Keep tables neat do not stuff a table with too many auction items. You can start sending out invitations online via e-mail or spread the word in your community as soon as the auction dates are out. You can create a template to be sent out in the days after your silent auction to make it easier to act while the event is still fresh in their minds. This offers plenty of space for attendees to move around and browse. If bidders are outbid on an item, they can quickly place another bid and stay in the running. How can I get more items donated in my silent auction? 16. Good sources to help establish FMV include: Intangible items are great to include in your silent auction. Heres how you can set up a table for a silent auction: 1. Attendees wont know when the auction will come to a close, which can encourage them to keep bidding. In order to make this event a true triumph, we want to ask for your help. Your silent auction must include some legal clauses and by bidding in your auction, each bidder must agree to these rules. Auction Items For Charity Events. GET FREE IDEAS Craft a Good Donation Request Before sending off your auction team to start soliciting, develop a well-crafted donation request letter and donation information form. First, you want to ask them to donate an item or items for your event. This is especially important for local businesses. It is still important to make sure you are estimating the correct FMV so you can get the most return from your intangible silent auction item. It can confirm which items received a lot of bids and which didnt do as well, for example. Buy It Now: allows you to sell a set quantity of items at a fixed price. What does it look like when that solution comes to life? In many cases, more is not always merrier and from experience, you want to use the number of guests in the room/expected online reach as a guideline to how many you should include. On the day of your online silent auction, post about it on social media and send reminders to bidders to start bidding. A silent auction allows supporters to 'silently' bid on your auction items, instead of a 'hands in the air' live auction. And once its over, following up with your attendees can help build stronger links to your supporters. See if there are any tournaments happening in your area that you can help donors score tickets to attend. The bidder can remain anonymous if desired and use their My Bids area to stay updated on progress, allows a donor to place a maximum bid on a specific item. Yes, Givergy can provide you with a variety of incredible auction items and experiences. Heres an example of how it looks . You can promote them during the silent auction and in your marketing materials, for example. Shae Pepper, Managing Director; . Ever since [year of founding], our team has been [hosting events, raising money] to help [specific positive impact of your organization]. Class Baskets. These popular auction items can help inspire your events next bidding war. Take time to make inquiry phone calls or perform Google searches. Regardless of your method of contact, be sure to follow these tips: Dont ask for something, ask for something specific. As you meet with prospective donors and walk through your auction procurement packets with them, make sure you're asking for unique items that interest your supporters. We can help! It can be hard to put a price tag on auctionable items, especially if the item is priceless. When it comes to auctions, knowing the FMV of an item helps you calculate the starting bid and bid increments, so its important to get the most accurate value before you start pricing items. Have separate booths at your venue to handle pre-registrations and new registrations. Download a silent auction donation request letter, Download a silent auction letter to parents (with reply slip), Download a silent auction sample bidding sheet. From the perspective of the bidder, its also a great option for people that dont want to waste their time bidding and are willing to pay top dollar for a specific item. 3. How much does your nonprofit need to raise through your silent auction? Has your organization been thinking about running a silent auction? Why? Another fun experience that donors can bid on to help plan their future travels is ski passes. and see if they would be willing to offer a prize. The letters are the first introduction to individuals and businesses that youre having an event, need silent auction items, and what recognition and visibility is included for auction donors. A great example of this is 32auctions. What type of atmosphere do you plan to evoke? Also consider asking families of people connected to your youth group or other organization whether they have any items they could . Fortunately, a number of local businesses offered donations of goods and services. Once the silent auction is over and youve celebrated your success, reach out to attendees and thank them for their participation. The manner in which you display the items has a lot to do with the sale of the item or receiving a higher bid. Be sure to: Included with your letter should be a silent auction item donation form to get additional and specific information about the item theyre donating. 