A silent auction is a charity event organized for fund raising. It is very different from the typical auction, which is conducted by the auctioneer who calls out the prices and the people raise hands or paddles for bidding at a certain price. It is the most preferred means for raising money at charitable events, since it will not detract you from the entertainment that is provided at the event. Knowing how to run a silent auction can help you in raising enough money for a charity.
A silent auction is conducted by setting some tables or displaying the items on which the people can bid. A minimum bid is set, especially if the item has a very high value. A paper will be placed next to it, which will let the people write their name and the bids. This will give people a chance in the event to tour through different events that are available at the auction and choose on which item they would like to bid.
Here are some simple steps on how to run a silent auction.
Things Required:
- Bid sheets
- Master list of all the items
- Masking tape
- Transparent page
- Painter’s tape for hanging signs on the items
- Markers
- Pens
- Whiteout tape
- Tables
If you have an outside auction:
- A tent or pop-in shelters
- A rain plan
- Colored paper and markers
- Staplers
- Information sheet
- Lock box
- Banquet roll
Steps:
- The first step will be making a master list of all the items, who all have donated and how much are they worth. If you are planning to run a silent auction next year, then you must ask your coordinates to attend some similar functions this year. Leave a space on your master list for writing who has won and what, along with their phone number, and how much have they paid. This will make sure that they get their items and you get your pending money.
- Place a number on every item. For this, you can use small black stickers or labels to stick on the products. If you have more that ten products and some of them are similar, then these stickers will help you keep a track of them. You will have to put the same numbers right next to the item on your master list.
- Now you will have to print the bidding sheets. Start writing the names of the products along with a short description of the product, the cost and who has donated that item.
- Start making a list of all the things that you will need and then you can go shopping for those things. If possible, try to buy the supplies from the warehouse so that you get a generous return policy. Remember to buy pens and markers in bulk, buy some whiteout tapes, bidding sheets and roll tape for taping the bid sheet down.
- Recruit some volunteers to help you out. You will be needing judges as well for monitoring the bid and ask some bank crew to take care of the bid sheets and collect money from the bidding and a clean-up crew as well.
- You will have to brief the volunteers about the silent auction. These people must know all the rules of the silent auction and whom should they see in case of problems. Set a dress code for the volunteers along with badges stating their designations.
- A day before the event you will have to start early. You will need extra time for setting up things and avoiding all the possible mistakes. Start laying out all the bid sheets and items, which the people can see easily. If you have many things to organize, then you will have to be creative in setting things up.
During the event
- You will have to ask the judges to monitor the tables just to make sure that the bid sheets are in place. The judges will have to check whether the people are following the minimum bid and the minimum increase as per the rules. Many people will have questions about certain things, so prepare the judges in advance for answering them.
- Once the closing times starts approaching, then you will have to give enough warning to everyone. Start making announcement at least ten times before the close times approaches. If you are closing the auction, then you will have to announce it clearly to everyone.
- After the bidding time has ended, ask the judges to pick up the pen and paper, so that no one can be sneaky in writing the bid after time. Judges will have to circle the winning bid and then make a line through the remaining space on the sheet, so that no one can come and add their name.
- Now, the judges will have to check whether the wining bid has followed the rule of minimum bid and minimum increase rule. If the bidder has not met the minimum bid, then keep the sheet aside you can decide later on how to deal with that bid.
- The judges can take the winning bidding sheets to the bank volunteers. If someone has won more than one item then you will have to staple both the sheets together.
- Now, you can start calling people one by one to the bank for collecting their winning bid and paying money for the same.
After the event
- Once the event is over you will have to deal with the remaining items. If some of the participants have left their belongings there, then take their number from the contact list and inform them about the same.
- The most important thing that happens in auctions is that you will have to be prepared for derelict bidders. There will be some people who will not pay for the things they have bid on. If this happens then you will have to call the next person who has bid the highest and see if they still want that product.
- You will have to return all the items that you have borrowed for the auction. Thank all the donors and the people who have helped you out for this event.
Tips and Warnings:
- If you are organizing an outdoor event, then you will have to consider the weather and plan accordingly.
- You must always use pens and markers for bidding and not pencils. Some people can simply erase the bid they just made and change it.
- If you have too many items in the auction, then you can consider closing one table after every 15 minutes. Doing this will generate enthusiasm amongst the bidders and they would want to know what every table is offering. If you plan to do this, then you must decide which product will go on what table. Usually the products, which are more attractive and expensive, will go on the last table.
- Punch holes on top of all the bidding sheets and run a string through them and set it aside on the table. This will be helpful in keeping the bidding sheets in more organized way.
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