Instructions for a Silent Auction
Silent auctions are one profitable and exciting way to raise funds for special events and organizations. Some people enjoy the thrill of entering the winning bid at the very end of the auction and capturing a special item from the grasps of other bidders. Silent auctions do not have verbal bidding wars. Participants bid on items throughout the course of the auction, perhaps more than once, and the highest bidder at the end of the auction wins.
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Things You'll Need
- Items for purchase
- Bid sheets
- Auction instruction sheets
- Pens
- Display tables
- Payment table
Instructions
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Preparing for Your Silent Auction
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1
Collect items for your silent auction. You may ask for donations from members of your organization, solicit donations from local merchants, purchase items for the auction or some combination of these sources. You will have a higher profit margin if you get donations, which can increase the likelihood that you will reach your targeted goal.
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2
Display your items in ways that encourage your attendees to stop, take a second look and make a bid. Package some items together to make offerings that are more valuable. The more attractive the package appears; the more valuable your bids will be.
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3
Align your displays with the flow of the room so they get the highest visibility. Place your bid sheets with accurate descriptions of the item and its value next to the display. List the starting bid and bid increments. Leave plenty of room for multiple bids. Scatter pens around to encourage people to bid.
Conducting Your Silent Auction
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4
Encourage your attendees to wander through and look at all the items. Ask bidders to write down the item numbers when they bid and check back often to see the progress on the item and make new bids as appropriate. If they write down the item number, they will have an easier time checking out.
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Make an announcement at the beginning of the auction and periodically to explain auction protocol. Have instruction sheets available for them and have auction personnel mingle. Point out your personnel so bidders know who can answer their questions.
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Instruct your personnel to periodically check bid sheets to verify that bidders are filling them out correctly. You want your beginning bid to be at least as much as your minimum bid requirement. Check to see that new bids stick to the bid increments for that item. Make sure there is a name next to the bid. Make an announcement to correct common mistakes when necessary.
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Alert people before time runs out. Intervals might be 30 minutes and 15 minutes, with a five-minute last call before the auction ends. Encourage bidders to make their bids and get your auction personnel to help where needed.
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Collect bid sheets when the auction ends and have people come to your payment table to check out. Match names with bid sheets and collect payment. Have your auction personnel then match receipts with items.
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References
- Photo Credit Window display. image by Victor Samoilovich from Fotolia.com
