Fundraising Auctions

Silent Auctions

Silent fundraising auctions are very similar to live auctions with one major difference. In a live auction, the auction itself will be the entertainment. In a silent auction, you will have some other form of entertainment or hold it in conjunction with another event. For example, having a silent auction at a car show where the show is the draw and the auction is secondary.

If the main event is the silent fundraising auction here are some ideas on how to organize it. There are many different combinations, choose one that works for your situation.

Determine if you will only pre-sell tickets; sell them at the door, or both. The money from pre-sales can offset food expenses.

Collect donated items to auction. If all your items are going to be recycled items, hype it. Use it as your theme, and include it in your advertising. How about a “Going Green Extravaganza”?

Try a “Celebrity Auction”, have local personalities donate items. The Mayor, a TV personality, or President of the Rotary Club, and attach their name to the item. For example, you could advertise the item as “A leather jacket worn by Jack Frost, weatherman for channel 9 & 10“. You might want your “Celebrities” to show up and sign autographs. Have fun with it, it is for a good cause.

Your donors already know why they are there, to contribute money to your organization. They do expect something in return but not necessarily merchandise. A fun filled evening and superbly done food should be worth the price of admission.

If you are offering cocktails, hors d’Oeuvres, and then a full sit down dinner, have the bidding open during the cocktails and hors d’Oeurvres while people are up and mingling. Close the bidding when you are ready to serve dinner. Always make an announcement prior to closing the bidding, to allow for any last minute bidding wars. While dinner is being served, tally the winning bids, and announce the winners during desert. In this situation, dinner is the entertainment.

If you wish to skip the dinner option, have the auction while you have hors d’Oeuvres, finger foods or perhaps a desert reception. When it is time to close the bidding, start your entertainment. This could be anything from a talent show, guest musicians, fashion show, dancing, anything that your audience would find entertaining.

Remember people will need to be up wandering around in order to place bids. Give them ample time for this without boring them to death. Do not forget to have some background music, either live or recorded. Make sure to match your music selections to your theme and audience.

At a silent fundraising auction You will not need an auctioneer, just a Master of Ceremonies. Have them explain the bidding process, some general information on your organization, what project the funds are being raised for, and who to see if they have any questions or comments. If you have items that are not receiving bids, the M.C. could try and drum up some interest.

Make sure everyone knows what form of payment you accept and when you expect payment. It is standard to require payment at the auction close. This might vary if you are auctioning larger items, or higher dollar items. If you take credit cards, let your audience know. Many people (most) will spend more if they can use plastic.

Check with a tax adviser or legal professional for up to date information on tax receipts for both the buyer and the person donating the item. These are subject to change. It is much better to find out before your event, than after you have given receipts.

Silent fundraising auctions are a fun way to recycle used items and raise funds for your organization. If you enjoy it, why not make it an annual event.

I want to leave silent fundraising auctions and return to fundraisers

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