You know that fundraising requires a lot more than simply setting up a donation page and waiting for money to start coming in. To meet and exceed your organization’s fundraising goals, you must understand how to unite your community behind your cause. That’s why charity auctions are such popular fundraising events.

A well-planned auction inspires support by creating an interactive and competitive experience for attendees. Your organization earns funds by auctioning appealing items and experiences while your guests get the chance to score exclusive deals they can’t find anywhere else.

In this guide, we’ll discuss everything you need to know about planning and hosting charity auctions. Here’s what we’ll cover:

No matter your organization’s size or budget, charity auctions can be a game-changing addition to your fundraising strategy. By researching auction basics and tailoring your approach to align with your goals and audience, you’ll be able to unlock a whole new level of community support.

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FAQs About Charity Auctions

Let’s start by laying the groundwork for your fundraising success. Explore these frequently asked questions with your team to get everyone on the same page:

What Is a Charity Auction?

A charity auction is a fundraising event that allows attendees to support a charitable cause by bidding on high-quality or exclusive items, experiences, and packages. You can run a charity auction on its own or incorporate it into a larger event, such as a gala.

Many types of organizations can host charity auctions, including:

  • Nonprofits
  • Schools
  • Sports clubs
  • Religious institutions
  • Museums
  • Libraries

Auctions are ideal opportunities to boost community engagement and funding, whether you’re trying to jump-start an exciting school year or embrace the heightened spirit of giving at year-end.

How Do Fundraising Auctions Work?

While there are several types of charity auctions, they all essentially follow the same basic structure:

  1. Your organization plans an auction and procures its auction items.
  2. Your team promotes the auction to its community.
  3. Those who are interested register for your event.
  4. When your fundraising auction begins, attendees place their bids.
  5. Once the bidding closes, attendees with the highest bids win the items.
  6. Your team passes out the auction items or ships them to winners.
  7. Your organization thanks attendees for their support after the event.

The specific timeline, format, and bidding process will vary depending on the type of auction you choose, which means you have plenty of flexibility to plan an event that suits your priorities and resources.

What Are the Benefits of Hosting an Auction Fundraiser?

There are several key reasons why your organization might go with a charity auction over another type of fundraiser. Notably, hosting an auction comes with the following benefits:

A graphic illustrating the benefits of hosting fundraising auctions, as explained in more detail below.
  • Greater fundraising potential. Due to the competitive nature of auctions, attendees may place higher bid amounts than what they typically donate to your organization, especially if there are items or packages they’re especially interested in.
  • Increased revenue opportunities. Beyond auction items, your organization can raise additional funds by selling tickets to your event, concessions, and raffles. Plus, by securing sponsorships from local businesses, you can cut down on event costs and solicit more one-of-a-kind auction items for free or at a discounted price.
  • Improved donor engagement. Auctions transform your donors from passive contributors into active participants in your fundraising campaign. They’re not just giving you their money—they’re interacting with fellow community members and vying for valuable items that catch their eye.

Additionally, when donors purchase auction items above their fair market value (FMV), they can claim charitable contribution tax deductions for the excess amount paid. This makes this event even more enticing for your audience.

Common Types of Charity Auctions

When deciding which type of fundraising auction is right for your organization, there are several common options to consider:

A graphic illustrating the common types of charity auctions, as explained in more detail below.
  • Online auction. These auctions occur partially or entirely online, usually running for multiple days or weeks. This allows people to bid at whatever time or location they find convenient. Attendees will browse and bid on items through your auction website. Once your event is over, you’ll ship the purchased items to winning bidders or offer local pick-up. There’s no need to worry about finding an event venue, catering, or volunteers to help with setup and cleanup.
  • Live auction. A live auction is a high-energy, in-person event in which an auctioneer presents items one at a time and encourages attendees to bid on them. Guests usually bid by raising paddles or calling out to the auctioneer, though you can also enable mobile bidding. Often, this fundraiser is hosted as part of a gala event, alongside a meal and other live entertainment.
  • Virtual live auction. A virtual live auction is similar to a live auction, except you’ll livestream it to attendees in the comfort of their own homes. An auctioneer and emcee will build excitement and facilitate bidding, which will take place through your auction website.
  • Silent auction. These auctions can take place either in person or online. Unlike a live auction, which involves participants bidding on the same items at the same time, a silent auction allows people to bid at their own pace. You’ll display auction items for attendees to browse and provide paper bid sheets or mobile bidding tools.

