People love silent auctions because everyone loves a good deal. I once bid $9 at a silent auction on a brand new folding table (actually worth $35) and my bid was the highest. I’m still using that table and it was certainly a bargain.
What makes the event “silent?” A silent auction is one without an auctioneer. During the auction period, (a set amount of time such as 4-6 hours or all day Saturday) bids are written down on a sheet of paper. The bidder can see all the previous bids logged onto the sheet. At the end of the auction, the highest bidder wins the item.
But, we’re getting ahead of ourselves. Here’s the way a silent auction works as a successful fund-raiser.
All of the available items in the silent auction must be solicited in advance. Thus there is very little overhead for this project. You can do this by asking vendors, local merchants, personal contacts or anyone else. Donations such as these are 100% tax deductible. Bigger, nicer items are always preferable. At least one nice “draw” item, such as a big-screen TV, or hot ballgame tickets can generate more people to your auction.
Some of the best items to offer have emotional or psychological value, rather than market value. That’s because there’s no obvious pre-set upper limit. Autographed basketballs from favorite players, used ballet slippers from a famous dancer, or a used guitar from a rock star are several possibilities.
You can be creative with services offered in your auction. Examples of popular things include: air fare to anywhere, season theater tickets, a hot air balloon ride, landscaping service or a sixty-minute massage. A local amateur chef could prepare a fine dinner for ten. The choices should be so wide that everyone can get excited about something, even if they didn’t plan to buy in the first place.
If you have a large number of items/services, and most auctions do, each one should be numbered. Decide on a minimum bid to be placed on the bidding form.
Keep the form with the item, or attached if necessary. The forms can be color-coded for convenience, such as blue for gift certificates, or pink for children’s articles. Some auctions make a list or catalog of all the items, for buyers to see before the day arrives.
At a minimum, bidders should list their full names, their bid and their phone number on the form to be used in case they win.
Where you hold the auction is an important consideration. Auction items should be displayed in a high traffic area, if possible, such as a large grocery store, the county courthouse, at a festival, etc. Be sure to display the items attractively. A few volunteers are needed to watch the tables and answer questions, since not everyone is familiar with silent auctions.
Silent auctions have been getting more sophisticated. One example is using theme baskets. This works well if you have a number of small things donated, which can be grouped together under a central theme. If you have a bottle of wine, a bottle of bath oil and a candle, you could create a “romance basket” Or, if you have all kitchen items, it could be “chefs delight” basket.
