How to Plan a Silent Auction

Silent auctions typically go hand-in-hand with a live auction, although a silent auction can exist separately. Often a dinner or food of some sort will go with a silent auction, along with a necessary speech and explanation of the auction’s motive. Preparing for an event of this nature requires a good bit of time along with an understanding of how a silent auction works. With the right groundwork, your silent auction will be a successful and enjoyable event.

Instructions

Difficulty: Challenging

Things You’ll Need:

• Items to auction
• Venue
• Guest book, pens, auction sheets for each item, blank receipts, money for change, credit card reader, calculator, tables and stands to hold the items, tablecloths, camera and film

1. Attend as many silent auctions as you can in order to get a good idea of how they are run and what you will need to be successful.
2. Decide what you would like to sell at the auction: artwork, baked goods, antiques, whatever you have or can get that is of interest to you.
3. Determine the purpose of the auction. Will you donate the proceeds to a local charity? Will the proceeds go towards the beginning of a project? Will you donate the money to help someone get medical treatment?
4. Begin looking for and collecting goods to auction. Put up advertisements online, in newspapers and on the radio, requesting specific items from people in your community. Ask your friends and family if they can donate anything to your event.
5. Find a suitable venue for the event. Remember to find out the rental cost, along with any fees for insurance or other requirements. Ask about hiring a caterer if you decide to include food during your event. They may work exclusively with one caterer or can recommend a good one to you.
6. Decide on a date for the auction. Ensure that the venue is available for this time.
7. Purchase all necessary supplies for your silent auction: guest book, pens, auction sheets for each item, blank receipts, money for change, credit card reader, calculator, tables and stands to hold the items, tablecloths, camera and film.
8. Write a speech or ask a speaker to begin working on a speech. Check in with the speaker at least one week before the event in order to ensure his availability and dedication to your occasion.
9. Prepare everything the night before. Put all supplies in one place, ready to be packed into your car in the morning. Double-check your list before going to bed, and then again in the morning before you head out for the auction itself.