If you’re unsure which format will appeal to your audience, consider asking them in a survey or simply trying out a few to see which performs best. Factor in their preferences alongside your specific goals and resources to figure out which types of charity auctions to prioritize.

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How to Host a Charity Auction Fundraiser: 7 Easy Steps

If your organization is ready to add auctions to its fundraising repertoire, follow these essential steps to set your event up for success:

1. Create an auction planning committee.

Planning a smooth and engaging auction involves many moving parts. To cover all your bases, recruit several dedicated volunteers to serve on your auction planning committee. Create and fill positions such as:

A graphic illustrating essential positions in a fundraising auction planning committee, as described in more detail below.
  • Item Procurement Lead. This individual will reach out to community members, major donors, and local businesses to solicit auction items for your event. Then, they’ll arrange these items into appealing packages that will entice bids. Look for someone who is social, proficient in networking, and highly organized.
  • Auction Chair. Your Auction Chair will be in charge of recruiting and overseeing everyone on your planning committee. They’ll help make decisions about event details and troubleshoot any challenges that may arise. This individual should be comfortable with delegating and capable of inspiring others.
  • Front Desk Manager. Your auction’s Front Desk Manager is responsible for ensuring attendees have a smooth event experience from start to finish. They’ll manage the volunteers handling auction item staging, guest check-in, item pick-up, and guest check-out. When recruiting for this position, look for someone who is flexible and highly attentive to detail.
  • Volunteer Coordinator. This individual will recruit volunteers, provide training, and assign roles that best fit each team member. They should have strong leadership abilities, communication skills, and a positive attitude.
  • Theme and Decorations Manager. Your Theme and Decorations Manager will handle turning your auction into a lively, engaging event that attendees will remember for years to come. They’ll brainstorm charming theme ideas for your auction and arrange all the decorations, so look for a team player with an eye for design and a good sense of time management.
  • Ticket Sales Lead. This committee member will ensure all your planning efforts pay off by securing as many event registrations as possible. They’ll drum up excitement through various promotional strategies, so they should be enthusiastic, highly motivated, and experienced with marketing.

Once you’ve assembled your auction committee, finalize details such as your event budget, format, and timeline as a team. Outline any additional fundraising activities you want to incorporate into your event, such as merchandise sales or text-to-give, so that you can plan accordingly.

2. Invest in charity auction software.

Make auction planning a breeze for your committee by using auction software that streamlines their responsibilities and enhances the attendee experience. Look for a platform that supports various types of auctions and comes with tools for:

An example of mobile bidding at a fundraising auction.
  • Event websites. Set up a custom website with your own colors and images. Display auction items in an online catalog, sorted by categories for easy browsing.
  • Online fundraising. Maximize revenue with options for crowdfunding pages, online stores, recurring donations, and text-to-give campaigns.
  • Livestreaming. Attendees should be able to watch your virtual auction, chat, and bid on their devices. The platform should offer low-latency livestreaming to minimize delays between your auctioneer speaking and when it reaches your virtual attendees.
  • Self check-in and check-out. Reduce wait times at your auction by allowing guests to check themselves in and out using their smartphones.
  • Flexible bidding. Offer a flexible bidding experience with tools that allow bidding through phones, tablets, and computers. Look for software that enables blind bidding, proxy bidding, and simultaneous in-person and virtual bidding.

Additionally, the software should be user-friendly for both your auction team and attendees. Look for providers with reliable customer support and several pricing plans, so you can ensure that you’re only paying for the features you intend to use.

3. Decide on event rules and procedures.

Hammer out the exact details of your fundraising auction early to set attendee expectations and reduce confusion during the event. Here are a few rules and procedures you’ll want to specify:

  • Whether you accept returns or all sales are final
  • How you calculate starting bids and increments
  • Specific start and end times for items
  • Whether participants can change or withdraw bids
  • Age restrictions for bidding on certain items
  • What payment methods you accept
  • Whether auction items are sold as-is in their current condition
  • An expected timeframe for item delivery, if applicable

Share this important guidance on your charity auction’s event page, and consider including a detailed FAQ section that registrants can refer to for more information. If you’re hosting an in-person auction, post key rules on clear signage and include them with any printed materials you hand out.

