Now that you have some ideas for silent auction items, it’s time to learn how to run a silent auction.

Each silent auction is different, so some of these steps may not be necessary for yours, while others may need to add extra steps. This guide will provide a good basis on all the elements involved though.

How To Run A Silent Auction

1. Track the donations – As soon as you start receiving items for the auction, log the details in a spreadsheet. This should include the following information:

• Item details
• Retail value
• Starting bid for auction (usually around 20% of the retail value)
• Who it was donated by (individual, company, organization, etc)
• Contact name & number of donor
• Unique reference number (to use during auction)

Once a reference number has been allocated for an item, attach a sticky label to the item with the number written on it – these labels work perfectly as they’re removable. This will help ensure there’s no confusion with any of the items.

2. Print bidding sheets for each item – These sheets will contain much of the same information that you’ve collated on the spreadsheet when tracking the donations:

• Unique reference number
• Information about the item, focusing on the benefits. For example, the exclusivity of a behind-the-scenes tour of a museum, the 5* food that would be served at a restaurant or that the tickets to the theater are front-row seats
• Who donated the item – this provides some free advertising for the donor as a reward for their generosity
• Minimum bid value
• Table with two columns – one for the bidder’s number and one for the bid value (pre-entered)
• Section advising of the guarantee purchase amount, along with space for the bidder’s number

Download a free sample silent auction bid sheet template for an example of what this might look like.

3. Produce list of silent auction items – This list is for all of the auction attendees, so they can see at a glance a list of the items available for auction, along with their item numbers. This sheet should then be handed to each attendee when they register.

Also consider including a leaflet about your youth group/charity with the list. This can highlight the work you do and how the silent auction will help you achieve that, as well as providing the attendees with information on how they can support your organization further if they want to.

4. Get supplies – Purchase (or see if anyone can also donate) clipboards to attach each auction bid sheet to, along with lots of pens.

Also get some sticky labels or a raffle tickets – these will be used on the welcome table.

5. Arrange to accept credit cards – If you expect the people attending your silent auction to only be able to pay by cash or check, you’ll be greatly reducing the amount you’re able to fundraise. It’s now easy and cheap for charities and other organizations to accept credit cards, so order your own Square card reader as soon as possible.

6. Set up a website – Once you have a list of items for your silent auction, set up a website to help promote it – this can be done for free using Blogger or WordPress. The website should list details of each item, along with photos if applicable.

To give a better sense of professionalism, consider buying a domain name for the website – this should cost less than $10 through GoDaddy. This will mean you can choose a website address like youthsilentauction.com instead of youthsilentauction.wordpress.com

7. Promote the silent auction – This can be done in many ways:

• Via a website
• Social media
• Flyers and posters
• Word of mouth
• At your church (if applicable)
• At your school (if applicable)
• Ask businesses who donated items to help promote the event
• Local newspapers, TV and radio stations
• Regular supporters of your charity/organization

Your promotional material should include the following details:

• Date, time and address of where the silent auction will be held
• Who/what the fundraiser is for
• Contact details in case there are any questions, or for people who would like to donate further items for the auction
• Website address (if you set one up)
• Some of the items that will be on offer at the auction. Mention expensive items along with some that are lower cost to encourage anyone and everyone to attend
• Whether food and drink will be available (which might be the case if organizing an evening fundraiser extravaganza)
• Whether credit cards are accepted

Don’t forget to invite donors to the auction. This will not only be another way of expressing gratitude, but will also encourage them to donate items of services the next time you run a silent auction.

 8. Recruit volunteers – If this is being organized as a youth group fundraiser, involve your young people in the planning and organization – this will help give them gain skills and the knowledge of how to run a silent auction.

If the silent auction is going to be a standalone event instead, the volunteers will be needed for a variety of tasks:

• Setting up
• Helping at the tables to ensure bid sheets are completed correctly
• Answering questions
• Someone to emcee the event (if that’s not going to be you)
• Registering attendees
• Taking payment
• Collecting items for winning bidders
• Cleaning up after the event

Check back over the next few weeks for How To Run A Silent Auction – Part 2, Part 3 and Part 4.

Question: What additional tips would you give for someone running a silent auction? Share your ideas in the comments below.

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