Thanks for your comments / questions! Glad the site has been helpful to you.

Regarding the bidsheets – perhaps I should have clarified better: when I say “carbonless” bidsheets, what I am referring to are three-part sheets that DO transfer the information through all three (write on one and it presses through onto all three) through a carbon-paper system, but where sheets of carbon-paper aren’t required (such as these sheets here: http://www.ncrforms.com/ ) — I’m not endorsing that vendor, just including it as an example — so, the information would in fact transfer onto all three sheets.

No, I would still give out or mail a receipt.

Regarding your idea for grouping the winning bids by name, I like it, and it would work, depending on the auction. For large (very large) auctions, I always suggest closing the sections out one at a time, and thus, it may prove harder to to that, given that they bidsheets will be coming back (and sometimes paid) at different times, but it would seem to add some streamline to the process.

Another question regarding the check-out process: last year, we took a few minutes after all of the bidding was closed to sort all of the bid sheets by the name of the winning bidder, stapled them together, and then calculated the total owed by each – it seemed to streamline the check-out process a bit. I know that this wouldn’t work with your multi-copy bid sheet system, but other than that, what do you think of that idea?

Thank you for the wealth of info you’ve compiled on this site – it was all extremely helpful!
Susan

Thanks for your question! First of all, I love the sign-up party idea. Good one!

For the party winners, I would suggest that you either have a book of receipts that the check out folks can write out on the spot, or, even better, require the winners to write their name and e-mail address on the bidsheet, and place a note on the item saying that receipts will be e-mailed to the luck winners the day after the event.

Joe

Thanks for your questions!

1) Generally, I have found that new items work best, unless the used items are truly outstanding (e.g. a nice used car or something like that). Also, the used items may work for certain organizations in certain areas. As I said, though, generally the items will need to be new to sell really well. For used items, you may want to hold a non-profit “yard sale” instead, where all proceeds go to the organization.

2) Yes, you are right, transaction fees cut into the amount raised through silent auctions, but I have found that it is more than made up for because so many more people are willing to bid higher amounts if they can put it on plastic.

One great option for on-site credit card transactions is Square (https://squareup.com/)

1) New items are great for a silent auction, but can gently “used” items be offered as well? What’s a good approach for presenting these used items in the auction? Or do attendees usually assume that some items are donated ones, which are possibly used?

2) You mention taking credit cards at large silent auctions. Transaction fees cut into donation offerings. What are affordable options for nonprofits when doing on-site, credit card transactions?

Thanks for your help!

While the number of items to have depends on your audience, for 100-150 people I would suggest having around 30-50 items to bid on. Valentine’s day is an interesting day to hold the event! I would try to put together lots of “couples” packages (nights out, spa days, getaways) to capitalize on the fact that lots of couples will likely attend the event together and be in a romantic mood that evening.

Best of luck with the event!

Joe

Thanks for your comment. While I have seen both work, I recommend using names, not numbers, just to simplify the process. Yes, I think in person visits to obtain auction items work — in fact, I have seen it happen quite often, with great success!

Joe