12 must-know silent auction rules (free template!)

Silent auctions are a fun and exciting way for organizations to raise money and support their mission. Though the theme you choose and items you procure will be unique to the interests of your supporter base, there are a few silent auction rules and best practices you should put in place no matter your cause or constituents.

These silent auction guidelines help protect your organization, mitigate confusion, and establish consistency. We've outlined some of the most crucial rules for silent auctions and included a free silent auction instructions template your organization can use at your next auction event.

Silent auction rules to stand by

These are tried-and-true silent auction rules and regulations that will help everyone understand the silent auction etiquette you expect. Share your silent auction bidding rules with all bidders before your event begins (e.g., during registration), so they know how to participate in your silent auction.

1. Bidding will begin and end at designated times ⏰

State when the auction will begin and end, regardless if you’re hosting an in-person, hybrid, or online auction. Alert all registered bidders as the final hours of the auction approach to increase a sense of urgency and encourage final high bids.

2. Auction items are priced based on their fair market value ⚖️

Not sure how to price silent auction items? Estimate and list the fair market value (FMV) for each item (any money paid over that is considered a charitable contribution and is tax-deductible), and set each item’s starting bid at approximately 40% of its FMV. Include both the FMV and starting bid in your silent auction item descriptions.

3. Bids must meet the minimum bidding increment requirement (or risk disqualification) 🚫

Minimum bid increments are generally set at 10% of the item’s FMV (e.g., an item with an FMV of $100 would have a minimum bid increment of $10). Bidding greater than one increment at a time is allowed—it just must follow the minimum bidding increment amount (e.g., bids could jump from $40 to $70 but not $70 to $72).

4. Bidding on an item multiple times is allowed 🏎️

Inform bidders that they can bid multiple times on the same item (no one wants to be outbid!) as long as they meet the minimum bid requirement.

5. All bids and sales are final 🏁

Make it clear that all bids and sales of auction items are binding, so no one tries to go back on a bid or return an item they've won.

6. Bidders agree to pay in full at the end of the auction 🤝

Let bidders know that if they win, they must pay what they bid at the end of the auction—don’t release items to winners until you have received payments in full!

7. Limits may apply 🖐

Be certain bidders are aware of any and all limitations—like black-out dates for restaurant gift certificates, airfare, or hotel stays.

8. Age restrictions may apply 🐣

Clarify that age-restricted items (like wine, high-end liquor, and casino stays) should only be bid on and sold to individuals who are legally old enough to enjoy them.

9. Bidder assumes all risk 🔔

Inform bidders that they assume any and all risks or hazards associated with items they win to prevent your organization from getting hit with a liability lawsuit because someone got injured on the excursion they won at your silent auction.

10. Items may change or be withdrawn without notice 😬

Equip your organization to make changes to auction items as needed (in case those front-row seat tickets you were promised don’t come through).

11. Winners will be determined at the end of the auction 🏆

Clearly communicate who the winner is for each item (the bidder who has the highest recorded bid at the close of the auction or who chose the “Buy Now” option) and how winners can collect their items.

12. Items are sold as-is 🙅

Explain that it’s the buyer’s responsibility to carefully inspect an item for any damage or other discrepancy before bidding on it.

Learn more

Explore the nonprofit's complete guide to silent auctions →

Silent auction rules sheet template

Copy, paste, and customize the following silent auction rules template to easily communicate important guidelines with your participants. Don’t forget to update the text in the brackets below to match your organization!‍‍

Freebie alert!

Download the silent auction rules and guidelines template ->

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