How to Close a Silent Auction: 7 Expert Best Practices

Fostering generosity and community support is at the heart of every engaging silent auction. But as the event winds down, what's the magic ingredient that can turn your successful evening into a seamless closing chapter? Handbid understands the importance of a smooth auction finale, and we've gathered the top best practices to see your silent auction through to the very last bid.

Behind every successful event is meticulous planning; ahead of closing a silent auction is where the real behind-the-scenes magic happens. As an event planner, nonprofit director, or charity organizer, you want to guarantee that your auction's close is as impressive as its opening.

How do you determine when and how to close our silent auction, generate receipts and prepare a great checkout? Based on not only our personal experiences, but all of your events that we’ve witnessed, here’s our suggestions for closing out your auction. 

1. Set up Efficient Payment Methods

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Upgrade your payment process with the latest electronic and speedy check-out options. Handbid provides secure transactions that can greatly expedite the closing process, ensuring a seamless experience for your event attendees.

When people are ready to leave and settle their invoices, the last thing they want is to be weighed down by complex systems. With Handbid, you can offer a user-friendly interface that allows attendees to easily review and pay their invoices, saving them time and frustration.

By streamlining the check-out process, you can enhance the overall event experience and leave a positive impression on your guests.

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Want to know more about how Handbid's system makes payment easy? Read out blog on Managing Payments like a Pro.

2. Organize and Secure Bids

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You can establish a streamlined and efficient post-auction retrieval process that maximizes the potential of unclaimed items, and saves your team a huge headache. Here are some tips to make the retrieval process a breeze:

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• Create an intuitive system: Design a user-friendly and intuitive retrieval system that is easy for event volunteers to understand and navigate. Clearly label and organize the designated areas for unclaimed items, making it effortless for volunteers to locate and retrieve the items.
• Document the process: Provide detailed documentation that outlines the step-by-step process for retrieving unclaimed items. Include instructions on how to properly handle and store the items, ensuring that they are kept in good condition until they are collected.
• Train volunteers: Conduct thorough training sessions for event volunteers, ensuring they are well-equipped to handle the retrieval process. Train them on how to use the retrieval system, emphasize the importance of organization, and provide guidance on interacting with attendees who come to collect their items. For more information on how to train your volunteers, make sure to read our thoughts on how to find, train, and thank auction volunteers.
• Maintain meticulous records: Keep airtight records of all unclaimed items. This includes detailed descriptions, item values, and any relevant contact information. By maintaining accurate records, you can easily track the status of each item and ensure accountability.
• Promote donation opportunities: Highlight the potential of unclaimed items to be donated. Encourage attendees to consider donating their unclaimed items instead of letting them go to waste. Provide clear information on how and where these donations can be made, maximizing the positive impact of the event.

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By following these tips, you'll have a well-organized post-auction retrieval process that not only benefits the event attendees but also contributes to a greater cause through potential donations.

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3. Package Distribution Swiftly

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To ensure a hassle-free item delivery or collection process, it helps to have a clear plan in place. Here’s what we’ve learned to make this process efficient and enjoyable for everyone involved:

• Efficient Packaging: Use sturdy and secure packaging materials to protect the items during transit. Bubble wrap, padded envelopes, or boxes can help prevent any damage or breakage.
• Labeled Envelopes: Clearly label each envelope or package with the recipient's name and address. This will help streamline the sorting and distribution process, ensuring that each item reaches its intended recipient promptly.
• Organized Pickup Point: If guests are required to collect their items, set up a designated pickup point. This can be a specific area or booth where volunteers can efficiently hand out the items to the respective recipients. Clearly mark and communicate the location of the pickup point to avoid any confusion.‍
• Assigning Volunteers: Designate certain volunteers to manage the item distribution process. These volunteers should be responsible for coordinating the pickup or delivery of items, ensuring that everything is handed out smoothly and efficiently. Providing clear instructions and guidelines to the volunteers will help them carry out their tasks effectively.

4. It’s the Closing Time!

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To maximize bidding activity in the final hour of an auction, we recommended providing attendees with a gentle reminder before the auction concludes. 

Most importantly, instead of a "two-minute warning," we suggest giving them ample time to re-engage and actively participate. 

One effective technique to close out is to leverage gameification strategies, such as incorporating a visible countdown timer. This not only creates a sense of urgency but also encourages attendees to place more bids during this critical period. 

Additionally, consider sending out personalized notifications to remind potential bidders about the closing time and any ongoing bidding wars. You can do this on the Handbid app! 

Curious about what else Handbid has to offer? Check out our top Handbid application benefits for bidders and for event organizers.

