Setting Up a Silent Auction
Organization and Presentation are Key Steps to Maximize Fundraising
Jun 30, 2009
An effective silent auction setup first relies upon excellent auction organization and package creation (see articles Organizing a Silent Auction and Creating Silent Auction Packages for details on how to do this). Once categories have been determined and packages are created, it's time to think about the physical layout of the silent auction.
Organize Items by Category
Use the categories created in the "Organizing a Silent Auction" step to create physical separations between parts of the silent auctions. Group tables together for the same category, in rows, by creating squares or circles with the table, by placing separate categories in distinct rooms or spaces, or some other layout that makes sense with the event venue.
Be sure to use large signage displayed on easels, in the center of grouped tables, hanging from the ceiling or some other visible place to describe the auction category. Use the item numbers created on bid sheets on the large signage as well (e.g., If Hotels and Travel are items 100-142, and Restaurants and Dining are items 200-325, the signage might read 100s – Hotel and Travel and 200s – Restaurants and Dining.)
Create Signage for Individual Auction Items
Along with the detailed information on the bid sheets, standing signage behind individual items creates a nice uniform look for the auction as well as makes it easy to find specific items. Item signage should contain the item number and the name of the item or package in large type, and optionally the donor(s) of the item in smaller and/or distinct type. Color coding categories by matching paper color of item signage with the paper color of the larger category signage is also a great way to help bidders locate categories and items of interest and find items when it's time to increase bids.
It is not necessary to invest in bulky and expensive plastic sign holders to display item signage. 8½ x 11 light cardboard stock and sticky easel-backs can be purchased at many paper supply or art supply stores, or online (find an example of sticky easel-backs at artsuppliesonline.com).
After use they can be folded down and stacked, and reused at other events (not only for auctions but for other tabletop signage) by either gluing another paper over the signage, or even better, by using removable glue stick whenever attaching signs and then removing them for reuse. The signs will look better with a higher-weight paper than standard 20# copy stock. A 60# or 70# stock (such as Astrobrites-type paper) is an excellent choice.
After overall setup is designed, it's time to think about attractively Displaying Silent Auction Items.
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