What goes into hosting a successful silent auction fundraiser? A whole lot! From starting strong with clear goals and a dedicated team to using analytics to reflect on the event’s success, there are many big and small details to consider.
Use this step-by-step guide to help you master your planning, hosting, and wrap-up. These are the 11 must-follow steps for a silent auction to remember!
Many NPO fundraiser planning teams make the mistake of skipping to sourcing items and getting funding. The truth is, you may have to backtrack a little… Much of the success of your event relies on the planning phase where you:
Ask yourself, “What does our NPO want to achieve with this event?” The answer will guide your decision-making as you plan.
Goals for auction events vary from one nonprofit organization to another and depend on the most urgent needs of your company. Do you want to raise a specific amount for a company project? Or do you need a flexible amount to help you with day-to-day financial needs?
You may also have goals that have less to do with money and more to do with awareness, like using the event to connect with donors, attract new supporters, or spotlight your cause.
A stellar team is vital for success. They are responsible for organizational tasks and keep your coordination on track. Your event committee might include roles such as:
To get your auction up and running, you need to decide where your auction will take place. If you’re going with an online silent auction, auction software gives you a virtual site or ‘venue’ that includes item display, checkout, bidder registration, and more.
If you opt for a hybrid or in-person event, you’ll have to find a suitable venue. Ensure your space can fit the anticipated number of people, your bid items, decor, music and visual tech systems, etc.
To outline your budget, consider all the elements you’ll need, including auction items, a venue and/or auction software, catering, decor, and more. Make a list of all the important parts of your event and detail how you plan to get them.
You might, for example, source your items through donations only which will cut back on your spending. If you’re not certain of donations, you may wish to have a backup amount for items just in case. Your budget should estimate where you can get support from your network and where you will have to spend from your NPO’s pocket.
A timeline created backward from your set event date can give you deadlines for tasks and help you keep your committee accountable. This way, everyone stays on track to an exceptional event and you’re not blindsided by last-minute tasks.
Stay realistic about how much your company can afford to spend — financially and time-wise — and aim to get sponsorship and assistance wherever possible.
To source suitable items, you should:
The success of the auction depends on the quality of your bid items. Do you have exciting items or experiences that bidders would want to win? How can the items you choose add value to participants’ lives, either recreationally or practically?
You can also factor in the time of year, upcoming holidays, your audience demographic, and more to help you decide on items. If your nonprofit has lots of young supporters and it’s almost summer, for example, vouchers for fun things to do on summer break could be an awesome, exciting prize!
For more item ideas, read our blog on the 12 Best Auction Items That Will Be A Hit.
Where to start when trying to collect auction items? The best pool is your existing network and NPO community! Approach your sponsors, funders, donors, volunteers, and other supporters. Ask your community to donate items or connect you to others who can.
This will save you money and offer an alternative way for your network to contribute to your cause. You can also ask local businesses to sponsor auction items in exchange for a chance to advertise at your event.
Make sure your items include something for everyone by catering to people of differing ages, genders, races, and other demographics. This will increase the chance that everyone can find something to bid on, and the potential of raising more money.
You should also vary the kind of value the item can provide. Mix service items like a spa day with products such as wine baskets or the latest tech gadgets. Experiences are also popular nonprofit auction items as many people might desire a getaway, concert, or an experience at a local nature spot. Vouchers or coupons are another great item to sprinkle in since the winner can spend them on whatever they wish.
A comprehensive marketing strategy should include the platforms you want to use, the kinds of content you share building up to the event, and the frequency of your sharing.
Use your marketing to highlight key items that can draw people to the event and encourage people to register early. The more you share about your event, the higher the likelihood of getting a good audience to attend.
As you move closer to your event, there are some finishing touches to make for the ultimate silent auction experience, including:
Your team’s work doesn’t end when your auction closes. To wrap up your silent auction, you should:
Get in touch with all actors in the event, including sponsors, donors, participants, and volunteers. Share the results of the fundraiser and thank them for their support. As an NPO, your community matters and you want to maintain healthy, happy relationships for future events and collaboration.
You can also acknowledge important contributors on your social media and website, sharing your gratitude for their support with your event.
Finally, you need to go back to where your event planning started — your goals! Did you achieve them? This is also a great time to reflect on your event organization processes, identify what worked, and highlight how you can improve them in the future.
Silent auctions are a popular method for raising funds for nonprofits. With this handy guide, you can plan amazing auction events that will wow participants and boost your brand awareness.
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