7 simple steps to successful silent auctions

Silent auctions aren’t just a fun way to raise funds—they’re also one of the most effective nonprofit fundraising strategies. But if you’re new to hosting one, getting started can feel overwhelming. 

Whether you’re organizing a nonprofit silent auction fundraiser on its own or as an add-on to another event, we’ve got you covered. We’ll break down everything you need to know about how to run a silent auction—including seven essential planning tips—so you can auction your way to fundraising success.

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. 

It’s common practice to request silent auction item donations from businesses and individuals—meaning the organization keeps 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 boost bids by improving the bidder experience and allowing 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. 

Virtual silent auctions are a popular choice. In fact, 24% of people who gave to charity did so through an online auction. 

Are online silent auctions right for my nonprofit?

Hybrid and fully virtual auctions are growing in popularity for several reasons—but they come with a few challenges that organizations need to be aware of, too.

The benefits 

✅ 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 watch the bids climb.

✅ 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: Hosting an in-person event can get expensive. Online auctions help you avoid costs like venue rentals, catering, and printed materials—so more of the money raised goes directly to your mission.

The challenges (and solutions!)

❌ Technical issues: Website crashes, slow loading times, or platform glitches can disrupt the auction experience and frustrate bidders. 

💡Solution: Choose a reliable, user-friendly auction platform with top-notch tech support to mitigate disruptions.

❌ Lack of personal touch: Virtual auctions can lack the connection of face-to-face interactions, making it harder to foster a sense of community. 

💡Solution: Incorporate interactive elements like livestreaming and supporter feeds to keep bidders engaged. You can also use 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. 

💡Solution: Opt for a user-friendly platform with simple bidding, checkout, and item fulfillment processes to ensure everyone can participate. 

How to run a silent auction fundraiser 7 steps

No matter what kind of silent auction you’re hosting, these best practices and resources will help ensure your event goes off without a hitch.

1. Plan early, procure often ✨

A successful auction isn’t something you can throw together at the last minute—and we wouldn’t recommend trying!

Start planning as early as possible by setting SMART fundraising goals, picking an auction theme, and—for in-person auctions—securing a venue that can accommodate your auction items. Many venues require you to book weeks or even months in advance.

Early procurement is key. Assemble a team of volunteers and board members with broad networks to help you secure items and sponsorships. Make a wish list of bid-worthy silent auction items, and start reaching out to businesses and individuals with donation request letters. 

For the most success, focus on exclusive or rare items that align with donor interests and fit within their price range. Here are some popular silent auction ideas: 

• VIP concert tickets 🎫 
• Luxury suite at a sporting event 🏆 
• Private dinner with a popular chef 🧑‍🍳 
• Meet and greet with a local celebrity 🤩 
• Spa certificate 💅 
• Auction packages ⛱️ 
• Silent auction baskets 🧺

💪 Pro tip: When selecting experience packages, ask for group tickets when possible.  In Givebutter’s fundraising auction webinar, event consultant Jason Bronis advises:

The magic number for a silent auction dinner is 12. The more people you can involve, the better. This way, your guests can start pooling their money together. Speak to a manager at your favorite restaurant and see if they’re willing to donate a 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 recommend 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 when choosing your 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 donors who aren't tech-savvy will appreciate how easy these services are to use. 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 both 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.

Our team of volunteers loves using Givebutter! It’s so easy to use, flexible, and comes with amazing support. We have recently used Givebutter to raise general funds, host a silent auction, run an event, and even engage donors. You can do it all with Givebutter, and if you don’t know how, their support team is one chat away! — Givebutter review, Small nonprofit owner

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 to minimize troubleshooting on event day. (Psst… With Givebutter nonprofit workflows, you can automate your silent auction registration process, saving you time and making things smooth as butter for your guests.) 

Design your auction registration page to be 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 (FMV), 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 anticipate 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 the date, location, and where to RSVP (and get a sneak peek of items).‍
• Email and social media: Promote your silent auction via e-blasts to donors, automated updates to ticket buyers, and 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 refer 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 browse at a relaxed pace. 

