4 Steps to Hosting a Charity Auction
a straightforward, step-by-step approach TO successfully hosting a charity auction that maximizes nonprofit fundraising potential
Hosting a charity auction is a proven way to generate vital funding for your nonprofit organization. Charity auctions, especially when executed well, are one of the most effective fundraising tools available to secure essential revenue that directly supports the mission and activities of your cause. At Dormie Network Foundation, it’s our mission to empower the organization’s efforts further when fundraising.
Organizing a successful charity auction requires planning, strategy, and the right tools. Whether leading a nonprofit, planning events, or managing fundraising efforts, use this 4-step guide to tee up the most successful fundraising events, including galas, dinners, and other high-impact occasions.
Step 1: Select the Type of Charity Auction
The first step in hosting a charity auction is choosing the auction format that best fits your goals, audience, and resources. There are several types of auctions to consider, each with its own advantages. Consider the following popular auction formats:
Live Auction
A live auction is an in-person event, often with an auctioneer and bidding paddles. More dynamic and engaging than a silent auction, live auctions create excitement and offer supporters an interactive experience. It’s best to start with lower-value items and gradually increase the stakes to build momentum and engage the audience.
If your budget allows, hiring a professional auctioneer is a game-changer. From experience, our team knows that a skilled auctioneer not only helps keep the energy high but also drives up the bidding, raising more money. Their expertise is in creating bidding wars, which can significantly increase the value of an item.
Additionally, showcasing each item with a video during the live auction can generate even more interest. For example, if you’re auctioning a Dormie Network membership, we provide a video that can be played to captivate the audience. If a bidding war kicks off, we can even offer multiple memberships, maximizing the funds raised for your organization.
Silent Auction
Hosting a silent auction offers advantages, particularly because it can use auction technology to enhance the experience. If it’s preferred to run a silent auction, consider mobile bidding. Mobile bidding increases event revenue with:
Constant bidding: Guests can stay connected to the auction no matter where they are.
Time for fun: Attendees can bid on their cell phones and then return to socializing with friends. The software will alert attendees if they’ve lost their lead.
Auto-notifications: Bidders receive outbid notifications, auction messages, and a countdown clock will appear on their mobile phone to drive last-minute bids.
Remote bidding: Supporters who aren’t able to attend your event in person can still participate in bidding and support the cause wherever they are, expanding the auction’s audience.
No matter the auction format, it’s essential to use the right tools and technology. Consider a golf event for example, which are becoming increasing popular with the success that is seen. Event management platforms, such as GolfStatus, simplify the process by helping your nonprofit streamline operations for golf events. The platform even has a built-in auction component. Using a solid tech stack, like GolfStatus, makes planning and managing golf events more approachable and efficient, even for those who might not be familiar with the sport. This allows your focus to stay on what matters: the supporters, the mission, and the cause. Technology can assist with everything from managing registrations and bids to tracking donations and sending notifications to keep participants engaged throughout the event.
Step 2: Collect and Choose Items
Here comes the fun part! The value of a live or silent auction lies in its offerings, so pull out all the stops to blow away guests and achieve fundraising goals. The quality and appeal of the auction items directly influence the level of bidding and revenue generated. Here are some strategies to ensure your auction inventory attracts attention:
Partner with Auction Item Providers
Auction item providers, often foundations, can be valuable resources for your event. However, it's important to note that some may charge a consignment fee, taking a portion of the proceeds. Dormie Network Foundation, however, provides in-kind donations with no consignment fees—100% of the proceeds go to your cause. Dormie Network Foundation may donate a one-year Dormie Network membership, which not only boosts bidding excitement but also increases revenue, especially at golf-related events.
Leverage In-Kind Sponsorships
While sponsorships are often financial, they don’t always need to be. Instead of seeking monetary donations from sponsor prospects, pitch in-kind items for the auction. Many businesses find in-kind sponsorship opportunities to be cost-effective, and it gives them a chance to showcase their products or services to potential customers.
Curate Themed Items
Complement the event’s theme by auctioning off relevant items. This allows for maximum appeal to the event’s target audience. For instance, golfers are more likely to attend a charity golf tournament, and they’ll appreciate Dormie Network’s luxury golf experiences.
Step 3: Promote the Charity Auction
Once the auction items are selected, it's time to spread the word and drive attendance and engagement to smash turnout goals and secure the most funds for the cause.
We know marketing an event may seem daunting, especially when trying to convince entirely new audiences to attend your event.
Effective promotion is essential to the success of your auction. If you want to draw in a strong audience and generate maximum funds, you must ensure that potential attendees know about your event and feel motivated to participate. Here are a few key strategies to help you market your charity auction:
Digital Tools
Take advantage of digital marketing resources to spread the word about the charity auction. Use your organization’s website, social media accounts, and email marketing campaigns to promote auction details, featured items, and drive attendance. For example, Dormie Network’s media kit is a great resource that gives nonprofits everything they need to promote in-kind gifts like donated memberships at golf charity auctions. The media kit includes various resources such as promotional videos, photos, and logos. These assets can be incorporated into digital marketing to ensure consistent and professional messaging across all your promotional channels.
Create Urgency
Make sure to highlight time-sensitive aspects of the charity auction, such as early-bird bids, exclusive items, or limited-time offers. This can encourage supporters to engage sooner rather than later.
Involve Influencers
Leverage influencers, ambassadors, or individuals with a strong following to help promote the auction. This could be someone associated with the nonprofit or a well-known person whose presence can drive attention to the event. Board members and committee members also make great influencers.
Step 4: Thank Your Supporters
Finally, once the charity auction has wrapped up, it’s time to express gratitude to the people who powered the event’s success. Staff, volunteers, and donors (both auction participants and item contributors) deserve the utmost gratitude! Utilize a winner’s certificate to make the event feel professional and help commemorate the auction’s winning bidders.
While a blanket "thank you" is always appreciated, personalized messages will stand out more. Acknowledge the generosity of participants and express how their contribution directly supports your cause. However, Manually drafting and sending personalized messages for everyone is tedious and time-consuming, but it doesn’t have to be. GolfStatus’ automated communication features customize messages at scale to steward donors efficiently and secure repeat signups for the next charity auction.
Also, take time to publicly recognize the success of the auction and how it will impact your nonprofit’s mission. Sharing specific figures, such as the total amount raised, is an effective way to reinforce the significance of supporters’ contributions.
Charity auction at Ballyhack Golf Club
Hosting a charity auction is a fun, engaging, and highly effective way to raise funds for your nonprofit. With careful planning and strategic execution, they have the potential to make a significant impact. Additionally, leveraging technology ensures that your auction runs smoothly and delivers maximum fundraising results.
By following these four steps—choosing the right auction format, collecting valuable items, promoting your event, and thanking your supporters—you can organize an auction that not only raises money but also strengthens relationships with your supporters, setting the stage for future success.
Ready to get started? Consider reaching out to Dormie Network Foundation for additional support through our nonprofit programs. Our experienced team helps organizations raise funds, build relationships, and expand their missions through long-term partnerships. With a focus on empowering causes, we work to connect communities and create lasting impact.