A silent auction can raise funds for your organization.
Many nonprofit or educational organizations host a number of events throughout the year to raise money to support their cause. While some events are more successful than others, organizations rely on fundraisers to sustain their activities. One common fundraising event many organizations hold is a silent auction, allowing guests to bid on items with proceeds benefiting the organization. If you are managing a silent auction, you will need to focus on securing items, completing logistical tasks, and soliciting volunteers to run the event.
Instructions
1. Solicit volunteers. Not only will you need volunteers for the day of the auction, but you'll also need help preparing for the event. Towards this end, form committees that will help with logistics, outreach for your event, and setting up the auction space. Each of these committees can take on significant responsibilities to ensure the event is successful and runs smoothly.
2. Secure items for auction. Contact potential donors and present a written description of your organization, the event, what the it supports and what types of items you are looking to auction. You should reach out to businesses your organization has a prior relationship with, as well as to individual members of your organization. Try to secure items that vary in value. You may want to auction $20 coffee makers or a $1,000 necklace. Providing a wide range of items will help attract people of all budgets who will be likely to spend money at your events.
3. Create a budget. While silent auctions can be cheap to host, you will still need a budget. Your budget may include items such as the rental cost of the auction space, honorarium for hosts or performers, refreshments, paper products, decorations, and other items as needed. You should strive to spend as little as necessary so you can reap the full profits of your events. An event that costs as much as it makes will not benefit your organization.
4. Oversee logistical preparations. You will need to locate and secure a space for the auction, and ensure you have tables, chairs and decorations. Create and distribute an agenda or overview of the auction day for all volunteers. This will help them understand the organization's expectations for their roles on the day of the event.
5. Conduct outreach for your event. As manager, it's your job to ensure you have a significant number of guests to bid at your auction. Even if you create an outreach committee, you will need to oversee this committee closely, as having guests show up to your event is the most important element to determining its success. Ensure your outreach committee creates flyers, online advertisements and makes phone calls to potential bidders to get the maximum number of people to attend your event.
6. Monitor the auction on the day of the event. As manager, you will need to make sure items are displayed prominently, descriptions of items are compelling and clear, and attendees are bidding properly. You can use a tracking sheet to monitor which items are selling for what prices. To generate even greater interest in products, speak with guests or have the auction host publicize certain items. Collect all funds at the end of the event, and double check that all funds collected match your records.
