Make it clear which Bid Sheet matches which plexiglass or framed display

Let’s face it: at most silent auctions, there are a lot of items and bid sheets on the table. When you’re on the auction committee, it’s easy for you to know at a glance that the basket on the left with the blue ribbon is the “Family Fun Night” basket and the one on the right with the red ribbon is the “Italian Fest” basket (duh!). But to your guests, it’s all just a mash up of colors, fluff, and paperwork.

Make it easier for people to spend money by clearly labeling and numbering each package up for bid. I like to place each bid sheet directly in front of its plexi display, and I make sure the auction section and number on each are clearly visible.

Or you can invest in mobile (text) bidding and folks will see the image you’ve uploaded with each auction item 🙂

Don’t want to take a photo of each basket? Find a funny image

When I attend other auctions, I often see groups that don’t make a stand-up display for baskets or physical items, thinking that the item “sells itself.” I don’t agree.

I like the continuity that every auction lot, whether physical item or certificate-not-on-display, gets a standardized written description, displayed either in a frame, an acrylic slanted sign holder, or a foamboard with attached easel back. This makes the tables organized, balanced, consistent, and polished.

So, what do you put as a visual for a basket that’s right next to it on display? Sure, you could take a picture of the basket, but to me that doesn’t add anything, so I try to find an image (Google Images) that’s cute, funny, or will make the viewer chuckle with recognition. That wine basket gets the “I love wine” graphic, and the coffee basket gets the cutesy, “Life is short. Enjoy your coffee.”

OH, and make sure that a list of what’s in the basket is either in the typed description or attached by a nicely typed card attached to the actual basket.

Will your next auction have better basket descriptions?

If the donor sent a brochure, display it!

If you’ve ever been in the office or on the committee when donations come in the mail, you know that many of them include an informational or promotional piece, like a brochure, menu of services, takeout menu, postcard, folder, etc.

It may be your first inclination to give these items to the winning bidder, so you just stash them away in the winner’s envelope with the certificate.

DON’T!

In order to make it easy for people to spend money (one of my mantras), make sure promotional items that would help potential bidders understand an item, see the value, or get excited are put on display next to the bid sheet. Either stuff into a clear plexi sign holder, or, for small items, I lean them against a 4″ x 6″ plexi.

If you hide all the juicy details until after the bidding is over, you’ve lost the opportunity to promote your donors and encourage more (and higher) bids. Promote your items better next time!

Make it easy for people to spend money by hanging a poster listing this silent auction section’s items in order

Here’s a simple way to make it easier for people to shop your silent auctions.

This is just a table made in Excel with columns for the Item Number, Item Name, and an extra column where later you will write in the winning bidder’s name or number.

Simply save the table as a PDF, and then FedEx/Kinko’s can blow this up to a 20″ x 30″ for about $4 in black and white. You can tape or spraymount it onto a standard foam core board (about $4 at Michael’s craft store). If you’re going to hang it, attach a cord or ribbon.

These boards should be easily visible (up high!) within each auction section, and make sure that the items are then displayed in the order listed on the board. Guests should be able to look up at the board, see “514 Massage, Mani, Pedi” and walk right to that bid sheet to bid. If you have electronic (text) bidding, signage like this still helps guests to see what items interest them at a glance.

After each silent auction section closes, it’s fast and easy to write in winning bidders and display these in front of the Checkout area so patrons can easy check to see who won.