How to plan a successful silent auction in 7 steps

Whether you’re organizing a nonprofit silent auction fundraiser as an add-on to another event or hosting a stand-alone online auction, we’ve compiled everything you need to know about how to run a silent auction, including seven essential tips for planning.

What is a silent auction?

A silent auction is a fundraising event that allows donors to “silently” bid on items for a set amount of time without paddle-raising or a fast-talking auctioneer. When the event ends, each auction item goes home with the highest bidder, and because businesses and individuals donate all the items, your organization gets to keep 100% of the proceeds. 

How does a silent auction work?

Traditionally, in-person silent auctions showcase items with enticing descriptions and opening bids. Guests at the event place bids using paper bid sheets or mobile devices. Using mobile bidding software can improve the bidder experience, save your team time, and allow bidders to participate from anywhere in the world. 

What about online silent auctions?

You can also plan a fully online silent auction with auction management software. Instead of exploring items in a venue, participants can view auction items online and outbid one another from their computer or mobile device. 

Are online silent auctions right for my nonprofit?

Hybrid or entirely virtual online auctions for nonprofits are increasing in popularity for several reasons—but they come with a few challenges that organizations need to be aware of, too.

The pros 

✅ Keep the bidding going longer: With an online auction, you’re not limited to what you can raise in one evening. Run your event for a few days (or more) and see how high your bids can go.

✅ Reach a broader audience: When your silent auction is virtual, anyone can attend. More bidders means more funds for your organization. 

✅ Spend less and raise more: In-person events can get expensive. Online auctions help you avoid costs like printing materials, venue rentals, and catering for your guests.

The challenges

❌ Technical issues: Website crashes, slow loading times, or platform glitches can disrupt the auction experience and frustrate participants. To mitigate these issues, choose a reliable, user-friendly auction platform with top-notch technical support.

❌ Lack of personal touch: Virtual actions can lack the connection of face-to-face interactions, making it harder to foster a sense of community. To receive all the benefits of virtual auctions—and build relationships at the same time—incorporate interactive elements like livestreaming and a supporter feed to encourage engagement. You can also rely on automated bid updates via text and email to maintain the connection.

❌ Digital divide: Some participants may not have the technical know-how to handle complicated software. Ensure everyone can participate in your auction by choosing a user-friendly platform with simple bidding, checkout, and item fulfillment processes. 

How to run a silent auction fundraiser 7 steps

No matter what kind of silent auction you host, we have the resources and best practices to ensure your event goes off without a hitch.

1. Plan early, procure often ✨

A successful auction is not something you can throw together at the last minute—we don't recommend it, anyway. As early as possible, start setting your fundraising goals, pick an auction theme, and, for in-person auctions, find a venue that can accommodate your auction items. Most venues require you to book weeks (or months) in advance.

You’ll also need to begin procuring your auction items well ahead of time. Assemble a procurement team of all-star volunteers and board members. Invite individuals with broad networks to help you secure items and sponsorships. Make a wish list of bid-worthy silent auction items, brainstorm businesses and people to contact, and start reaching out. 

Consider your donors and gather unique silent auction ideas for items and packages they will be enticed to win. Focus on exclusive or rare items that align with their interests and fit within their price range for the most success. Here are some popular auction item ideas:

• VIP concert tickets 🎫 
• Luxury suite at a sporting event 🏆 
• Private dinner with an area chef 🧑‍🍳 
• Meet-and-greet with a local celebrity 🤩 
• Spa certificate 💅 
• Travel package ⛱️ 

Ultimately, you know your donors best. Always consider your audience when asking local businesses for donations.

Freebie alert!

Free templates: Silent auction donation request letters ->

2. Use the online silent auction tools available to you 🛠

From end-to-end event management to strictly mobile bidding, there are many quality silent auction websites to choose from. We strongly encourage using a mobile bidding platform to streamline your auction operations, whether your auction is online or in person.

Compare auction software to find the customizations, features, and pricing your organization needs. If your online silent auction is part of a larger in-person event, you may want to select an all-in-one fundraising solution that also handles ticketing, team fundraising, donor tracking, and marketing automation in addition to online auction features.

Consider these auction-specific features as you’re choosing software:

• Outbid notifications and other push notifications
• Image uploading capabilities
• Variety of page customizations
• Automated text and email communications 
• Donor-friendly registration and checkout
• Robust reporting features
• Intuitive backend management

Even less tech-savvy donors will enjoy the ease of these services. Features like real-time push notifications, automated max bids, and a swift checkout process make them well worth implementing.‍

💪 Pro tip: Givebutter has everything you need to host a stress-free silent auction that's fun for you and your donors! Plus, Givebutter’s free auction software for nonprofits integrates directly with several fundraising tools to make managing donations, promoting your event, and selling tickets a breeze.

3. Promote, promote, promote 📣

The best way to attract bids on your big night is to let people know about it! Encourage participants to register for your auction ahead of time so there’s less to do (and troubleshoot) on event day. 

Design your auction registration page to make it eye-catching, engaging, and reflective of your organization’s mission and character. For each item, upload high-resolution images, a brief description, the fair market value, and the starting bid. Once you have the backend set up, register as a bidder to check how the front end looks. This helps you spot any issues and identify potential questions from registrants.

Then, create a timeline for when and how you’ll promote your silent auction:

• Website: Add a page on your website with important event details, including date, location, and where to RSVP (and get a sneak peek of items).‍
• Email and social media: Promote your silent auction in e-blasts to donors, as automated updates to ticket buyers, and as shareable social media posts. Include item descriptions and photos to build excitement. You can also tag businesses for cross-promotion and offer incentives for registering ahead of time, like early bidding.‍
• Direct mail: If you send out physical event mailings, include essential auction information, such as registration details and pictures of hot ticket items. ‍
• Reach out personally: Connect with major donors, volunteers, and board members 1:1 to invite them to participate and assist with the registration process.

