How to Run a Silent Auction?

Silent auctions are a great way to raise money and make sales during a dinner, dance, speech, performance, or other community event. Often, silent auctions are held to support a group, charity, or event. A silent auction requires planning to be successful. Let’s take a deeper dive into how to run a silent auction.

Online Versus In-person Silent Auction

An in person silent auction is the traditional way of allowing individuals to place bids on bid-sheets. Technology is now available to help make your silent auction either fully online or to allow a more hybrid scenario where some bidders are in-person and some are online. These are options for a silent auction:

• Traditional silent auction with bid sheets.
• In person silent auction supported by a mobile platform/ mobile bidding.
• Digital platform, fully online.
• In person silent auction supported by a digital platform so bidders can place bids in person (on the platform using a smartphone) or remotely.

How to Run a Silent Auction: Before, During, and After

Being organized is critical for putting together a silent auction. There are tasks that need to happen before, during, and after the auction is held for it to be the most successful.

Before the Event

Enlist volunteers: Volunteers will help set up, monitor and close tables, be sure minimum bid and increase requirements are being followed, and organize bid sheets. Volunteers can also collect money, deliver items, and clean up.

Ask for donations: You will need items, services, or experiences to sell. Ask local businesses for donations, such as a hair cut, lawn services, or massage.

Make a list: List all items being auctioned and their value. The list would be best made as a spreadsheet and should include:

• Donated item
• Item number (see step 4)
• Value of item
• Donor contact information (name, address, phone number, item number, item description, value)
• Winner of the item
• Phone number of the winner
• Amount paid

Number each item: Use stickers or labels to put numbers on items to keep track of them. Put the same number from the list so that items are easy to follow for both organizers and bidders.

Make a supply list of needed items for running the bid: Here are some suggestions:

• Clipboards
• Paper
• Pens
• Whiteout tape
• Extra bid sheets
• Tape
• Stickers or labels
• Secure cash box
• Card reader, such as Square, if allowing credit cards as a form of payment

Print bidding sheets: These should include:

• Name and number of ite
• Short description
• Value of item
• Donor
• Minimum bid (generally 40% of retail value)
• Bid increase requirements
• Bidders name, phone number, and amount bidding
• “Buy It Now” space

Set up early: Set up at least a day before your big event. Allow extra time and be sure to use your volunteers to help! Lay out all items and bid sheets so that they are easily visible. Ensure that bid sheets are secure, on a clipboard or taped down, so that they remain with the item and don’t get knocked down or blown away.

During the Event

Volunteers should monitor tables and bid sheets: Make sure items stay on the tables and that bid sheets remain with them and that the minimum bid is being met and that minimum increase rules are followed. Volunteers should be able to answer questions as well.

Give warning as closing time approaches: You will want to make announcements at least 10 and 5 minutes prior to the ending time for the bids.

Collect bid sheets and pins or close online platform: Have volunteers positioned to be able to quickly pick up pens and sheets so no one can sneak in a bid.

Additional tips:

• Check bid sheets to be sure rules were followed.
• Have “bank” volunteers sort the sheets by winner. Sort the sheets in alphabetical order using the bidders’ last names. Staple sheets together if bidders won multiple items.
• Help bidders wait patiently. Have some form of entertainment to give them a way to stay engaged and not feel bored.
• Once your “banker” volunteers are ready you can call bidders by name or ask them to form a line.
• Set aside bid sheets of “no shows” and have someone call over the microphone or by phone.
• Have a volunteer collect the items as people pay and hand them directly to the winning bidder.

After the Event

Leftover items: You will probably have a few “no show bidders” at your silent auction. Call the bidder and ask them if they could pick up their items.

• Be prepared for bidders’ remorse! Some bidders will not want to pay for the things they bid on. If this happens, just call the next person on the bid sheet and see if they are still interested.
• Count the money and checks then head straight to the bank.
• Give thanks to all volunteers, donors, and event support.

Rules to Follow in a Silent Auction

As with any event, rules set boundaries to keep things fun and respectful. Here are 12 rules that will help your silent auction event run smoothly.

• Begin and end on time.
• Minimum bids should start with fair prices.
• Bids must meet minimum bidding requirements.
• Allow bidding on multiple items.
• All bids and sales are final.
• Bidders must pay in full at the end of the auction.
• Limits may apply.
• Age restrictions apply.
• Bidders assume risks.
• Items may be withdrawn without notice.
• Winners are determined at the conclusion of the auction.
• Items are sold “as is.”

Try an Auction at Dakil Auctioneers, Inc.

Dakil Auctioneers, Inc. is one of Oklahoma’s oldest private auctioneers and is a family run business. Because they are able to provide online and in-person bidding options and auction a large variety of items. If you are considering a silent auction, we can help! Contact us today or call (405) 458-1645 to learn more about how Dakil can help your organization with a silent auction. Visit our upcoming auctions page to keep track of our monthly events.