Organize a Silent Auction

1. Set a deadline for items to be entered into the auction. Give yourself enough time before the day of the auction to organize the items, as far as categorizations and display decisions.

2. Create an inventory sheet and log expected items as you hear about them. Create another inventory sheet for the day of the auction, when you’ll log items as they arrive. You may have unexpected additions or drop-outs on the day of the auction.

3. Create a bid sheet for every item, listing the following information: item, item number, item description, starting bid, payment specifications, and plenty of lines for people to write in their names and bids.

4. Referring to your inventory sheet, before the day of the auction, group your items into categories such as Sports, Clothing, Art, etc. On the day of the auction, as items arrive, display them in these categories.

5. Put together a program for bidders so they can easily reference a schedule of what categories will be displayed where and when. Include the auction start and stop times and any additional rules or information, such as liabilities and responsibilities, of which everyone should be aware.

6. Ensure you have sufficient lighting wherever the auction is to be held. Bidders will want to examine items before placing their bids, and it’ll help if they’re able to read the bid sheets.

7. If high-value items are to be displayed, look into obtaining secure display cases large enough to hold and protect these items.

8. As bidders arrive, have them fill out an information sheet including their name, address, and phone number. This way, payment and item transfers can still be carried out even if high bidders leave before the auction ends.

9. Enlist a few staff members to roam around the auction area and help you keep an eye on things. Any time people are involved, you can just never know what could happen.

10. To ensure proper payment and item disbursement, take some time at the end of the auction to make a list of high bidders and the item numbers of the items they bid on. Keep this document with the cashier for easy reference as bidders come to claim their items.

11. As bidders pay for their items, distribute receipts displaying the item numbers for which each individual has paid. Double-check the receipts and item numbers before the items are disbursed.

12. Have a plan in place for the pick-up of any unsold items. Before the day of the auction, ensure the item owners know they will be expected to claim their items and remove them from the property by a specified time or day. It wouldn’t hurt to have a signed agreement with each item owner as to who claims responsibility of leftover items and what is done with them if no one comes to pick them up.