1. While youre at it, learn the donation process inside and out and streamline it where possible. Most were happy to contribute something in return for some publicity. Other benefits of running a silent auction can include: Staff and volunteer support are crucial for planning and running your silent auction. April 8, 2022 13 min read Silent auctions are an enjoyable and engaging way to raise money. Not everyone will have the budget to place high bids, and some people may be reluctant to bid if the starting price doesnt suit their budget. Auction items that offer chances to try new things are often a hit. We are very lucky to have a supportive community, in the past we have had items such as: a weeks 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, interior design service, babysitting, a haircut or a cleaner for a day! It is never an imposition to help a friend, so you are not imposing. Now that you know WHO to ask, think about WHAT you should ask for. Local yoga studios might be willing to donate class packs or a monthly membership for your silent auction. For individual donors, address them by their full names. Pro tip #1: Advertise your items too. At the fair we have a big whiteboard listing the lots and a column for the bids, as well as forms for each lot, where you put your name, phone number and bid. In a traditional silent auction, each item has a paper bid sheet. We try to get as many as we can! After all, you want your donors to continue bidding at your silent auction . The winning bidders donate to your nonprofit and get something in return, which can be a big incentive to get involved. This makes it less stressful to plan your silent auction and helps you stick to your budget and timescales. Pro tip: Plan fun segments for your online auction such as quiz sessions, games, etc. Some will give you a $50 item instead, which is better than a bunch of $10 items on the auction tables! Arrange tables around the walls of the venue to display your auction items. This can include the item name, a brief description, and who donated it. We have a range of bidding modes to help you maximize funds raised from your silent auction: You can choose the type of bidding mode for each item. Its important to make sure you have the right mix of tangible and intangible items when soliciting and writing your silent auction letter requests. Remember to find silent auction items that are a little different. It is always surprising to see what we are offered when we send out our plea for prizes! Try to keep bidders engaged throughout the event timeline. They can see how close your nonprofit is to reaching your goal and this can encourage them to join in. The list of lots for the silent auction goes out in book bags one week before the event. Emails contain several distinct advantages over mailed letters: Easier to send personalized messages Easier to respond Easier to track responses Less expensive Can link to additional resources [Organization name] would also love to have you at the event! This builds on the success of your silent auction and shows attendees that you were grateful that they came. Alternatively, Facebook can be a good option for simple virtual events. Heres how you can run a virtual silent auction . In a silent auction, items are displayed to the attendees and each item has a bid sheet. Some tangible items can be a little more difficult to assess the FMV. Can You Run a Silent Auction on Facebook? Donors with a great experience at checkout are more likely to return for the same event next year and attend other fundraising galas for your organization. For example: "You have played a huge role in the success of our organization for years. What bidding modes can I have in my silent auction? Save the best for last take the excitement of your silent auction to its peak by placing some of the best items on your last table. Silent auctions can be great way to raise funds as part of your Christmas or summer fair - with barely any volunteers needed on the day! Silent Auction Pro and ClickBid are effective silent auction software platforms for nonprofits. If going . Hence, most of your potential bidders are already using Facebook. Sites such as PTA Events provide an easy way for people to view lots, do some research and start bidding. Disney World, Dollywood, and Six Flagsentice the amusement park lovers in your community with donated passes to some of their favorites. Family photoshoots or . This can appeal to their competitive streak, particularly when theyre already placing bids on items. If so, get them a ticket. Set up a planning committee to handle key tasks such as organizing and setting up the venue, securing items to auction, marketing, and ticketing. Some of the legal clauses that you may consider including are non-refundable policy, payment policy, checkout, and item pickup procedure, etc. and you may be able to get all your prizes without doing anything but asking. See if some local spas will donate a gift certificate for a couple of treatments. 2022 Murad Auctions. The silent auctions start time would be immediately when the event starts and should close before the live auction and the main activities begin. It may seem like a simple process with no planning and skills required, but it is not. Request your demo today: Our team will be in touch soon with scheduling options. First, create a team whose only job is to solicit auction items. I would be happy to provide you with more information about how you can support our work at [organizations name]. If youre using mobile bidding, they can place bids on their smartphones instead. Step 7: Check-out Attendees. Before gathering items for your silent auction, make a list of some of the goods, services, and experiences youd most like to offer. Meanwhile, attendees can set maximum bids for items they want, and Classy Live will automatically place new bids when outbid until they reach their max. The first benefit is that your auction can be anonymous if participants register. Check with those in your area to see if they can donate some classes for your silent auction. Pro tip #1: You can auction experiences, as well as physical items. Remember to check the regulations in your local area to make sure that its okay to host a raffle. How to Get Started: Give each solicitor a kit that includes contracts, information about your organization, solicitation letters, list of past donors, and sponsorship opportunities. With your connections, resources, and incredible history of charity work, I know that together we can make a huge difference. These items are typically physical items that have a standard retail price that is well-known or easy to find with a little research. In actuality, you are offering the business owner a great opportunity to gain exposure for their company and new customers to boot! Community Inspired Ltd cannot be held responsible for any decisions or actions taken by a PTA, based on the guidance provided. You can create themed baskets, such as one for dessert lovers or one with everything needed