{"id":2199,"date":"2016-07-21T09:45:12","date_gmt":"2016-07-21T13:45:12","guid":{"rendered":"https:\/\/www.harborcompliance.com\/blog\/?p=2199"},"modified":"2023-09-15T14:02:34","modified_gmt":"2023-09-15T18:02:34","slug":"planning-a-charity-auction","status":"publish","type":"post","link":"https:\/\/www.harborcompliance.com\/blog\/planning-a-charity-auction\/","title":{"rendered":"Planning a Charity Auction: A Beginner\u2019s Guide"},"content":{"rendered":"\n<figure class=\"wp-block-image\"><a href=\"https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide.png\"><img loading=\"lazy\" decoding=\"async\" width=\"810\" height=\"450\" src=\"https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide.png\" alt=\"Planning a Charity Auction- A Beginner\u2019s Guide\" class=\"wp-image-2200\" srcset=\"https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide.png 810w, https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide-300x167.png 300w, https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide-768x427.png 768w, https:\/\/www.harborcompliance.com\/blog\/wp-content\/uploads\/2016\/07\/Planning-a-Charity-Auction-A-Beginner\u2019s-Guide-480x267.png 480w\" sizes=\"auto, (max-width: 810px) 100vw, 810px\" \/><\/a><\/figure>\n\n\n\n<p><em>Updated January 2019<\/em><\/p>\n\n\n\n<p>Charity auctions&nbsp;are a fun and exciting way to engage donors and raise money for your mission. Yet a successful auction requires careful planning. What type of auction will work best for you? Should you hold an online auction or a live event? How much will it cost, and where do you get the items to auction? This guide will help you lay the plans for an unforgettable event that meets your fundraising goals.<\/p>\n\n\n\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44\"><span class=\"hs-cta-node hs-cta-0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44\" id=\"hs-cta-0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44\"><!--[if lte IE 8]><div id=\"hs-cta-ie-element\"><\/div><![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/560178\/0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/560178\/0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44.png\" alt=\"Nonprofit Compliance Checklist Is your organization on track to meet its regulatory requirements? Use this  checklist to track the status of your compliance.Download now.\"><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(560178, '0758e836-73a4-4ce9-a5cb-ac5f3d9fcd44', {\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code -->\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">1. Decide which type of auction to host.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Table arrangements and five course meals. Bid paddles. An auctioneer rapidly calling out dollar amounts. These images are probably some of the first that come to mind when people think of charity auctions.&nbsp;<\/span><span style=\"font-weight: 400;\">But while live auctions are certainly a popular option, they\u2019re just one of the many types of charity auctions that organizations can host.&nbsp;<\/span>Thus, the first step to planning a charity auction will be to decide on exactly which type of auction your organization should put on in the first place.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The most popular types of charity auctions are silent auctions, live auctions, and online auctions.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><strong>Silent auctions:<\/strong>&nbsp;These are in-person events where i<\/span>tems are placed on tables for guests to browse. Traditionally, guests will bid by writing an amount on a sheet of paper placed next to the item.&nbsp;Mobile bidding software&nbsp;can boost donations by letting guests bid conveniently from their smartphones.&nbsp;<span style=\"font-weight: 400;\">Silent auctions are less structured than live auctions, giving organizations an ideal opportunity to interact with donors in person. Because silent auctions are more casual, they\u2019re also suitable for many types of audiences and can be adapted to all types of settings.&nbsp;<\/span><span style=\"font-weight: 400;\">However, this less structured nature can be a double-edged sword. Since you won\u2019t have an auctioneer running the show and actively entertaining your guests, it can be harder to engage your participants and motivate them to bid.<\/span><\/p>\n\n\n\n<p><strong>Live auctions:&nbsp;<\/strong><span style=\"font-weight: 400;\">Live auctions are essentially a type of live performance.