Many times, we are asked for some advice on how to make sure that a charity auction will be a success.

Following is a list of ten areas to consider when planning your event. With some thought and planning ahead of time, you can eliminate some potential problems.

1. Have the live and silent auction in the same room. It is best to have your entire event in one room. This provides much better crowd control and allows you more flexibility in serving dinner, closing silent auction tables and having other auction events happening simultaneously. Displaying and promoting the live auction items properly can make a big difference in generating interest in the items. Display items as you would see them displayed in an upscale store. Have a PowerPoint presentation or video of each item on a large screen as the item is being sold. You can also show these slides or video during the social hour.
2. Good lighting is very important. You should not have a nightclub atmosphere. Brighter is better. Good lighting promotes a festive atmosphere, helps the auctioneer interact with the crowd and generates more spirited bidding. Each bidder should have a large, bold bid number on each side of the bid card or paddle or program for the event. This helps the bidder to get spotted and saves time in getting the correct bid number to the auction clerk.
3. Keep the silent auction tables open through dinner. Your auction is enhanced by keeping the silent auction open because (a) this keeps people at the event longer, (b) it increases profits of the silent auction, and (c) it keeps attendees entertained with something else to do besides listening to the live auction (most people do not buy a live auction item). If your entire event is in the same room, close your silent auction item tables intermittently during the live and before the live auction has ended.
4. Don’t start the live auction too late or not on time. If you are going to have twenty items or less, you can start later than usual. Most auctions with fifty or more items should start before 8PM and end no later than 10:00 or 10:30. Beginning late sets everything back and causes people to leave before the event has concluded.
5. Make sure you have enough energetic bid spotters. Spotters are vital in helping the auctioneer catch bids and getting the bidding to its highest level. In most cases, adults are better spotters than teenagers because they are not as bashful to ask for a bid. A spotter should be outgoing, animated, and visible. You should have a spotter for every four tables of guests (30-40 people).
6. Begin the live auction before the sit down dinner is over. A sit down dinner is by far the best type of dinner. No one leaves until the dinner is over and people are in their best mood when eating a nice meal. This is the best time for the auctioneer to sell the live auction items. When dinner is over, many guests begin thinking about leaving or want to get up and walk around.
7. A dynamic sound system is a must. You need at least four large speakers on stands in each corner of the room facing in – not on stage or in your guests ears. Most auction crowds are very noisy and the auctioneer must be heard above the chatter. In most cases you should rent a sound system and have a sound technician on hand the entire night.
8. Resist the temptation to add items to the live auction just because of their dollar value. Make sure the items are entertaining and that they will appeal to several people attending the auction.
9. Understand your numbers. If you are considering using items that require paying for a portion of the value, you may not be making much for your organization. An item valued at $5,000 which costs you $2,500 and sells for $2,900 only nets your organization $400…whereas, a true donation of an item valued at $1,000 selling at $800, nets your organization $800!
10. Use a dynamic, professional licensed auctioneer. Your auctioneer should be experienced at calling bids at a large event and have a reputation of being energetic and crowd-pleasing. Listen to your auctioneer’s advice for a successful profitable and exciting event!