This updated guide modernizes a classic silent-auction checklist. It recommends planning 3-6 months ahead, forming an auction committee with a chair plus procurement and arrangements teams, soliciting donations early, choosing between paper, mobile, or hybrid bidding, ensuring secure payment processing, managing day-of logistics, and sending timely thank-yous and receipts. It also reminds organizers to confirm local legal and tax obligations.
Start with the date and scope
Choose the auction date 3-6 months ahead, depending on event size. Weekends and evenings typically draw the most attendees. Decide whether the auction will be in-person, online, or hybrid - that choice affects your timeline, technology needs, and promotion.Build a small, focused committee (12-16 weeks out)
Form an auction committee instead of working alone. Assign an auction chair to lead and set realistic goals. Split the committee into two teams:Procurement team
This team solicits donated items and experiences. Ideal members are organized, personable, and willing to make phone calls and follow-up emails. Track each donation with donor contact details, fair market value, and any restrictions.Arrangements team
This team handles logistics: publicity, venue setup, signage, volunteer scheduling, and cashiering. For hybrid events, they also manage the chosen bidding platform and device setup.Solicit items and publicize (8-12 weeks out)
Send donation requests to local businesses, members, and supporters. Use email, social media, and personal asks. Provide clear donation guidelines and a simple way to deliver or ship items. Start promoting the event widely: your website, social channels, email lists, and community calendars.Final push and attendee invitations (2-4 weeks out)
Ramp up promotion. Send targeted invitations to likely bidders and past supporters. Publish a preview of high-value items to spark interest. Confirm volunteers, rental deliveries, and payment processing equipment.Choose bidding and payment systems
Decide on silent-paper bid sheets, a mobile/online bidding vendor, or a hybrid. Mobile bidding increases participation and simplifies checkout, but requires reliable Wi-Fi or cellular service. Plan to accept credit/debit cards, mobile wallets, checks, and cash. Use a PCI-compliant card reader or vendor to protect payment data.Day-of setup and staffing
Arrive early to set up displays, bid sheets or tablets, and signage. Train volunteers on bidding rules, starting bids, and close times. Post clear checkout instructions and a map to pickup locations for larger items.Checkout and collection
Close bids on schedule and verify winners before processing payments. Offer printed or emailed receipts that list the item, amount paid, donor name, and a statement about tax deductibility (if applicable). Keep a backup plan for connectivity failures.Follow-up (within 1 month)
Send prompt thank-you notes to donors, volunteers, and bidders. Provide donors with receipts for in-kind gifts as required for tax purposes. Reconcile finances, evaluate outcomes against goals, and record lessons learned for your next auction.Legal, tax, and compliance reminders
Confirm local regulations about raffles and auctions, sales tax, and nonprofit reporting. If you use a third-party bidding service, review their fees and data-handling practices. Protect donor and bidder information and comply with payment security standards.A well-structured committee, clear timelines, good publicity, reliable bidding technology, and prompt follow-up make a silent auction successful. Start early, communicate clearly, and focus on hospitality to maximize participation and revenue.
FAQs about Silent Auction
How far in advance should I start planning a silent auction?
Start planning 3-6 months ahead depending on event size. Larger or hybrid events benefit from a longer lead time.
What roles should my auction committee include?
Appoint an auction chair to lead, a procurement team to solicit donations, and an arrangements team to handle publicity, setup, and cashiering.
Should I use mobile bidding or paper bid sheets?
Mobile bidding typically increases participation and simplifies checkout, but requires reliable connectivity and a vendor. Paper bid sheets work for smaller, low-tech events.
What payment methods should I accept?
Accept credit/debit cards, mobile wallets, checks, and cash if feasible. Use a PCI-compliant card reader or vendor to protect payment data.
When should I send thank-you notes and receipts?
Send thank-you notes and donor receipts within one month. Provide receipts for in-kind donations when required for tax purposes.