to make the perfect charcuterie board. An auction fundraiser can be a stand-alone online campaign withmobile biddingor part of your next event to take its impact to the next level. Use email marketing, social media posts, and a landing page to share your event link with potential bidders. The smallest items went into the raffle. Why not contact them and ask for a voucher towards a meal and drinks? Home / Events / Step-by-step / Step-by-step: silent auction. Once youve decided on the software, youll create an event and add auction item pictures and descriptions to it. Pro-tip #2: Look for silent auction software that will make it easy to place bids, register attendees, create auction catalogs, track bids, engage participants, and analyze data. Reserved Parking Spot Whether it's driving the school carpool every day, parking farthest from the office, or being late to lunch, a reserved parking spot saves people the hassle of finding parking.Add this perk to the silent auction for a specific event, monthly or annually. This community article details all of the required information needed to set up an auction item on the Campaign Management System (CMS). See if local music teachers would be willing to donate a few hours for bidders interested in learning the guitar, piano, or another instrument. A Buy-It-Now option is another great piece of the puzzle of knowing how to price a silent auction. Silent auctions can either be held as the central event or paired with another event such as a gala, dinner, golf tournament, or other gathering. Planning began in September, with two members coordinating the raffle and auctions. For example, school auctions typically see crazy gamification and bidder engagement with something as simple as parking spots. Holding a special event is a great way for an organization to generate fundraising proceeds, engage new and previous donors, and build awareness for their cause. To begin your silent auction donation request letter, first introduce yourself and acknowledge the relationship your organization has with the recipient. We would say that its typically not a great idea to include prices in your bid sheets. It is really great if you can put their logo on your auction website and link it to their website. An ideal silent auction only needs a total of 60-90 minutes to maximize your returns. . details all of the required information needed to set up an auction item on the Campaign Management System (CMS). Ask for something specific instead of saying, "We'd like you to donate something from your store". Download a print-friendly PDF version of our step-by-step guide to silent auctions, Every year as part of our Christmas fair, we set up a silent auction. As charity auction professionals, Murad Auctions can help you manage more profitable live and silent auctions and create successful giving opportunities, through galas, donor dinners, golf tournaments, and other fundraising events. Pro tip: Send a thank you letter or email to all attendees, regardless of whether they placed a winning bid. To learn more about Sealed Bidding, see. Written By Shay Lessman Share this article A good auction requires auction items that motivate event attendees to bid for them. Set the stage As with any donation request letter or mail appeal, you will pack the greatest punch if you can appeal to the humanity of your reader and tug on their heartstrings a bit. Unit 2, Bulrushes Farm, Coombe Hill Road, Below, well provide tips on how to run a silent auction and collect the right items for thisfundraising idea. Remember to thank all your bidders and create an impact report on your website or event page. Rather than an auctioneer calling out prices for items and taking raised hands as bids, a silent auction is all done on paper or online (hence the silent). What Are Some Tips for Running a Silent Auction? Items that should not have a Buy-it-Now option include: Nice job! Fundraising, News & Research, Business & Tech. Its essential that your request gets into the right hands. For more tips on boosting your fundraising success, check out the resources on our nonprofit blog. Participants often find them more exciting than a traditional live auction. Many people dont know how to solicit donations for auctions. Its such an important element of a donation request and sometimes overlooked in the craziness of auction prep. We'll cover event promotion, auction procurement & more. Offering this option to buy an item immediately is a good way to ensure more items exceed their FMV when bidding closes. Donation request letters are essential for building your auction. Pre-fill any forms for potential donors. All Rights Reserved. As a general rule the minimum you will need to gather is; a title, a description, pricing and an image. But if you have big ticket, one-of-a-kind items, set a higher starting bid for those silent auction items. The silent auction checkout process has been to known to cause a headache or two with the combination of checkout, item pick up, and payment processing. Whether in person, virtual, or hybrid, we can streamline the administrative process for your event staff while offering a user-friendly bidding interface for attendees. Classy Livesaves event admins time and improves participants experiences during silent auctions. If youre using silent auction software to create an event website, include the link in your communications with supporters. . Restaurant connections? Next, ask yourself these questions about potential donors and see if they can provide items in your target categories. Rather than giving up thinking I am just no good at procuring silent auction items, it is time to change your strategy. We put details of all the prizes on the school website and promoted the event with posters and emails. While youll likely reach out to some new restaurants or gift shops during this process, dont forget to tap friends, family,nonprofit board members, volunteers, and others already involved with your organization. Choose an employee, board member, or key personnel to represent you. And it can push up winning bids too. Attached is silent auction donation