How to Manage a Family Member's Silent Auction
A silent auction is an effective way for a family member to raise money. It's a rewarding experience to manage a family member's silent auction, because you are helping a family member. A silent auction differs from a yard sale or a garage sale in that people place competing bids on an item. You can include almost anything in a silent auction. Planning and organization are key to a successful event.
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Instructions
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Determine when and where the silent auction will take place. Ensure that auction attendees have access to parking if the auction is to take place at the family member's home. Rent space from a church or local club if the auction cannot be held at the family member's home. Make arrangements for tables to display small items and transportation for large items, such as furniture.
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Make a list of all items to be sold at least two weeks in advance of the auction and provide the estimated value of each item. Describe each item in detail and list distinguishing features. Provide the history for each item, if known.
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Number each item on the the list, and attach the number to the item using easily removable paper labels. Use a string to attach labels to items with a delicate surface that may be damaged by a sticker. Advertise the silent auction in the local newspaper one week prior to the event.
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Print bidding sheets for each item in the auction and provide a space for the bidder's name and dollar amount of the bid. Copy the number, the description and the history from the item list to the bidding sheet for that item. Provide the estimated value of the item at the top of bidding sheet so that attendees have a good idea about how much to bid on the item and list the minimum bid increase increments.
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Ensure delivery of all items to the auction location the evening before the auction if the auction is held at a rented location. End the auction at the specified time and then collect all the bidding sheets. Collect payment item.
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Tips & Warnings
Start planning the silent auction as far in advance as possible.
Try to connect your silent auction with another community activity, such as a school carnival or church dinner. Set up your auction at a community event and allow people who attend the event to bid on the items.
Provide refreshments for attendees, if possible.
Obtain an appraisal of high end auction items, such as antique furniture and art objects.
Ask for help from other family members if you feel overwhelmed.
Be honest about the value and history of an auction item; do not make it up.
Avoid taking personal checks as payment, if possible.
