Let’s face it, pulling off a successful fundraising auction takes a lot of time and energy! Chances are, at this moment, you are deeply engaged in planning, procurement, and volunteer organization to ensure your event is a success.

Happily, you have a team of dedicated volunteers at the ready. But with busy schedules and limited time, it’s important to use everyone’s time wisely. A strong team leader should know how to focus your team’s efforts toward tasks that truly impact your event’s success.

That’s where we come in—to help you work smarter. Below, we’ve identified common auction-planning tasks that often consume lots of energy but provide little return. By simplifying and streamlining these areas, you can free up your volunteers to concentrate on the things that really matter to your bottom line!

1. Simplify Bid Number Assignment

One of the first interactions your guests have with your auction is at check-in. A smooth and efficient process will set the tone for the night. It’s tempting to pre-assign bid numbers and create elaborate bid packets with catalogs, name tags, drink tickets, and more. While this level of organization might seem helpful, it can actually create unnecessary delays and stress.

A more efficient approach? Invite your guests to Self Check-In online before your event. This speeds up check-in time, reduces time spent in line, and eliminates the need for last-minute adjustments when guests arrive unexpectedly or swap tickets with friends.

Additional time-saving pro-tips

  • Use QR codes on bidder paddles so your guests can navigate directly to their self check-out page.
  • Set up a "Questions Answered" station where guests can get help without holding up the line. Staff the table with your most knowledgeable and friendly volunteers.
  • Strive for efficiency by making a game plan for your event from start to finish!

By streamlining bid number assignments and doing away with elaborate packaging, you’re saving your volunteers a ton of prep time and you’re creating a more welcoming and efficient start to your event.

2. Consider Open Seating vs. Assigned Seating

Event planners can spend days crafting the perfect seating chart—balancing donor relationships, bidder placement, even socially engineering tables to yield great group dynamics. Assigned seating can be a good idea for formal galas or very large events, but most auctions can benefit from a more flexible approach.

For events with fewer than 300 guests, open seating allows your guests to choose where they want to sit. Giving your guests the freedom to choose creates a more relaxed and enjoyable experience and sets a good tone for the evening.

If your event is larger or you have high-level sponsors, consider offering a VIP option for key donors while keeping the rest of the tables open. You can create a special section near your auctioneer for those who want premium seating without requiring the hassle of a full seating chart.

Additional perks to consider:

  • Open seating reduces the burden on your event staff and volunteers.
  • Last-minute guests won’t throw your carefully planned seating chart into chaos!
  • Open seating allows your guests to mingle and network.

3. Keep Your Displays Simple

Silent auctions are a great way to raise money, and they don’t need to be complicated. While it’s easy to spend hours creating detailed bid sheets or printing lengthy item descriptions, simplicity often works best. Attractive presentation matters, but what really drives bids is clarity and accessibility.

Before focusing your volunteer time on decorations, prioritize:

  • Clear signage: Make sure your items and bid sheets have clear descriptions and are easy to read from a distance. Use a simple font with a simple layout.
  • Group similar items together: Browsing should make sense to your guests so they can find their way through your displays.
  • Offer mobile bidding: Consider using an auction platform like SchoolAuction.net that includes mobile bidding. Print QR codes next to items to encourage quick and easy bidding.
  • Have pens at the ready! If you’re using paper bidding, make sure you have an abundance of pens on hand! Affix pens to bidding sheets to make it easy for your guests to log their bids.

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4. Prioritize Quality over Quantity

It’s tempting to secure as many silent auction items as possible, but quality often matters more than quantity. A silent auction with too many items can overwhelm bidders and actually lead to lower overall revenue—too many items spread out bidding, often leading to lower final bids. In addition to diminishing returns, procuring silent auction items is one of the most time-consuming roles your volunteers undertake.

To prevent burnout, keep it manageable. Use this simple formula:

  • Number of guests ÷ 2 x 0.35 = the ideal number of silent auction items.
  • Example: If you have 200 guests ÷ 2 = 100 potential bidders. 100 bidders x 0.35 = 35 silent auction items.

This formula will help ensure each item gets multiple bids and guarantees competitive bidding while maximizing revenue.

Additional tips for organizing your silent auction

  • Limit similar items: A wine basket is nice, but ten wine baskets will dilute bidding interest.
  • Create thematic lots: Combine smaller items into themed packages—for example, a "Family Fun Night" basket with movie tickets, popcorn, and board games.
  • Showcase unique experiences: Sign-up Parties, such as a cooking class or guided hike, are more exciting than a standard gift basket
  • Get creative! Items don't have to be hard to secure—Items from "scratch," like an exclusive parking spot, are often big sellers!

The rules of supply and demand apply to your silent auction items—be selective with what you offer in order to maximize revenue and economize the amount of work you generate for your volunteers.

Keep It Simple and Keep Your Volunteers Engaged

Your auction volunteers are energetic and generous with their time, so avoiding overly complicated processes will prevent burnout. Focusing on the essentials—effortless check-in, flexible seating, and a clear, well-organized auction—will ensure a smooth, successful event and a positive experience for everyone involved.