A silent auction is an effective way to raise money for a charitable cause.
An auction is a proven method to raise money for a charity organization or an individual in need. Items are offered for sale to the highest bidder, and organizers hope the group setting will create competition for the items. While a typical auction is a stand-alone event and involves an auctioneer, a silent auction can be part of a full night of entertainment. In a silent auction, guests place their bids into a container near the prize display. At the end of the auction, the person whose bid was highest for a particular prize wins that item.
Instructions
Planning
1. Before you decide to hold a silent auction as a fundraising event, make sure you can provide the elements considered important to making it a success. According to stepbystepfundraising.com, a successful auction should have a goal, bidders, attractive auction items at a variety of prices, and an adequate number of volunteers.
2. Set goals for the number of attendees as well as amount to be raised. Form a committee or designate one person to generate publicity for your auction. Recruit volunteers to solicit and pick up the items prior to the auction.
3. Make your auction items appeal to the interests -- and the pocketbooks -- of those who will attend. Offer a wide variety of items, from sporting event tickets to mini-vacation getaways. Seek items from a wide price range, and your guests are more likely to find something they like and can afford.
Event Night
4. While the proper pre-planning is essential to the success of your silent auction, make sure things run smoothly during the event. Provide enough pens and paper to accommodate all of the bids.
5. Ask your emcee or director to motivate people to bid on the items. Set up a table to solicit direct donations to offset the costs of the organization, as this will give guests the chance to help your cause even when they are out-bid for an item.
6. Close out the bidding by section, starting with the lowest-priced items. Set up a station for winners to collect the items, and use multiple lines, perhaps one for those paying with cash or check and several lines for credit cards.
7. Have a process in place for checkout, and either post it by the checkout table or have your emcee announce it. Have volunteers check bid sheets for irregularities, such as a minimum bid amount not being met, and have them ready to collect the items for the winners. To ease the process, call winners up in groups; for instance, start with those whose last names begin with A to G.
It may take some time to process bids, so keep your guests entertained while they collect their winnings. Have auction winners bring their bid sheets to the checkout table. As they pay for the prizes, give them a copy marked PAID and keep a copy for yourself. Send them to the auction runners to collect their prizes.
