Select volunteers willing to be officials. These people will need to know the rules of the silent auction and who to go to for questions they can’t answer. During the event they will wear something—hat, vests, jackets, or sashes—that designates them as officials.
Don’t forget to ask for services as well as tangible goods. Perhaps a local salon will donate a haircut and/or style, or a local golf course could offer a round of golf with a trainer.
When making a master list, consider using a computerized program such as Excel. Another volunteer might be willing to input the information. If so, make columns for donor name, address, and phone number, item number, item description, and value.
Put the item number on the bid sheet as well, so bidders can match the bid sheet to the item.
Try to buy supplies at a warehouse store with a generous return policy. If the store requires a membership, keep that in mind when sending someone on a run for last-minute supplies. And make sure that person has a cell phone and that a key person at the event has that number. After they have left for a supplies run, you’ll surely find something else that needs to be picked up. If you don’t already have one, you’ll also need a secure cash box. If you plan to take credit cards (which is a very good idea), get a card reader. Services such as Square offer readers that attach to tablets and smartphones.
Have a volunteer make up certificates for services. If the donated service didn’t come with a gift certificate, you can print up your own. You can also use your own certificates for gift certificates with small print that are hard to read.
Choose one person’s watch to use and put them in charge of the time since everyone’s watch is different.
If you have many items, consider closing the tables at intervals, such as every 15 minutes. Doing so helps keep the volunteers from being overwhelmed at table closing time. [6] X Research source
If the bidder still doesn’t appear, note it on the bid sheet. You can arrange an alternate pickup or give the item to the next highest bidder, depending on the rules you established.
For items that met the minimum bid but weren’t picked up, you or a volunteer will need to call the bidder. Sort out all the bid sheets that go to the same person. They may have bought one thing or twenty. Add up their total and call to tell them they have won. Ask if they could please come get their things. You may have to be flexible about arranging a time to meet them. If you have lots left over, divide up the pile so no one has to call 20 people. This part can be a big hassle, so divvy the work to make it easier.
If your organization has a business office or accounting department, you may want to ask them about tax implications of the items in the auction and if a tax needs to be deducted from the bid amount. This is why complete documentation of the source of the item, the description, and the item’s value is so important.
