Silent Auctions

🤫 Silent Auctions: A Low-Key Way to Raise Big Funds

Silent auctions are a brilliant way to boost your fundraising profits without interrupting the flow of your main event. Whether it’s a school fete, trivia night, parent ball, or community gala, a well-run silent auction can add energy, engagement - and a serious cash injection.

Unlike traditional auctions that require microphones and undivided attention, silent auctions run quietly in the background, allowing guests to browse, bid, and compete without missing the rest of the fun.

🎁 Step 1: Source Your Prizes

Your auction is only as good as your prize table - but that doesn’t mean you need deep pockets.

• Start by asking your school community - parents who own businesses are often happy to donate goods or vouchers.

• Reach out to local retailers, restaurants, and sporting clubs.

• Sports memorabilia and experience-based prizes (like a weekend away or a massage voucher) are always popular.

💡 Don’t forget: Acknowledge all your generous prize donors in your program, on signage, and on social media. A little shout-out goes a long way.

🎨 Step 2: Set the Scene

Create a dedicated area for your auction - and make it pop!

• Use tablecloths, pot plants, and signage to create a professional, inviting space.

• Assign someone creative from your team to design a beautiful, engaging display.

• Clearly label each item with a description and any terms or conditions (e.g. expiry dates or restrictions).

If your prizes were donated, make sure you include the name or logo of the business that contributed.

✍️ Step 3: Collect the Bids

You’ve got a few options when it comes to how bids are made:

Option A: Bidding Sheets

Each item has a clipboard or sheet where guests can write their name and bid. Guests can return at any time to check and update their bids.

Option B: Table Bid Cards

At a more formal event like a ball or dinner, provide each table with a bidding card. Volunteers can collect these throughout the evening and encourage friendly competition.

Option C: Digital Bidding

For tech-savvy events, consider using a digital auction platform. It makes bidding easy (and often more competitive), especially for higher-value items.

📢 Tip: Have an MC or host announce when auctions are closing, and remind guests to check their bids!

🕒 Step 4: Time It Right

You can run one long silent auction or close items in batches throughout the night - for example, every 30 minutes.

• Display a closing time next to each item

• Use a whiteboard or screen to show current top bids (optional but effective)

• Give people a final 5-minute warning before each round closes

💳 Step 5: Close the Bidding & Collect Payment

At the end of the auction:

• The highest bid wins

• Collect payment on the night - have volunteers ready to help

• If your items are high value, consider offering EFTPOS or card facilities to make it easy for winners to pay and collect their prize on the spot

🏁 Final Thoughts

Silent auctions are a crowd favourite - they give guests something fun to browse between courses or activities and keep the energy flowing all night. With a little planning and a great selection of prizes, they’re a fantastic way to top up your fundraising total.