4. Procure auction items.

Before you can launch an engaging auction, you need to procure a range of items and experiences that your audience is interested in. Consider what you already know about your organization’s community, including their demographics, interests, and hobbies. Then, connect with individuals and businesses in your area to request auction item donations.

Some of the most popular auction item ideas include:

  • Movie memorabilia
  • Sports collectibles
  • Gift baskets
  • Vacation packages
  • Artwork
  • Jewelry
  • Concert or theater tickets
  • Behind-the-scenes tours

An elementary school, for instance, might look for various getaway packages or spa day certificates to appeal to the parents of its young students. A wildlife conservation nonprofit might focus on securing adventure packages that include whitewater rafting, rainforest tours, or reef diving to align with the interests of its donors.

5. Promote the auction fundraiser.

After you’ve set the stage for a memorable and entertaining auction experience, it’s time to spread the word to your community. Apply a multi-channel marketing strategy to maximize awareness. For example, use the following platforms and channels to promote your upcoming charity auction:

  • Website. Consolidate all your auction details on your event page, including the date, registration process, and bidding guidelines. Link to this page in your other marketing materials so potential attendees know where they can go to learn more about the event.
  • Email. Announce your event in your email newsletter and send out segmented invitations to subscribers. Emails with personalized subject lines are 26% more likely to be opened, so remember to address each recipient as an individual to make them feel valued.
  • Social media. There are over five billion active social media users worldwide, each spending an average of two and a half hours on these platforms. Harness the popularity of social media by creating a series of posts that spotlight your upcoming auction and the items attendees can bid on.
  • Text messaging. Texts are a quick way to reach your target audience and ensure that they actually read your messages. Allow attendees to opt into receiving texts from your organization so that you can send automated reminders leading up to your event.
  • Printed flyers. Especially if you’re hosting an in-person auction, place flyers in parks and community centers to attract more local participants.

Remember to communicate the purpose of your fundraiser so your audience can understand how their participation will make a meaningful impact in your community.

6. Focus on the attendee experience during the event.

When your event day rolls around, it’s time to put your plans into action. Consider your auction experience from start to end. How can you make it more convenient and dynamic for attendees?

Keep these tips in mind to meet and exceed your guests’ expectations:

  • Arrange your auction items into categories so attendees can easily find what they’re interested in.
  • Set up automatic text reminders and outbid notifications to boost engagement and bidding throughout the event.
  • Use countdown clocks to add a sense of urgency and anticipation to your bidding process.
  • Create opportunities for virtual attendees to interact with one another, such as through networking sessions or breakout rooms.

Your auction platform should facilitate these various elements of attendee engagement. To keep everything running smoothly, ensure everyone on your event team receives training on how to use your software.

7. Follow up with appreciation.

A successful fundraising auction can leave a lasting impression on your guests, laying the foundation for increased engagement and generosity. With a thoughtful follow-up strategy, you can ensure that guests are more than eager to attend your auctions and other fundraising events in the future.

Here are a few ideas for expressing your appreciation:

  • Send a prompt follow-up email. After your auction closes, thank each attendee with a personalized email. Address them by their preferred name and, if possible, reference the items they bid on or won. While you may not be able to craft completely unique emails for each recipient, tailoring your messages with specific, relevant details shows how much you individually value them.
  • Report the impact of contributions. Remind auction participants that their bids made a difference. Communicate the total amount raised and how your organization will use it to advance its mission on your website, social media, and newsletter. For example, a middle school might announce that, thanks to the funds contributed by auction attendees, it will be able to purchase all new equipment for its music program.
  • Collect feedback with a survey. Demonstrate that you’re committed to providing supporters with smooth and rewarding experiences with your organization. 24-48 hours after your auction, send out a post-event survey to gather feedback from attendees. Ask them if there are any improvements they’d like to see in your auction planning and make adjustments as needed.
  • Share other involvement opportunities. Promote long-term engagement by making it easy for supporters to stay involved after your auction. While you shouldn’t immediately solicit them for another donation, invite them to engage further with your mission by encouraging them to volunteer, join your social media community, or attend an upcoming Q&A session.

