How to Conduct a Silent Auction

A silent auction can be very lucrative when conducted properly. And when it comes to these types of charity events, you better believe that size matters. Getting the most out of an auction of this type means you have to think big and get organized. It also takes a small army to run one properly, and the bigger the army the bigger the profits.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Tables
• Donated auction items
• Bid sheets
• Lots of volunteers
• Cash for making change
• Auctioneer

1. Contact local businesses and ask them to donate items for the auction. You need a wide range of items in order to have something that appeals to everyone. In exchange for their generosity, promote the businesses at the auction by including their names in the program or on a banner. You can also have your emcee announce the companies periodically throughout the evening.
2. Display all the silent auction items on tables neatly and spread them out so that they're easily viewed. In front of the item, place a bid sheet that includes a description of the item and the required bidding increments.
3. Assign volunteers to work at each of the item tables to answer questions and watch the bidding. Depending on the value of the items, you may also need them for security purposes.
4. Designate a time during the event that the bidding will end and stop all bidding exactly at the same time. Generally silent auctions are held in conjunction with a gala style event and bidding goes on for a couple of hours. Have your auctioneer make several announcements about when the bidding ends to help build excitement.
5. Gather all the bid sheets when the auction closes and note who the high bidders were and the amount of the winning bids. Keep the table workers at their stations as the winners will need to present them with their receipt to claim their items.
6. Set up a check out line for people to pay for their items and give them a receipt they can take back to the table to claim their merchandise. Be sure to have plenty of people working the checkout because at this point, guests are ready to go home and they may get irritable if they have to wait in a long line.

Tips & Warnings

• Have plenty of cash on hand to make change when checking out the winning bidders, and decide ahead of time if you want to accept checks.