Silent Auction

Guests bid on donated items by writing on bid sheets.

What it is

Businesses and members donate items. Guests write bids on paper sheets. Highest bid when time is up wins. Often paired with a dinner.

Typical net: $2,000 to $10,000 (rough estimate only. Good donated items are the key.)

Step by step

8 weeks out

Set date
Make a donor list

6 weeks out

Ask for items

4 weeks out

Collect items
Write descriptions

2 weeks out

Make bid sheets

1 week out

Group items into displays

Day before

Set tables

Day of

Open bidding
Close tables
Checkout

Tips that work

Ask for experiences too: a lake-house weekend, a home-cooked dinner, a fishing trip.
Set the starting bid at about 30–40% of value, with set bid steps ($5 or $10).
Group small items into themed baskets: movie night, garden, game day.
Close tables in groups 10 minutes apart to avoid a crowd at checkout.
Have a 'buy it now' price for popular items.

Volunteer jobs

Chair:
Donation team: Ask for items
Display crew:
Checkout (2): Take payment

Supplies

Bid sheets and pens
Item display stands
Gift baskets
Receipt book
Cash box

Permits and insurance

Get a certificate of insurance from the venue
Ask if your club's general liability insurance covers this event
Check city rules for signs and public gatherings
Give donors a receipt; it is up to them to talk to a tax advisor

General tips, not legal advice. Check with your city, county, and state.

Getting the word out

Show photos of top items ahead of time
Thank donors publicly

Sample announcement

Bid high for a good cause! The [Club name] Silent Auction is [date] at [place], [time]. Bid on [highlight items] and dozens more. Free to attend. All proceeds go to [cause].

On the day

Bid sheets out
Minimum bids set
Close tables on time
Checkout runs smoothly
Thank-you notes to donors