Don’t stop at thanking your attendees. Acknowledge your auction item donors and event sponsors on your website, auction catalog, and event signage. Celebrate your volunteers for their hard work by shouting them out on social media or even hosting a post-auction gathering with snacks and refreshments. By taking the time to extend your gratitude across all fronts, you’ll nurture a lasting base of support for your organization.

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Charity Auction Tips to Earn More Revenue

When it comes to fundraising, there are always opportunities to refine your strategies and boost your results. If you’re looking to take your auction performance up a notch, use these tips to guide you:

A graphic illustrating tips to improve fundraising auction success, as described in more detail below.
  • Choose a theme for your auction. Adding a theme to your event can make it stand out, especially since it’s likely that auctions are nothing new to your supporters. Brainstorm theme ideas related to your organization’s mission and audience’s interests. For instance, a nonprofit that’s working to improve digital literacy within its community might incorporate a high-tech spy or futuristic theme into its auction to immerse participants.
  • Provide a “Buy-It-Now” option. Including a “Buy-It-Now” option for your most exclusive, sought-after items allows attendees to immediately secure them without having to bid for them. Price these auction items at 150-200% of their FMV to raise more funds from people who are really drawn to purchasing them.
  • Incorporate gamification. You must keep attendee engagement high throughout your auction to maximize bidding and donations—especially if everything is taking place online. Use your tools to gamify your event, such as by incorporating voting contests that allow guests to make a donation to vote on topics such as the most adorable pet photo, the most appealing vacation destinations, and more.
  • Combine both live and online formats. Want to sell more charity auction items and earn more for your organization? Start by hosting a live auction at a gala. Then, after the event ends, launch an online auction for all the remaining items that didn’t receive bids. This way, people who couldn’t attend the event in person still get the opportunity to browse and bid on your items.
  • Hire a top-tier benefit auctioneer. If you’re running a live auction, you need a professional auctioneer who understands how to speak clearly and hold the attention of a crowd. When researching your options, look for auctioneers who have earned the Benefit Auction Specialist (BAS) designation from the National Auction Association. See if they have any videos from past events that allow you to see their abilities firsthand.

Don’t feel pressured to implement all of these tips at once. Patience is key—assess metrics such as total revenue raised, average bid amount, and percentage of items sold after each event and use this information to inform which improvements to prioritize going forward.

Continuous learning is essential to the long-term success of any fundraising strategy, including charity auctions. By staying in the loop on your audience’s expectations, you can ensure that your auctions always make a profound impression.

A few recent trends to keep on your radar include:

  • QR codes are becoming more popular. The number of QR code scans has quadrupled around the world this year, reaching 26.95 million scans. As people become more attached to their phones, lean into their preferences by including QR codes in your auction materials. Add a QR code leading to your registration page on your posters and flyers. At in-person silent auctions, provide a QR code for each item to facilitate mobile bidding.
  • Storytelling is more important than ever. Be upfront with your guests to inspire more generosity. Include stories in marketing and event materials illustrating how you’ll use donors’ funds to make an impact. In your auction item descriptions, go beyond simply summarizing what they are. Highlight each item’s history, story, or what makes it special to build deeper connections with attendees.
  • Attendees want engagement and connection. Today’s event attendees are looking for high-quality experiences, with 64% agreeing that immersive experiences are the most important aspect of an event. Auction planners must continually develop compelling strategies to foster engagement and connection, whether that’s adding more gamification elements or creating dedicated networking spaces at both in-person and virtual events.

Remember that no two organizations have the same audience, so stay tuned into what’s important to your community. Note the most popular auction item categories and solicit feedback from attendees. While you shouldn’t implement every suggestion without thorough consideration, making strategic adjustments shows that you’re actively listening and working to improve your auction experience.

Wrapping Up: Surpass Your Charity Auction Fundraising Goals

Organizations around the world rely on charity auctions to bring their communities together and hit their fundraising goals. No matter where you are in your auction planning journey, you have the potential to create an unforgettable event that can turn into an annual tradition for you and your supporters.

And, remember that you don’t have to do it all on your own.

With a powerful auction platform on your side, you’ll have all the tools you need to engage attendees, inspire competitive bidding, and expand your donor base. To find the right solution for your organization, explore online reviews and request demos for a firsthand look at the software’s functionality. Better yet, take advantage of free trials—such as the one offered by SchoolAuction.net—to try everything out for yourself.

If you’re ready to take your auction planning expertise to the next level, check out these additional resources:

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