Provide Options
When printing your tickets and flyers, offer more than just the base price. Instead of just stating your standard admission prices, add a few "advanced categories."
Whether you offer little extras, such as special seating, or just a special "donate more" price, you may be surprised at the number of people who are willing to pay above the base price.
Behind the Scenes Tour
Some of the biggest money makers for a school silent auction are those that require the least time or effort to acquire and may be right in your own backyard. A behind the scenes school tour, or other "off-limits privilege," can be a real treat for the bidder and a gold mine for you.
A guided tour of the staff lounge is simple to provide and and can make a student feel like a VIP. Parents love to provide that special experience for their kids. The fun with a "bidding battle" for the prized slot for their child, can also add spice to the evening.
But with a donation of a bit of their time, any of the staff can help contribute. Fun ideas include a pizza lunch with the department head, a movie outing with a favorite teacher, or even a make-your-own ice cream Sunday with the principal. The possibilities are endless. Ask your school staff and you may be surprised with some of the ideas they come up with. They know these kids and are a terrific resource for what may prove to be your most popular auction item.
Wine Wall
A Wine Wall is a fun way event attendees to donate and always end the evening with a prize.
Here's how it works:
Before your event, ask for donations of bottles of wine and liquor with a retail value of $20-$40.
Post copies of the wine labels on a wall and number each one. This will also help draw attention to the game. Sell $25 tickets which allow the buyer to pull a number from the "wine bowl." The number will correspond with one of the donated wines and the puller will receive that bottle of wine.
For added fun and excitement, put aside the most valuable bottle of wine for a Master Draw. Bidders will love the chance to win an extra bottle of wine. Add the "used tickets" from above into this second drawing for the most valuable bottle. The winner will go home as the Wine King/Queen with this extra bottle of wine!
Sample Donation Request Letter
Asking for donations is not hard. Personalize the donation request letter below and send it to local businesses. Pearl Bids simplifies this process by easily using your donator data to generate letters.
See the Pearl Bids Blog: Silent Auction Donation Request Letter for tips on how to use this letter.
SAMPLE SILENT AUCTION DONATION REQUEST LETTER
Your Name
ABC School
123 Main Street
Any Town, State, Zip
Date
Dear Mr./Mrs. [lastname] (Personalize by using the business owner’s real name, not “To whom it may concern”),
Event Name, ABC School's annual fundraising event, is coming up and we are looking for donations for the silent auction. (INSERT ONE SENTENCE ABOUT THE ORGANIZATION AND WHY THEY SHOULD SUPPORT YOU. For example: I have been a St. Patrick’s School parent for over five years and am continually amazed and excited by the high quality teaching and enthusiasm of the staff.)
Our upcoming event will help to finance ABC (DETAIL WHY YOU ARE HOLDING YOUR EVENT - for needed classroom supplies, to help our children...). With an expected attendance of over XXX supporters, all of our sponsors and donors will receive great publicity by being recognized for their generous donations.
Can you help us out with a donation of a product or service from your business? All donations are great appreciated and tax deductible. Simply fill out the attached donation form, return it to me, and we’ll handle everything from there.
If you have any questions or need further information, please contact me at (555) 555-5555 or YourEmail.com. On behalf of the students, parents, and faculty of ABC School, thank you in advance for your help.
I look forward to hearing from you,
YOUR NAME
++++++++++++++
SAMPLE SILENT AUCTION DONATION FORM
Silent Auction Donation Form
Donor Representative Name: ______________________
Donor Company Name:____________________________
Mailing Address:__________________________________
Physical Address:_________________________________
EMAIL:_________________________________________
Phone Number:__________________________
Description of item or service being donated
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________
Approximate Retail Value: _________________
Thank you for your support!
ABC School, ABC School's tax ID number, Contact name, Contact phone, Contact email
Spruce Up The Gift Certificates
Add a fun item to gift certificates to draw more attention and enhance your display.
If auctioning off a gift certificate for a round of golf, place the certificate in a basket of golf balls...
...If auctioning off a camping trip, add s'more makings (graham crackers, marshmallows & chocolate) to your display. Add a scented candle or lotion to a gift certificate for a massage. Any creative display will help attract attention to your item and make the purchase that much more attractive.
A Dress Rehearsal
There is no doubt that having a dress rehearsal before a performance is a must. Why not take the same approach with your next silent auction?
A week before your event, take 30 minutes to do a dry run-through. Have your data-entry volunteers on hand so that they will be familiar with your system. A few "attendees" can place bids allowing for a a mock closing. Not only will you discover any potential bottle-necks, but your volunteers will be more familiar with the process and feel less stressed. If you do run into any unanticipated questions, the Pearl Bids team is here to help you sort them out!
This is also a great time for the volunteers to bring up suggestions. By performing the tasks, they may see little quirks that would help the evening run more smoothly. Realizing these in advance will let you decide if a slight modification is in order. Something as simple as moving the drop-off tray may save you a major headache!
Don't Have Too Many Items
When you get a lot of donations, it is easy to want to put them all out. But it is actually best to not have too many silent auction items - an increase in quantity does not necessarily lead to an increase in income!
If you have tables upon tables of items, your bidders will not get a chance to see everything that you have to offer. Many will stop looking before they get overwhelmed or feel over committed.
Make sure the items that you do have are well spaced and in a well lit area. Having a manageable number of items will make this a lot easier! Viewers will have no trouble seeing what is available and what the current bids are.
So how can you make sure that all items are available? Bundle small items into gift baskets. It will also prove much more cost effective than your staff having to process an overload of small value items.
Driver for a Day
Driver for a Day! Follow the "Uber" example; include one or two private drivers for a day as a silent auction item.
Whether purchased as a ride to get the kids from school to all their daily actvities or a treat for a day out on the town for mom or dad, having a driver for the day can be just the ticket. Flaunt the luxury of not having to worry about parking and not having to rush from one pickup to the next; having a driver for a day can be a real treat.
If you have several available drivers, try targeting the audience for each driver. Target one towards parents who need a "day off from driving" by throwing in a simple addition such as a stop at Cold Stone for a surprise treat. Promote the donation as a ladies treat and include a special bouquet of flowers at pick up? These small additions can help make this an extra special item that your bidder will not want to pass up.
Wristbands for Bid Numbers
A new way to pass out bid numbers... When attendees arrive, hand out wristbands with their bid number on it. The bid number is handy throughout the evening and as the attendees circulate and bid on items it is super easy for them to double check their bid numbers before writing them down. Having seen way too many people record the wrong bid numbers on bid sheets, I think this is a fantastic idea.
Our customer went one step further; their event was PROM Night themed, so the bid numbers were handmade for each woman attendee as a wrist corsage! What a great way to make this a night to remember and to put your guests in a good mood! I bet their silent auction was a huge success.
Post Auction Sale
The silent auction is done, all payments have been collected, but you have a handful of items that just did not sell. What do you do?
While some may feel the best course of action is to simply return the unsold items or donate them to another cause, a great option is to open up a mini-auction. You don't want to insult donors by returning an item or make them feel that their gift was not appreciated; it is possible that the item was just in the "wrong place at the wrong time."
Offering these items for bidding online can turn a leftover donation into cash. Don't forget to alert your attendees and supporters of this new opportunity. The donation may have been overlooked at your event, or the timing may have just been off. Give your supporters an additional opportunity to bid. This is easy to do with Pearl Bids!