How to Run a Silent Auction: Step-by-Step Checklist (PDF)

What's included

Format decision table: compare in-person, online-only and hybrid auctions, and lock in the right one first
Auction math worksheet: items needed, item mix and a revenue projection based on your guest count
Eight-week planning timeline: what to do each week, from sourcing items to promotion
Donation request email template: a ready-to-send ask for auction items
Starting bid and description formulas: price items to attract bidders, and write descriptions that sell
Event-night run sheet and four MC scripts: keep bidding moving all night
The guide also includes a pre-opening checklist and a 48-hour follow-up checklist.

How to use it

Choose your format before anything else, because it sets your timeline.
Use the auction math worksheet to set your item target and fundraising goal.
Load every item with a photo, a specific description and a starting bid.
Test the full bidding flow on a phone, on the venue's wifi, before doors open.

FAQs and suggestions

Q: How many items do I need for a silent auction?

Roughly one item for every two to three guests. More than that spreads bids too thin and leaves items with one bid or none.

Q: What should the starting bid be for a silent auction item?

A fraction of the item's estimated value. Lower entry points bring in more bidders, and more bidders usually means higher final prices. The guide includes a formula you can apply to every item.

Q: How long should an online silent auction run?

Five to ten days is typical for an online-only auction. For an in-person event, bidding usually runs from doors open until shortly before the formal program ends.

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