&nbsp;<\/span>During a live auction, an auctioneer facilitates the bidding by introducing items and calling out dollar amounts<span style=\"font-weight: 400;\">. In order to place a bid, guests must capture the auctioneer\u2019s attention either by using bid paddles or through some other method.&nbsp;<\/span><span style=\"font-weight: 400;\">Because you\u2019ll have a real, larger-than-life auctioneer to run the show, live auctions tend to be fast, fun, and highly engaging for donors. Plus, the urgency of having to bid on the spot can be a great incentive for attendees to bid more!&nbsp;<\/span><span style=\"font-weight: 400;\">However, the structured nature of a live auction can also be a downside. Because guests will be seated at tables and participating in a live performance, your organization likely won\u2019t have as much time to interact with donors.&nbsp;<\/span><span style=\"font-weight: 400;\">Live auctions are commonly paired with silent auctions to give organizations more opportunities to fundraise.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><strong>Online auctions:<\/strong>&nbsp;<\/span><span style=\"font-weight: 400;\">Online auctions are similar to silent auctions, only digital.&nbsp;<\/span>To host an online auction, your organization would first have to set up an online auction site using auction software. <span style=\"font-weight: 400;\">The site features images and descriptions of each item for participants to browse on their computers.&nbsp;<\/span><span style=\"font-weight: 400;\">To place a bid, participants first have to register on the site by submitting their name and credit card information.&nbsp;<\/span><span style=\"font-weight: 400;\">Because there\u2019s no physical event with an online auction, they\u2019re much less expensive and easier to plan, and everyone can participate, regardless of geography.&nbsp;<\/span><span style=\"font-weight: 400;\">However, by the same token, it\u2019s more difficult to engage donors with an online auction, and you won\u2019t have the chance to interact with them face-to-face.&nbsp;<\/span>That\u2019s why online auctions are commonly held in tandem with silent auctions.<span style=\"font-weight: 400;\"> Organizations can open online bidding prior to the actual event to allow more people to bid for longer, and thus, raise more funds!<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">While silent, live, and online auctions are the most common types of charity auctions, you can also opt to host something a little more unconventional, like a <a href=\"https:\/\/www.onecause.com\/blog\/chinese-auction-penny-social\/\" rel=\"noopener\">Chinese auction or penny social<\/a><\/span><span style=\"font-weight: 400;\">.&nbsp;<\/span><\/p>\n\n\n\n<p>Early in your planning process, be sure to check that your auction meets all regulatory requirements, including <a href=\"https:\/\/www.harborcompliance.com\/charitable-registration\" rel=\"noopener\">charitable solicitation registrations<\/a>&nbsp;and&nbsp;<a href=\"https:\/\/www.harborcompliance.com\/charitable-solicitation-disclosures\" rel=\"noopener\">charitable disclosure statements<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">2. Set a budget and a goal.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Because charity auctions have so many moving parts, it\u2019s important to budget carefully. You\u2019ll want to anticipate all expenses from the beginning to make sure you can cover every aspect of your event, including auction software, items to auction, a venue, staff hours, decorations and supplies, entertainment, and food and drinks. Donations of time and materials can help cut down on costs.<\/span><\/p>\n\n\n\n<p>Once you\u2019ve established a budget, you can move on to setting a goal. How much do you hope to raise through your auction?&nbsp;<span style=\"font-weight: 400;\">Remember to keep your goal realistic and attainable. While it can be tempting to dream big, setting goals that are too lofty can demoralize your team.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">3. Recruit a team.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Your charity auction will need staff and volunteers dedicated to the event, including:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>An event planning committee<b><span style=\"font-weight: 400;\">.<\/span><\/b><\/li>\n\n\n\n<li>A procurement committee to solicit<span style=\"font-weight: 400;\">&nbsp;auction items.<\/span><\/li>\n\n\n\n<li>General volunteers for<span style=\"font-weight: 400;\">&nbsp;tasks such as set-up, registration, checkout, item running, and clean up.