How to Put Together a Silent Auction

No gavels are required in a silent auction.

Fundraising for a nonprofit organization or charity can be a challenge. A fun way to raise money is by holding a silent auction. A silent auction is where donations of luxury items, personal services or even vacation packages are solicited from businesses and auctioned off to bidders. A silent auction can be held online or at a special fundraising event. The silent auction participants submit closed bids, and the highest bidder receives the auctioned item for the amount of her bid.

Instructions

1. 

   A volunteer committee is the best way to plan fundraising events.

   Form a small committee to plan and organize the event. The committee should at least include a committee chairperson, a secretary and a treasurer. Though all members should be involved in the planning and execution of the silent auction, specific duties should be assigned to individual committee members as well as to additional volunteers that can handle minor details. The chair should coordinate the entire event and delegate responsibilities to volunteers not part of the committee. The secretary should organize all communications and documentation required for the event. The treasurer should handle the financial aspects.

2. 

   Having an online auction option can increase the number of bids.

   Decide whether your silent auction event is going to offer online bids or if bids can be submitted only at a special fundraising event. The online option can bring additional bidders, but limiting bid participation to a charity event may be an added bonus.

3. 

   Choosing the right banquet hall for your event can increase attendance.

   Find a banquet hall or similar location where event attendees can have dinner and socialize, but also be able to preview items up for bid. The location, amenities and catering options should all be considered. An admission price for the silent auction can be requested from attendees to cover these costs as well as generate additional revenue.

4. 

   Restaurant packages are a common silent auction item.

   Solicit donations for the silent auction. Items such as audio visual equipment, spa packages, vacations or dining packages are just some of the things that can be donated. Inform donors they will be included in all event advertising and promotion. Depending on the tax status of your organization, the donation can have tax advantages for them.

5. 

   E-mail is an inexpensive first step in promoting your silent auction.

   Advertise the silent auction by contacting previous donors and soliciting through prospective donor lists. If your event is for a member organization, send invitations to all members. Depending on the scale of the event, other forms of advertising such as newspaper, radio and television should be considered. Issuing a press release or contacting local community calendars regarding the event are good ways to increase visibility without incurring costs.

Tips & Warnings

• Get as many volunteers as needed to handle minor event aspects, such as finding possible locations or providing a list of entertainment options.

• Keep responsibility and control of event decisions to the committee; letting too many people make decisions can cause confusion.

References

• Step by Step Fundraising: Five Essential Elements of a Successful Silent Auction
• Fundraiser Insight: How to Host a Silent Auction Fundraiser

Resources

• Online Charity Auctions