Missouri Fine Arts silent auction
Looking to raise money for a good cause or group? A silent auction is a good way to go. Using the good will of others, you can raise money for whatever cause you want without having to buy items you're auctioning off. Knowing carry out a good silent auction is key to raising a large amount of money. Read on to learn hold a silent auction.
Instructions
1. Schedule when you will have your silent auction. The best time to hold the auction is in conjunction with another event that will draw a large amount of people. This can be a large dinner, meeting, fundraiser or any event where there will be a lot of people. If having the auction at a public area or someone else's property, make sure you have permission to hold the auction.
2. Gather things to auction off at your silent auction. Get these items from team members, local businesses, people who support your work or anywhere else you can think of. Items can include autographed books, antiques, gift certificates, art prints, needlework items, food baskets or any other item you think might bring in some money. If some of the items are small and will not bring in much money, combine them in a basket so you can raise the bidding price. Log the items as you get them so you will have a record of the items you have.
3. Have a meeting with all participants a few days before the auction. During this meeting, assign someone to write thank you notes to everyone who donated items. Log all of the items you have gotten for the silent auction and determine starting bids.
4. Create bid sheets for the auction. The bid sheets should include item name, pertinent information, person who donated and opening bid. The bid sheet should also have lines where bidders can put their bid number and amount of their bid. Make sure there is a bid sheet for every item.
5. Create a sign-in sheet. This sheet should be numbered. Each number should have a space for the person's name, address, and contact phone number. When someone signs in they will be assigned a bid number. Their bid number is the number on the sheet in which they put their contact info. All of this info will ensure you can get in contact with the winning bidder, even if they leave before the auction closes.
6. Close the auction. This may take some time, so make sure to correctly time the closing. Inform everyone a few minutes before the auction closes so they can get in last-minute bids. You also want to make sure that you start to close the auction early enough so you can completely close the auction out before the event is over. Have the members of your team go over the bid sheets, see which bid number made the highest bid, and match the bid number to the person who signed in under the number.
7. Keep accurate records. Have one member call off the auction winner and bid amount to another member who writes this info down on a total sheet. Write down the winning bidder's name and the bid amount on 3 x 5 index cards. Give these cards as receipts as you give the item to the winner and they pay.