💪 Pro tip: Offer incentives! Encourage donors to get their friends, family, and colleagues to register for your event—the more people they refer, the more entries they’ll receive for a special drawing.

4. Layout matters 🗺

For in-person and hybrid silent auctions, arrange items strategically to encourage attendees to peruse slowly. Treat your auction display like the showcase in a store. Use tablecloths, runners, balloons, and other decorations to draw in donors, but the items should be the star attraction. 

Here are some more layout considerations:

• Plan for traffic flow: Strategically arrange your tables and displays for easy navigation and to avoid creating congested areas. Likewise, make sure to spread items out. Crowded tables can overwhelm donors and make bidding difficult. ‍
• Arrange items by price point: Placing a lower-level item next to a more expensive item can increase its perceived value. However, the opposite is also true: Placing a high-ticket item on a table with several low-tier items may make it less appealing. Instead, arrange your items from the lowest to the highest value. ‍
• Display your items correctly: Use easels and stands so your auction items stand out. Include a card with the item’s name, a brief description, the Fair Market Value, the donor’s information, and a lot number for simple lookup and bidding—QR codes work great for this. You can even frame these cards to elevate this idea.

Aim to have one item for every two guests. Extra donations can be bundled into a themed gift basket. For online and hybrid events, group related items into categories for easier searching and browsing on your auction page.

5. Set a strong opening bid 🤑

Post the fair market value (FMV) of each item. This may require some research, but setting the price as each item is received (with help from the donor) will save time and reduce stress later. 

You’ll also need to determine starting bids and bid increments. Starting bids are commonly set at 40% of the FMV and increase in increments of 10%. For example, an item with a retail value of $99 would have a starting bid amount of $40 with $10 bid increments. You can also have a few buy-it-now options for 150-200% of the FMV, but these should not be your most exclusive or high-value items.

More to explore

Discover 12 must-know silent auction rules and guidelines →

6. Capitalize on the competitive spirit 💪

Attendees will be eager to give and support your mission. You might as well capitalize on the competitive spirit in the room! Here are some ways you can go beyond silent auction bidding to raise more at your fundraising event:

• Build excitement: Kick the silent auction off by live auctioning a few special, reserved items.‍
• Keep attendees engaged: Share inspiring stories from your organization and provide additional giving opportunities throughout the night.‍
• Finish strong: As your event draws to a close, announce the winning bids and make a final live appeal before thanking supporters and sponsors.

💪 Pro tip: Communicate with guests when the silent auction will be closing, and have your emcee make announcements throughout the event so guests know how much time they have left to bid. Instilling a sense of urgency will encourage higher bids, especially in those final minutes!

7. Don’t forget to follow up

Once your fundraiser is over, there’s still more to do! Follow this post-auction checklist to keep donors thinking about your event long after it ends:

✅ Thank your participants: Post on social media and send a big thank-you email celebrating everyone who made the auction a success. Include a list of the winning bidders, shoutout sponsors and volunteers, and announce the total raised for your organization. 

✅ Ship out prizes: Contact winners privately to coordinate prize distribution. This may include offering local pickup and long-distance shipping. If you are mailing items, be sure to provide tracking numbers to recipients.

✅ Send personalized thank-yous: Write thank-you notes to your planning committee and those who donated auction items. You can also include handwritten thank-you cards with each auction item for a more personal touch.

✅ Record your online auction results: Download all of the data your auction software has captured, run relevant reports, and add notes in your donor database to maintain your records and note improvements for next time.

💪 Pro tip: With Givebutter, you can enable automated notifications that email each bidder who didn’t win an item to ask if they’d like to turn their highest bid into a donation. The message routes them to your donation form with the suggested donation amount, where they can give with ease. It’s a friendly reminder that they can still put that money towards a cause they care about!

Best practices to take your silent auction to the next level

Silent auctions can be excellent revenue generators for nonprofits. Make your event a success, and bring in the most bids as possible, with a few key tips.

• Set clear goals 🎯  Define SMART goals for your auction, such as a fundraising target or participant engagement level.
  
• Use the right tech 🌐 The auction platform you choose can make or break the success of your event. Opt for user-friendly software that provides seamless navigation, secure transactions, and engaging features to build connections.
  
• Curate an array of items 🎁 List a diverse range of items that cater to different interests and budgets to increase participation.
  
• Be mindful about timing ⏰ Strategically plan your auction on the days and times that are most convenient for your target audience (after work hours, on weekends, etc.).

Free online silent auction tools for stress-free planning

By following these tips, procuring items that excite your donors, and allowing adequate time to plan, your silent auction is sure to be a smashing success for your cause and a highlight for your guests. 

If you’re ready to start your own silent auction, find all the tools you need with Givebutter’s free auction software for nonprofits. And with Givebutter, you aren’t just getting free auction software. You also have access to a full suite of services, including powerful fundraising tools, a built-in CRM, and marketing automation to make your charity auction a success. 

See for yourself how Givebutter can take your fundraising strategy to the next level. ‍Sign up for your free Givebutter account today and start planning the silent auction of your dreams. 💪

Additional silent auction resources

Looking for more inspiration? Check out even more silent auction guides for further ways to elevate your fundraising effort: 

• Boost bids with these silent auction basket ideas
• Get bidders excited with 15 enticing auction packages
• Learn how to write a silent auction donation request (+ free templates!)
• Maximize bids with free silent auction bid sheet templates