<\/span><\/li>\n\n\n\n<li>For live auctions, an auctioneer<span style=\"font-weight: 400;\">&nbsp;in charge of running the bidding and au<\/span>ction spotters to<span style=\"font-weight: 400;\">&nbsp;scope out the audience for bids.<\/span><\/li>\n\n\n\n<li>For silent auctions, an emcee<span style=\"font-weight: 400;\">&nbsp;to make announcements, talk up items, and keep the program on track, plus <\/span>auction monitors to&nbsp;<span style=\"font-weight: 400;\">answer questions, encourage bidding, and make sure everyone is playing by the rules.<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">The makeup of your team will depend on the size and type of your charity auction. Just make sure you have enough hands to cover everything that needs to get done!<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">4. Solicit auction items.<\/span><\/h2>\n\n\n\n<p>When thinking about which items to solicit, you\u2019ll probably want to start by consulting your donor data.<span style=\"font-weight: 400;\"> The items that tend to do best will appeal to your attendees\u2019 interests and fall within their general income levels.&nbsp;<\/span><span style=\"font-weight: 400;\">With these two factors in mind, have your procurement team start seeking out items as early as possible. They can start by leveraging their personal connections, then turn to other businesses and retailers who might be willing to donate their products or services, if necessary.&nbsp;<\/span><span style=\"font-weight: 400;\">Especially if you\u2019re relying on volunteers, it can be helpful to equip your procurement team with a solicitation toolkit that includes all the materials they might need when asking for donations. Your toolkit might include:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Basic information about your organization, cause, and event<\/span><\/li>\n\n\n\n<li>Donation pledge forms<\/li>\n\n\n\n<li>Invitations to your auction<\/li>\n\n\n\n<li>Solicitation letter templates<\/li>\n\n\n\n<li>A list of possible auction item ideas<\/li>\n\n\n\n<li><a rel=\"noopener\" href=\"https:\/\/www.harborcompliance.com\/charitable-solicitation-disclosures\">Charitable disclosure statements<\/a>, where applicable<\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">With a solicitation toolkit, your team will have everything they need to request and accept donations on the spot. <\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">5. Set a date and book a venue.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">With your procurement team on the ground scoping out items, it\u2019s time for your event planning team to start organizing the other logistics related to your event.&nbsp;<\/span>One of their first duties will be to set a date and book a venue.&nbsp;<span style=\"font-weight: 400;\">If possible, schedule your auction for a weekend or weeknight after 6 PM, so that those who work will be able to attend. Try to avoid holidays or summer months, when people are more likely to be traveling or tied up with family events.<\/span><\/p>\n\n\n\n<p>About 9-6 months out from when you wish to host your event, start scoping out an event space. <span style=\"font-weight: 400;\">The actual date will be determined by when the venue is open, but booking the space early should give you plenty of flexibility.&nbsp;<\/span><span style=\"font-weight: 400;\">There is no shortage of excellent venues available for hosting charity auctions, from&nbsp;<\/span><span style=\"font-weight: 400;\">art museums and golf courses to auditoriums and community centers.&nbsp;<\/span>Keep in mind, <span style=\"font-weight: 400;\">if you\u2019re hosting a silent auction with <a href=\"https:\/\/www.onecause.com\/solutions\/mobile-bidding-auction-software\/\" rel=\"noopener\">mobile bidding<\/a>, you\u2019ll want to test out the wifi and cell service <\/span><i><span style=\"font-weight: 400;\">before <\/span><\/i><span style=\"font-weight: 400;\">you book the venue to make sure it can support your software.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">6. Promote your auction.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Now that all of the details are in order, it\u2019s time to share the news of your charity auction with your loyal supporters!&nbsp;<\/span>While you\u2019ll definitely want to advertise your auction through multiple channels, one of the most effective ways to promote your event is to set up an auction site.&nbsp;<span style=\"font-weight: 400;\">Generated through auction software, your auction site will be a website that includes all of the pertinent information about your event.