form for you to review. Once they had done this, their prize was available for them to collect from the school office. When asking for prizes, be creative - from a spa day to a boiler service, a term of karate lessons to expert IT help. You know this intangible item sells, so set a higher starting bid (and continue to raise it year-over-year)! You could choose to hold a fundraising dinner or raffle, for example. Enough to give a good selection, but not too many to discourage any competitive bidding. Using the proper silent auction forms, auction bid sheets, and donation request letters can be the key to procuring better charity auction items and bigger sponsors for your fundraising event. People can revisit lots to outbid fellow parents before the auction closes! Wellness providers in your area may want to donate services like pedicures, manicures, facials, or massages for your silent auction. To encourage a wide range of attendees, promote your silent auction through various channels, including email, social media, and direct mail. They can also register a payment card to simplify the bidding process. Silent auctions are popular for fundraising and also easier to execute compared to the traditional English auction event. Running a silent auction can be a daunting prospect for many nonprofits but with the right planning, it can be a very lucrative event. Learn how top nonprofits use Classy to power their fundraising. Providing a slick and simple silent auction system is Givergys bread and butter; its how we got started in the fundraising technology space and still accounts for 80% of the services we provide. HOME; TALENT. And you thought all you needed to do was simply gather enough item donations! Thank your donors before your event and after your event. That way, event admins can set reserve prices for silent auction itemsmeaning the minimum amount theyll accept for that itembut still have the starting price begin lower to encourage bidding. Make it easy for your supporters to share your event with their friends and family so they can spread the word too. Anyone who has tried cold calling for auction items, however, knows that it rarely works. Its a great way for an organization to raise money where typically, businesses or services donate an item to be raffled off. Most committees start the procurement process by looking at what they want to include in their auction: Lets get a cruise. Or tickets to a ball game. Lets find a villa in Tuscany. How about golf at a country club?. A silent auction is an event that is typically held by fundraisers and charitable organizations. The best way to source your silent auction items is to reach out to the masses, whether that be your database of supporters or a committee. Say, Wed like a Smoker to include in our mens section of the auction. Ask for $100 or $250 item and many people will say yes. People want to help; they just need to know how. Please dont hesitate to contact me at [phone number/email]. After clearly stating what youre asking for from your donors, its time to introduce the why. Include the impact that your reader can make and how it will benefit them by outlining: Including the why behind your request often distinguishes your request from others and builds a connection between your potential donor and your cause. If your event already has a theme, try to pair your silent auction items with that. Are you hosting established professionals able to bid on high-end items, or do you expect more college students interested in smaller items that still let them make a difference? This paperless option makes it easier to collect and manage bids while adding a professional touch to your live or . There are companies that can provide items for your auction, but those services can be costly, and you may not get the best return on that investment. Registering for an auction is completely optional and not necessary. Alternatively, you can set a pre-planned end time for your silent auction, and use countdown timers to drive last-minute bids. 4. The natural bidding should never exceed the Buy-It-Now price. Providing Professional Charity Auction Services to Dallas, Fort Worth, Austin, San Antonio, Houston, Denver. These range from memorabilia to experiences, holidays and art work. Silent auctions open up a wealth of opportunities: parents only bid on the items theyre interested in, prizes can be more varied and it practically runs itself! Encourage staff, volunteers, and donors to tap into their network. You can have a spontaneous end to your silent auction. From large scale gala dinners to concerts, we know Givergy can deliver a great experience for our guests., Amazing all round service, I would recommend Givergy to anyone. Pro tip #1: A silent auction isnt the only way to raise funds. Gift certificates to favorite nearby restaurants are good auction items for bidders across budget levels. Such events are virtual in nature but require less hassle, can be longer, and help you reach a wider range of audiences. This will bring them customers! Category or theme of the item youre looking for. Dont leave anyone off because you can always edit the list later. Get to the venue early to set up and handle any last-minute issues that may occur. If people can see what is on offer, theyre more likely to bid. You are asking a total stranger for something of value, to be given to someone they dont know, for a cause they know nothing about, and most likely dont want to know about. What To Include on a Silent Auction Bid Sheet. If you dont have the capacity to personalize each letter, you can segment your donors based on how youve interacted with them in the past: We arent saying you should write a novel about your organization or your event. People can revisit lots to outbid fellow parents before the auction closes! What information do I need to provide Givergy for my auction items? To show how much we appreciate your support, wed be happy to provide [incentive]. Online auction: Set up an online silent auction as a fundraiser in its own right or to attract bids before a live event.
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