1. Think of your audience.
Men? Women? Singles? Parents? Empty Nesters? As you solicit donations consider: What would attendees want to take home? Contact businesses your crowd would patronize and seek donations. Make sure to get commitments in writing.
2. Count noses.
A good rule of thumb is that 30 percent of the people who attend your event will bid on a silent auction item. Note: bid not necessarily buy. If you expect 100 attendees, don't have any more then 30 items for silent auction.
3. Vary the costs.
Silent auctions typically attract bargain hunters. You want an array of low-priced and high-priced items. Avoid used or consignment items. Remember, it's a silent auction not a garage sale.
4. Promote, promote, promote.
Alert attendees in advance the items you will offer at both the silent auction and live auctions. Provide a brief description on all items. Include the time that silent auction tables open and close.
5. Choose the right setting.
Use a room adjacent to the banquet hall. Place silent auction display tables along the wall. Consider grouping similar items such as gift certificates, household items and sporting goods. Make sure the area is well lighted and large enough for people to mingle. The most successful events stage a cocktail party in or near the space so attendees can view the items.
6. Prepare bid sheets.
Each item needs a bid sheet. The sheet lists the auction item, item title, brief description, minimum bid, bid increments, and the donors name (unless the donor wishes to remain anonymous). The sheet has space for the bidder to place his/her name on the bid. Have duplicates of each sheet on hand.
7. Keep it easy to bid.
Provide plenty of pens. Don't use pencils. Some events even place "cheater" eyeglasses at the silent auction tables so bidders can read the bid forms.
8. Stagger table close times.
The most successful events stage table closing every 15-20 minutes. Have the event MC or auctioneer announce each table closing and even do a "count down." No bids should be accepted after the table closes. Gather all bid sheets and take them to check-out. The silent auction should end before the live auction begins.
9. Make check out simple.
At the end of the evening, your attendees are tired, they want to go home. Have enough volunteers on hand for a speedy check-out. The most successful events allow bidders to pay with a credit card. Operate your auction on a cash and carry basis: no payment, no item.
10. Thank all donors.
Consider listing silent auction donor's names in your program. After the event, send all donors a letter acknowledging the contribution and its value.
Lawrence Auctioneering is a leading Twin Cities Benefit Auctioneer.
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