&nbsp;<\/span>Through your auction site, guests will be able to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Learn about your organization and cause<\/span><\/li>\n\n\n\n<li>Buy tickets and sponsorships<\/li>\n\n\n\n<li>Browse images and descriptions of auction items<\/li>\n\n\n\n<li>Check out your sponsors<\/li>\n\n\n\n<li>Make donations<\/li>\n\n\n\n<li>Bid on items in advance of your in-person event<\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Share the link to your auction site in all event correspondence to provide guests with all of the information they need to get involved. A<\/span>n auction site eliminates the need to print out a physical auction catalog to promote your items&nbsp;<span style=\"font-weight: 400;\">and allows you to continue adding new items as they come in.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">7. Set up and execute your auction.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">It\u2019s the day of your charity auction, and all of the hard work you put into planning is about to pay off!&nbsp;<\/span><span style=\"font-weight: 400;\">The biggest task you\u2019ll face the day of the auction is setup. You\u2019ll want to have the necessary staff and volunteers on site well before the event is set to start, so you\u2019ll have ample time to get everything done.&nbsp;<\/span>Set up will look a little different depending on which type of auction you\u2019re hosting.<\/p>\n\n\n\n<p><b><b>For silent auctions:<\/b><\/b><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Set up registration and checkout areas with multiple lines.<\/span><\/li>\n\n\n\n<li>Arrange tables around the room in a way that facilitates good traffic flow.<\/li>\n\n\n\n<li>Group items by category and place them on tables. Keep items to one row per table so that they\u2019re easily visible to guests.<\/li>\n\n\n\n<li>Place table tents next to each item that list the item number, a description of the item (including any restrictions), retail value, and starting and minimum bid amounts.<\/li>\n\n\n\n<li>If using mobile bidding, make sure the wifi and cell service is good to go. If you\u2019re hosting a traditional silent auction with bid sheets, generate the sheets and place one next to each item.<\/li>\n<\/ul>\n\n\n\n<p><b><b>For live auctions<\/b><span style=\"font-weight: 400;\">: <\/span><\/b><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Set up registration and checkout areas with multiple queues.<\/span><\/li>\n\n\n\n<li>Arrange tables and chairs in the venue and place guests in a seating chart.<\/li>\n\n\n\n<li>Place items in an area where they can easily be retrieved and displayed as the auctioneer introduces each one. If you can\u2019t feature items in-person, you might consider setting up a projector screen to display images of each item.<\/li>\n\n\n\n<li>Set up and test out the sound system.<\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Once setup is over, have volunteers ready and waiting to greet guests and register them as they start arriving. Then, let the bidding ensue!&nbsp;<\/span>Most importantly,<span style=\"font-weight: 400;\">&nbsp;remember to have a good time. While it\u2019s all too easy to worry about the details, when guests see you and your team enjoying the event, they\u2019re sure to follow suit.<\/span><\/p>\n\n\n\n<p><i>Bonus<\/i>: Want to raise even more at your charity auction? Check out these&nbsp;<a href=\"https:\/\/www.neoncrm.com\/fundraising-event-planning\/\" rel=\"noopener\">fundraising event planning tips<\/a> from our friends at Neon!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">8. Thank contributors and track your performance.<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">The winners have been determined, the happy guests have walked home with their items, and the venue is all cleaned up. However, you\u2019re not <\/span><i><span style=\"font-weight: 400;\">quite <\/span><\/i><span style=\"font-weight: 400;\">done with your charity auction just yet.&nbsp;<\/span>A stellar event warrants a stellar follow-up, and that means thanking those who contributed and tracking your performance.&nbsp;<span style=\"font-weight: 400;\">Make sure to follow up with everyone who contributed to your auction promptly after the event. Many of your contributors are also item donors, volunteers, sponsors, and bidders.&nbsp;<\/span>All of your supporters deserve to be thanked, no matter how big or small their contributions.<\/p>\n\n\n\n<p>You\u2019ll also want to track your own performance, especially if you plan on hosting another auction in the future.