subject: How To Run A Silent Auction [print this page] If you are going to run any kind of charity auction event, the first thing you need to know how to do is run a silent auction. This is not a very complicated process, and can be a very fun and rewarding activity.
First, make a master list of all the items, who donated them, how much they are worth, and who went and asked at that business. If you are going to do this again next year, it is nice to have the same people go to the same businesses each year.
Include space on your master list to write who won the item, their phone number, and how much they paid. This way you can make sure they get their items and you know how much money you made.
When making a master list, consider using a computerized program. Another volunteer might be willing to input the information.
If so, make columns for donor name, address, and phone number, item number, item description, and value. Put a number on each item.
Use small blank stickers or labels available at general stores and office supply businesses. If you have more than a few items and if any of them are similar, it makes keeping track much easier.
Put the same number next to the item on your master list. Don't forget to print bidding sheets.
Write the name of the item, a short description of the item, how much it is worth, and who donated it. This gives them a bit of advertising as a thank you for donating.
Include a minimum bid, generally 20% of the retail value, and minimum bid increase increments. One rule of thumb for minimum increase is $1 for items up to $50, $2 for $50-$100, $5 for items over $100.
Make sure there is space for the bidder's name, phone number, and the amount they bid. Make a list of supplies you think you'll need and go shopping.
Try to buy supplies at a warehouse store with a generous return policy. If the store requires a membership, keep that in mind when sending someone on a run for last-minute supplies.
And make sure that person has a cell phone and that a key person at the event has that number. After they have left for a supplies run, you'll surely find something else that needs to be picked up.
Buy plenty of pens and markers, some whiteout tape, extra bid sheets, and an extra roll of tape to tape your bid sheets down. You don't want people waiting to write down how much money they will give you.
Recruit volunteers-a contact list, especially an email list, is handy for this. You will need volunteers to help set up, judges to monitor and close tables at the appointed time and make sure minimum bid and minimum increase requirements were met, a "bank" crew to organize bid sheets and collect money from winning bids, and a clean-up crew.
Select volunteers willing to be officials. These people will need to know the rules of the silent auction and who to go to for questions they can't answer.
During the event they will wear something-hat, vests, jackets, or sashes-that designates them as officials. Start setting up early; a day before the event.
You'll need extra time not only to set up but to allow for any mistakes. If you can, set up a day or two before the auction so you don't have to stress about it.
Consider designating someone who is willing to go to the store to buy forgotten items. Lay out all the items and the bid sheets so people can see them.
If you have a lot of items, you may have to be pretty creative. For example, some things might be better hung on walls or placed on display easels.
Don't worry if the bid sheet isn't right next to the item, just make it close. That's what the numbers are for.
A number sticker should be on each item that matches each bidder sheet for that item. Have a volunteer making up bid sheets for items without them and certificates for items that need those.
Certificates are for items such as donated services that don't already have a certificate. You can also use your own certificates for gift certificates with small print that are hard to read.
Last, tape the bid sheets down-it's easy for bid sheets to get blown or knocked around. It is truly that simple-now get out there and find some bidders!
