Charity Auction Tips

Silent Auction Tips and Suggestions

1. The length of the silent auction should be between 1 ½ - 2 hours.
2. In order to increase sales, someone should be on a wireless microphone to announce the items that have not received maximized bidding.
3. Make sure that the silent auction area is set up in a way that traffic will be driven through the area and that it is the only activity so that guests will not be distracted.
4. Staff the auction area with volunteers so that they can answer questions about the items.
5. Ensure that there is ample lighting in the silent auction area so that guests can read the bid sheets.
6. Conduct a countdown at the end of the silent auction in order to build excitement for placing last bids.
7. Do not open dining room doors or other activities until the silent auction has closed.

Live Auction Tips and Suggestions

1. For items where there is a cost associated, reserves should be set to protect the non-profit. If a No-Risk Auction item is used, it is recommended that the reserve be set 20% above the cost of the item.
2. Setting the reserve allows the auctioneer to start the bidding lower to build the bidding momentum and engage the audience.
3. Provide a copy of the live item text to the guests, either in a printed program or a one-sheet at the guests' table. This insures that they know the details of the items that they are bidding on. Remember to print the reserve on the text that is given to the guests
4. Communicate reserves and the order of the items to the auctioneer.
5. Provide the text of the items that have been secured by your organization to the auctioneer ahead of time, this allows the auctioneer to become familiar with the items as well as ensure that the text is readable for them that evening.
6. You will want to provide enough volunteers to act as live auction runners / cashiers as well as spotters.
7. Place spotters around the room so that they can help see the bids throughout the room.
8. The live auction winning bidder information should be taken immediately.
9. Once the winning bidder(s) is announced, a runner/cashier should be sent to the table to cashier the item. The winning bidder should complete a form that asks for the following:


- Name
- Address
- Phone Number
- Payment information
- Winning Bid Amount
- Signature (to confirm bid and ensure payment)

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