&nbsp;<span style=\"font-weight: 400;\">If you used auction software to plan your event, evaluating your performance should be fairly straightforward.&nbsp;<\/span><span style=\"font-weight: 400;\">Since all item and bidder data is tracked in one platform, you\u2019ll be able to generate a variety of highly accurate and up-to-date reports that will give you insights into which aspects of your planning worked well and which left some room for improvement.&nbsp;<\/span><span style=\"font-weight: 400;\">Your auctions will only keep getting more popular and profitable!<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">While charity auctions require a lot of planning and forethought, they can be some of the most lucrative nonprofit fundraising events.&nbsp;<\/span><span style=\"font-weight: 400;\">To learn even more about running a charity auction, make sure to check out <\/span><a href=\"https:\/\/www.onecause.com\/blog\/charity-auction\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">this guide from OneCause<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n\n\n\n<p><em>Karrie Wozniak is an expert on mobile fundraising. She is Vice President of Sales &amp; Marketing at <a href=\"https:\/\/www.onecause.com\/\" rel=\"noopener\">OneCause<\/a> (formerly BidPal), the leading mobile fundraising software company that helps nonprofits engage more donors and raise more money. Since 2007, OneCause has helped thousands of organizations raise more than $1.5 billion and connect with over 1.5 million supporters.<\/em><\/p>\n\n\n\n<p><b>Make Sure Your Auction Meets Requirements<\/b><\/p>\n\n\n\n<p>Auctions, like all types of fundraisers, trigger complex regulatory requirements. If you want to make sure you&#8217;re following all the rules without spending a ton of time on government paperwork, Harbor Compliance can help. Just <a href=\"https:\/\/www.harborcompliance.com\/contact\">get in touch<\/a> or give us a call, 1-888-995-5895. Our nonprofit specialists will be glad to take care of all the details for you.<\/p>\n\n\n\n<p><strong><em>Read More:<\/em><\/strong><\/p>\n\n\n\n<p>Learn about other <a href=\"https:\/\/www.harborcompliance.com\/blog\/6-fundraising-activities-that-trigger-special-requirements\/\">fundraising activities<\/a> that can trigger special requirements.<br>Six <a href=\"https:\/\/www.harborcompliance.com\/blog\/six-things-to-do-once-your-nonprofit-has-registered-for-fundraising\/\">things to do once your nonprofit has registered<\/a> for fundraising.<br>Nine ways <a href=\"https:\/\/www.harborcompliance.com\/blog\/nine-ways-that-compliance-affects-your-mission-and-impact\/\">compliance affects your mission<\/a> and impact.<\/p>\n<!-- AddThis Advanced Settings generic via filter on the_content --><!-- AddThis Share Buttons generic via filter on the_content -->","protected":false},"excerpt":{"rendered":"<p>Updated January 2019<\/p>\n<p>Charity auctions&nbsp;are a fun and exciting way to engage donors and raise money for your mission. Yet a successful auction requires careful planning. What type of auction will work best for you? Should you hold an online auction or a live event? How much will it cost, and where do you get the items to auction? This guide will help you lay the plans for an unforgettable event that meets your fundraising goals.<\/p>\n<p>1. Decide which type of auction to host.<\/p>\n<p>Table arrangements and five course meals. Bid paddles. An auctioneer rapidly calling out dollar amounts. These images are probably some of the first that come to mind when people think of charity auctions.&nbsp;But while live auctions are certainly a popular option, they\u2019re just one of the many types of charity auctions that organizations can host.&nbsp;Thus, the first step to &#8230; <a href=\"https:\/\/www.harborcompliance.com\/blog\/planning-a-charity-auction\/\">Read More<\/a><!-- AddThis Advanced Settings generic via filter on get_the_excerpt --><!-- AddThis Share Buttons generic via filter on get_the_excerpt --><\/p>\n","protected":false},"author":1,"featured_media":2242,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[118],"tags":[141,323],"class_list":["post-2199","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-fundraising-and-grants","tag-charitable-solicitation-registration","tag-charity-events"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Planning a Charity Auction: A Beginner\u2019s Guide | Harbor Compliance Blog<\/title>\n<meta name=\"description\" content=\"Planning a charity auction is a great way to engage donors and raise money. 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