#1. Deal with the leftover items
After the line of people has cleared, you will probably have some leftover items. Some could have gone home before the end of the auction and didn’t know they won. But that is why you have their contact information on the bid sheet. If the items cannot be left at the event location then you will probably have to take them home. Just make sure you or a volunteer has the bid sheets with the contact information. For items that met the minimum bid but were not picked up, a volunteer or you will need to call the bidder. Sort out the bid sheets that go to the same person, some could have bought more than one item. Add up their total and let them know when you contact them to tell them they have won and ask if they could come collect their items. If there are a lot of items leftover, divide the pile so the work becomes easier and volunteers do not have to call a lot of people, this can become a hassle.
#2. Prepare for derelict bidders
Undoubtedly there will be some people that do not want to pay for the items they have bid on. In this case, contact the next person on the bid sheet to find out if they are still interested in the item.
#3. Count the money and cheques before going to the bank
It is possible that bank tellers will make mistakes. Also, look for cheques that have been made out improperly. Though the bank may still accept it, you should still be aware of them.
#4. Thank those who donated and patronized you
Send out an email to thank those that volunteered and let them know how successful the event was. Also, send personalized thank you notes to businesses that donated goods and services. This includes newspapers or radio stations that promoted your event. If the winning bid happened to have been more than the item’s value, the person would probably need a tax deductible receipt for the amount donated over the value and a thank you note. If your organization has an accounting department, ask them about tax implications of the items that were in the auction and if a tax needs to be deducted from the bid amount. This is another reason why complete documentation of the item is very important.