Auction Guide to surviving event day: Tips for overwhelmed organizers

Written by
Quinn Wilder
April 24, 2023
5 mins

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Are you an event organizer feeling overwhelmed with planning your auction? Don't worry, you're not alone. Auctions can be one of the most exciting and profitable events you can organize but also require careful planning and execution.

This auction guide will provide tips and strategies to help you survive auction event day and make the most of your event.

Prepare Your Auction Items

Preparing your auction items is the first step in organizing a successful auction. This includes selecting the right items, attractively arranging them, and providing detailed information about each item. Ensure you have a good mix of high-value items, such as vacations or unique experiences, and lower-value items, such as gift cards or small household items. Consider hiring a professional auctioneer to help you determine the value of each item and set starting bids.

Set Up Your Event Space

The next step is to set up your event space. This includes arranging tables and chairs, setting up the auction items, and decorating the space. Make sure the space is well-lit and easy to navigate. Consider using signage to help guests find their way around the event space. Also, ensure enough space for guests to move around comfortably.

Use Technology to Your Advantage

Technology can be a great asset when it comes to organizing an auction. Consider using mobile bidding software, such as Event.Gives, to allow guests to bid on items using smartphones. This makes bidding more convenient for guests and allows you to track bids in real-time. You can also use technology to display information about each item, such as its value, starting bid, and bidding history.

Prepare Your Staff

Make sure your staff is prepared for the event. This includes training volunteers on any technology you'll use, such as the mobile bidding software. They should also know about each auction item to answer guests' questions. Make sure you have enough staff to handle the number of guests attending the event.

Provide Food and Beverages

Food and beverages are a great way to keep guests engaged and energized throughout the event. Consider serving light refreshments, such as hors d'oeuvres and cocktails. You can also provide a more substantial meal if the event occurs during mealtime. Make sure you have enough food and beverages for all your guests.

Create a Sense of Urgency

Creating a sense of urgency can help drive bidding and increase the event's excitement. Consider setting a deadline for bidding or announcing that certain items will only be available for a limited time. You can also use a countdown clock to create a sense of urgency.

Follow Up After the Event

After the event is over, follow up with guests who attended and those who bid on items. Send a thank-you note or email thanking them for their support. You can also provide information about the total amount raised and how the proceeds will be used. This is a great way to build relationships with your guests and keep them engaged with your organization.

Organizing an auction can be a daunting task, but with careful planning and execution, it can be a highly successful event. Follow the tips and strategies outlined in this auction guide to help you survive auction event day and make the most of your event. You can also contact one of our Event Experts to get answers on all things auctions!

Want to know more about Event.Gives? Join us for one, or all, of our weekly demos! 

Tuesday at 2 PM EST via Zoom: Deep dive into the Event.Gives manager portal with Q&A. 

The second Wednesday each month at 2 PM EST: Participate as an attendee in a virtual live streaming event, featuring Kandice Luisi and one of our auctioneer partners!

COMING SOON: Check out our “7 Minutes to Success” videos on YouTube!

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