Is a Silent Auction Silent?

Not necessarily. Not the good ones anyway. They may be anonymous, but silent? Yeah, no. There’s commotion during the organizing phase, marketing phase, execution phase, close-out phase, and follow-up phase. Silent auctions are fundraising events. You don’t want to go quietly into that good night, you want to pack the house with excited people and their checkbooks. We’re raising money for a good cause here! Let’s talk about pulling together a silent (nor not) auction.

The organizing committee starts the ball rolling by creating a plan for curating and securing auction items. Then “dress” them up so the items and gift baskets attract a bidder or three to spend their money. You can hear the cacophony of sound the committee makes as cellophane, ribbons, baskets, and bows fly about when the wrapping party ensues. While the donated items are being prepared, select a venue and determine the theme for the event. Should it be a formal black-tie affair? A masquerade? Something more focused on the specific cause for which you are raising the funds?

The marketing committee is next to create a buzz as they spread the word about the silent auction. You want the message heard by many in a variety of circles and in different ways. Make sure your tried and true supporters hear the news first. Get them engaged in helping you share the invitation with their friends and circles of influence. After that, reach out to a broader audience either geographically or by interest and if there is still time, send the invitation out to the biggest contact list you can find. Let them hear you roar.

Where the most clamor is made is during the execution phase; during the silent auction itself. Ensure you have an energetic and engaging host who will keep the buzz going throughout the event as the attendees bid on items over and over. Bidding can be done via a mobile app or the old-school way on paper. The mobile app is the quieter method and often bidders remain anonymous. The paper method can actually create more of a frenzy in the room since bidders can physically see someone walk over to the item they are watching and write their bid down. A game of cat-and-mouse can ensue between bidders as they guard their item and wait for time to run out.

Once the countdown hits zero and the bidding is over it’s time to see who the lucky winners are, distribute the items, and collect the funds. You can include this as part of the event with pomp and circumstance or wait until later. While you collect bids and drop off items, take this time to thank the buyers individually. And, be sure to celebrate the funds received and work well done with the team.

The key to any successful program is follow-up. Keep the fanfare alive and the momentum going that was created by the event and maintain awareness of your cause by contacting those who not only made a donation but also attended the event. Assign a committee or enlist the help of some volunteers to make phone calls or send emails to everyone who participated in the “silent” auction. Offer them ways to stay connected with your organization or cause throughout the coming weeks and months whether it is through a volunteer opportunity or a financial pledge. Whatever you do, do NOT stay silent!

Have you run a silent auction before? If so, I’d love to hear one thing you learned that you would want others to know as they get started! You can send me an email or share it here.

And share this blog with others who plan events and on your social media! I share these stories with the hope
that others can learn from them.