All you need to know about silent auctions

What is a silent auction?

A silent auction is a type of auction in which participants submit sealed or competitive bids, rather than bidding live and openly like in the traditional auction.

Silent auctions are often used to raise funds for charitable organisations or to sell items of value, such as artwork or collectibles. They can be conducted in person or online. To participate in a silent auction, individuals typically need to register and be given a bid sheet or bid number. They then review the items up for auction and place their bid on the sheet or online. The auction organiser will periodically update the bid sheets or online platform to reflect the current highest bid. The auction typically has a set end time, and the highest bidder at that time wins the item.

How does a traditional silent auction work?

Silent auctions typically involve a collection of items or experiences that are available for bid, with a set minimum bid and a bid sheet next to each item. Participants write their name and bid on the sheet next to the item they are interested in. The auction typically lasts for a set amount of time, and at the end of the auction, the highest bidder for each item wins. In some cases, the winning bidder may be required to pay for the item immediately, while in other cases payment may be due at a later date.

How does an online silent auction work?

An online silent auction typically works by having a website or app where participants can view and bid on items up for auction. The bidding process is usually done through the technology, and the highest bidder at the end of the auction period wins the item. The auction may be open for a set period of time, such as a few days, and bids can be placed at any time during that period. The bidders do not have to be physically present at the auction to participate and can place bids from anywhere with internet access.

What is better, an online or a paper silent auction?

Online silent auctions have several advantages over paper auctions. They can be accessed by a larger number of people, as they can be held online, and they are also more convenient for participants, as they can bid from anywhere at any time. Additionally, online auctions are more environmentally friendly as they eliminate the need for paper and printing. Online auctions also have the ability to automate many of the administrative tasks associated with traditional auctions, such as tracking bids and determining the winning bid.

What are the benefits to doing an online silent auctions?

Online silent auctions have several benefits, such as:

1. Increased reach: Online auctions can reach a global audience, which can lead to higher bids and more revenue for the auction.
2. Convenience: Participants can bid from anywhere with an internet connection, which eliminates the need to travel to a physical location.
3. Cost savings: Online auctions can be less expensive to organise than traditional auctions, as there is no need to rent a physical space or hire staff to run the event.
4. Greater transparency: Online auctions can provide real-time updates on the current bid and bid history, which can increase transparency and trust among participants.
5. More efficient: Online auctions can be run more efficiently and quickly than traditional auctions, making the process more efficient for all parties involved.
6. Greater reach for Charity organisations: Silent auctions are a great way for charity organisations to raise funds and reach a larger audience. Online silent auctions can allow more people to participate, even from different countries.

How many silent auction items should I have?

The number of silent auction items you should have will depend on the size of your event and the number of attendees. Typically, it's a good idea to have at least 15-20 items to offer a good variety of choices to guests. However, if you expect a large number of attendees or are running you auction online, you may want to have more items available. When hosting an in person silent auction you should never exceed more than 10% of the number of people in the room (40 items if an enclosed event of 400 people). Additionally, you'll want to ensure that the items you're offering are valuable and desirable to your target audience.

What are some ideas for auction items?

Popular silent auction items include:

• Holiday packages
• Artwork and collectibles
• Sporting event tickets
• Experiences (such as wine tastings, cooking classes, and spa days)
• Restaurant gift vouchers
• Jewellery and accessories
• Home goods and decorations
• Outdoor and adventure gear
• Charity-related items (such as signed memorabilia or a meet-and-greet with a celebrity)

Top tips for running a silent auction

1. Plan ahead: Create a detailed plan for the event and allocate tasks and responsibilities to volunteers.
2. Determine items: Choose desirable items that will attract bids.
3. Establish values: Determine the value of each item, this will be used to set the minimum bid.
4. Secure donors: Contact businesses, individuals or organisations to donate items for the auction.
5. Advertise: Promote the event through various channels to attract a larger audience.
6. Set up bidding: Arrange an easy to use mechanism, typically a tech platform / website, to ensure a smooth and organised bidding process.
7. Offer online bidding: Offer online bidding for those unable to attend the event in person.
8. Make it competitive: Use an electronic automated leaderboard if using a tech platform to ensure gests know when they have been outbid and to encourage them to bid again.
9. Set up silent rules: Establish clear rules for bidding, payment and pickup.
10. Staffing: Have volunteers or paid staff available to assist guests with bidding and answer questions.
11. Close bidding: Have a clear process for closing bidding and announcing the winners.

When should you close a silent auction?

A silent auction typically closes at a pre-planned time or when a pre-planned event occurs, such as the end of an event or the end of the bidding period. It is important to clearly communicate the closing time of the auction to all participants in advance to ensure that all bids are submitted before the auction closes.

Where can I host an online silent auction?

You can host an online silent auction using an auction software platform such as EMMA Live. EMMA Live supports all bidding models and is the most comprehensive interface on the market, and it couldn’t be easier to use. The EMMA Live platform provides tools to manage the auction process, accept online bids, and handle payment processing allowing you to keep it all in one place.