Treat your auction display like a store showcase—use tablecloths, runners, balloons, and other decorations to draw in donors, but remember that the items should be the star attraction. 

Here are additional layout considerations:

• Plan for traffic flow: Strategically arrange tables and displays to ensure easy navigation and 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-priced item next to a more expensive one 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 properly: Use easels and stands to make your auction items stand out. Include a card with the item’s name, a brief description, its 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 visual appeal.

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.

💪 Pro tip: Don’t forget to include silent auction bid sheets! These sheets contain all the information attendees need to choose which items to bid on and help keep track of bids. 

5. Set a strong opening bid 🤑

Post the fair market value 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 30-50% of the FMV and increase in increments of 10%. For example, an item with a retail value of $100 would have a starting bid amount of $40 with $10 bid increments. You can also offer a few buy-it-now options for 150-200% of the FMV, but these should not be your most exclusive or high-value items.

6. Capitalize on the competitive spirit 💪

Attendees will be eager to give and support your mission, so why not 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: Start the silent auction by auctioning off a few special, reserved items live.
• 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 to keep guests informed about the time remaining 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 engaged long after the event ends:

• Thank your participants: Post on social media and send thank you letters 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 or long-distance shipping. If 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. Include handwritten thank you cards with each auction item for a more personal touch.
• Record your online auction results: Download all the data captured by your auction software, run relevant reports, and add notes in your donor database to maintain your records and identify improvements for next time.

💪 Pro tip: With Givebutter, you can enable automated notifications that email each bidder who didn’t win an item, asking if they’d like to turn their highest bid into a donation. The message routes them to your donation form with the suggested amount, making it easy for them to give. It’s a friendly reminder that they can still support the 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 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.).
• Incorporate your mission moment 💪 Take time during your auction to remind supporters of your mission, what your nonprofit has already achieved, and how bids and donations will help advance your work further. 

As auctions expert, Vallye Adams, described in our auction fundraising webinar: 

A great mission moment is when you get to tell a success story. Showcase your mission and the impact you’re making as an organization. It’s about what we’re doing, and how we’re making a difference. Highlight that you can’t continue your work without your guest’s contribution. This could be a speech, a video, or a combination of both.

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. 

Givebutter’s auction site has a clear design, is easy to navigate, and makes it easy for technologically inexperienced people to place bids. The text notification system used to notify you when you are outbid is a great tool to keep bidders engaged all night long. When the auction ended, all my bidders were charged automatically for their purchases. I didn’t need to track down any payments.  — Givebutter review, Lindsay R. 

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. 💪

FAQs: Top questions on silent auctions

What exactly is a silent auction? 

Silent auctions are typically held as charity or fundraising events. The use of physical bidding sheets or silent auction software (or both!) in lieu of an auctioneer is what defines a silent auction and differentiates it from a traditional auction. Silent auctions can be hosted virtually or as hybrid events. 

What are some good silent auction tips? 

To help with your silent auction event planning process, try these top tips:

• Register guests to bid ahead of time for a smoother flow on event day 
• Offer online bidding to involve as many people as possible in your event
• Display your items clearly and include a brief, enticing description of each
• Include a mission moment during your auction to inform attendees how raising funds will help advance your organization’s work

How do I set up a silent auction online? 

First, you’ll need the right silent auction software. With Givebutter, you can easily set up an online auction, from adding customizable auction items to mobile bidding and providing a simple checkout process. Once you’ve chosen your auction platform, you’ll need to request auction item donations and promote your event. 

Do you see other bids in a silent auction? 

Typically, a silent auction setup includes a private bidding sheet, so participants do not see other bids. This keeps the bidding process more anonymous compared to traditional auctions. 

What are the rules for a silent auction? 

Here are some important silent auction rules: 

• Using designated bid times
• All bids and sales are final
• Winning bids must be paid in full at the end of the auction
• Items are sold as-is

It’s also a good practice to send out your silent auction rules ahead of your auction.