Silent auction or bidding wall
Silent auctions open up a wealth of opportunities:
people only bid on the items of interest to them, prizes can be
more varied and it practically runs itself.
Run this in the background to your event, either as well as, or
instead of a raffle. Display the lots clearly on a table, and have
clipboards next to them for people to add bids throughout the
event.
Success story
Kate Thomas, PTA chair, North Cerney Church of England
Primary School, Gloucestershire told us about their annual
silent auction: 'Every year, as part of our Christmas fair, we
set up a silent auction. I write to local companies in October,
asking for donations. Another committee member, Charlotte, puts the
silent auction together, including a booklet with descriptions. We
try to get as many lots as we can! We are very lucky to have a
supportive community, in the past we have had items such as: a
week's stay in a house in France, wing walking, photo sessions,
garden clearance, as well as smaller things such as a ride in a
combine harvester, an interior design service, babysitting, a
haircut or a cleaner for a day! The list of lots for the silent
auction goes out in book bags one week before the event. At the
fair we have a big whiteboard listing each item on offer and a
column for the bids, as well as forms for each lot, where you put
your name, phone number and bid. Charlotte runs the table, updating
the whiteboard with the latest bid so everyone can see (although
people could just add their bid to the list if volunteers are in
short supply). It is all very relaxed and at the end of the fair we
announce who has been successful for each lot. We give them a month
to pay up! Our last silent auction made £1,500 and in previous
years it has raised as much as £1,800!'
Tips and advice
- Be organised: Good organisation is key. Track
your auction items, set up bid sheets, have thank you letters ready
to send to donors, and be firm with deadlines.
- Promote the auction: The best way to build
interest is to promote it beforehand through all available channels
- social media, websites, local press and posters around the
area.
- Seek out new donors: Silent auctions are an
easy way to build new connections in the local community. Approach
new businesses, tell them about your cause and what you're raising
money for.
- Be creative: The more unique items you source,
the more excitement (and bids) you will generate. Offer the usual
fare (like restaurant vouchers), but also seek out special,
one-of-a-kind items such as tickets to big sporting events or a
luxury driving experience.
- Cultivate donors: While most event organisers
might send thank you notes to businesses and individuals that
donate items, most do not cultivate these relationships long-term.
Don't make this mistake. Donors can and should become firm
friends.
- Perfect your display: If possible, allow
bidders to touch and feel the items offered - this will encourage
them to part with their hard-earned cash! If you cannot physically
display the items (e.g. if it is a donated service), then provide
high-quality photographs.
- State your terms: Explain that winning bids
need to be collected and paid for within a certain time-frame.
Where the bid is a service (i.e. garden tidy) stipulate appropriate
'use-by' dates. Display these terms next to your bidding
sheets.

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