#1. Have volunteers monitor the tables

Monitors will ensure the bid sheets are in place and the people are following the minimum bid and minimum increase rules. Prepare volunteers to have answers to questions because people will probably have questions.

#2. Give plenty of warning as closing time nears

Make announcements 10 and 5 minutes prior. If you have one closing, announce it clearly. If there are interval closing times, also announce clearly which closing it is. People will want to bid till the very end, therefore, end at that time. Use one watch to tell the time and put someone in charge of time, since everyone’s watches are different.

#3. Collect bid sheets and pens when bidding is over

To avoid people slipping in late bids, have volunteers quickly pick up the pens and bid sheets. Ask volunteers to circle the winning bid on the sheet and draw a line through the empty spaces of the bid sheet so no additional names are listed after closing time. Consider closing the tables at intervals if you have many items, perhaps every 15 minutes. This keeps volunteers from being overwhelmed at table closing time.

#4. Make sure the winning bids followed the minimum bid and minimum increase rules

Set the sheet aside, if the minimum bid was not met. Later organizers can decide how to deal with it. If a minimum increase was not met, pick the most recent high bidder (above the minimum bid) who met the minimum bid. Then volunteers may take the sheet to the “bank”.

#5. Have “bank” volunteers sort the bidding sheets

Sort the sheets by last name in alphabetical order, it is easier this way. If anyone happens to have won more than one item, staple those sheets together, that way you will only need to pay them once. If you have few items, you can call the winner’s names and have them collect their winnings.

#6. Cordon off the bank area and ask people to wait

If bidders are able to take home with them their items after the auction, ask them to wait as the bids are being verified. It will be helpful to have entertainment available for the bidders to keep them from getting bored.

#7. When bankers are ready, call people to the bank

Have bidders form a line or call them up one by one. If you will have bidders on a que, bankers will have to search through bid sheets to find the bidder’s name. In this case, it is important that the bid sheets are alphabetized, it will make the process faster.

#8. Place bid sheets aside for those who didn’t come to the bank

If someone has won an item or items and hasn’t appeared to claim them, set their bid sheet aside. When you are done with all the other people, have someone announce their names just in case they are still at the event. Note it on the bid sheet if the bidder still does not appear. An alternate pickup could be arranged or the item can be given to the next highest bidder, depending on the established rules.

#9. Have a volunteer collect the items as people pay

You can send people to collect their own items. Although silent auctions tend to attract people that want good deals and may not particularly support the cause for which you are raising money for, most people are honest but all it takes is one bad apple to spoil the event for others.