should be aware of all Silent Auction Rules and Guidelines and ensure they are being followed. (See the related article for more details on appropriate rules.)
If bidding seems to be going well, volunteers should be walking around and scanning the bid sheets to watch for compliance with minimum bids and raises, ensure all bids look serious and straightening up displays as needed.
Silent Auction Announcements
The advisability of silent auction announcements varies with the tone and style of the event. If it is in keeping with the spirit of the auction, occasional announcements remarking on opening and closing bidding, counting down time remaining, or drawing attention to specific items or categories of items can be helpful to increase bidding.
However, if this would be inappropriate, consider posting signage (like "15 minutes remaining as of X:XX), or having volunteers walk around holding up countdown notices at occasional intervals.
With a careful eye towards item security, rules compliance and bidder assistance, volunteers can be invaluable in the successful management of a silent auction. For more information, see the related articles – Silent Auction Rules and Guidelines and Closing a Silent Auction.
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