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We’ve learned that it’s important to close out the auction right. And when you do, you can significantly increase bidding engagement and ultimately drive better results for your cause.

5. Checkout Time: Manage the Crowd like an Expert

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At the end of the event, the last thing you want to be doing is chaotically corralling your guests to check-out. It's important that you guests leave feeling taken care of and also that your team doesn't lose their heads trying to keep track of invoices and guests. Here's how we prepare for an organized, pleasant check-out flow:

• appoint a Line Marshal to keep things organized
• deploy Pay Helpers for quick mobile payments
• offer a separate line for cash or check payments
• use runners to retrieve items
• provide delightful packaging for a memorable touch

Want to learn more about how we close out smoothly? Take a listen to our podcast on best practices for a smooth auction checkout:

6. Before Dimming the Lights

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With Handbid, you have all the tools you need to effortlessly manage any challenges that arise after an auction. Here are some of our suggestions to ensure a smooth post-auction process:

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• Encourage winners to take their items home: Remind them of the convenience and satisfaction of bringing their won items with them. Offer assistance and provide packaging materials if needed.
• Facilitate on-the-fly payments: Make it easy for winners to settle their payments on the spot. With Handbid, winners will be automatically notified and can fulfill their invoices directly from their phones. If people want to pay with cash or credit card, Handbid makes it extra easy to track. 
• Strategize for outstanding invoices: With Handbid, keeping track of outstanding payments is automatic and easy. The app will even follow up with gentle reminders. 
• Minimize post-event logistics: Plan ahead for efficient item collection and distribution. Set up designated pickup areas and establish clear instructions for winners to follow. Consider implementing a curbside pickup system for added convenience.
• Have a plan for items that can't be picked up: Some items may be too large or difficult to transport on the same night. Make arrangements for storage or delivery, ensuring that winners can retrieve their items at a later time.

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For more strategies on how to stay on top of your auction, read our tips for efficient auction checkout and payment.

Remember, the success of your auction goes beyond the amounts raised. It lies in the full value of each step taken, transaction completed, and memory forged. With Handbid, you can navigate the post-auction process with ease and create a memorable experience for everyone.

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7. The Day(s) After

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Once the excitement of the night subsides, preparing for the aftermath becomes just as important as any unexpected twist. Don’t worry – we got you! Here’s how you can navigate the post-event waters smoothly:

• Stay on top of outstanding invoices and declined payments: Within the first two days after the event, make it a priority to address any unpaid invoices or declined payments. Promptly follow up with attendees or sponsors to resolve any payment issues. By doing so, you can maintain a healthy cash flow and prevent any financial setbacks.
• Aim for "invoice 0": Strive to clear all outstanding invoices, ensuring that all financial transactions are accounted for and settled. This will not only provide a clear financial picture but also help you evaluate the success of the event and plan for future ones more accurately.
• Distribute or ship remaining items: If there are any remaining items that need to be distributed or shipped, create an organized and easy-to-follow plan. Ensure that you have a clear timeline for delivery, and communicate this to all relevant parties involved. This will help avoid any delays or confusion in getting the items to their intended recipients.
• Specify payment preferences: Make sure how you want your funds to be paid out. Whether it's through check, bank transfer, or online payment platforms. With Handbid, we can ensure a smooth and timely disbursement of funds. 

The event isn’t actually over until the money hits the bank. By proactively having these plans in place, you can effectively manage the aftermath of your charity event and ensure a successful return to everyday event management.

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Learn about more benefits the Handbid application can offer to ensure you maximize your event profits.

How Long Should Your Silent Auction Last?

When it comes to silent auctions, determining the ideal duration is a topic that sparks lively debates. And rightfully so, as it can have a significant impact on the speed and success of your fundraising efforts. Finding the right balance is a delicate art, as longer auctions often attract more generous bids, while shorter auctions risk leaving time-strapped bidders behind.

To help you navigate this decision, here are some tips to consider:

• Favor a Quality Over Quantity Approach: Instead of opting for a marathon auction spanning multiple days, focus on creating a few hours of high-energy, high-value bidding. By doing so, you not only respect your donors' schedules but also ensure that the auction night becomes a memorable crescendo rather than a drawn-out affair.
• Factor in Local Norms and Adjust Bids Wisely: Understanding the pace and preferences of your audience is key. Do your beneficiaries typically prefer in-person events to online ones? Do they have a history of last-minute bidding? Adjusting your time frame accordingly can help accommodate these tendencies and maximize participation.

Keep in mind, the duration of a silent auction is a crucial element that can greatly impact your fundraising goals. By carefully considering specific context of your event, you can find the sweet spot that will help you achieve success.

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By following these best practices for your auction closure, you can provide an experience that not only pleases your donors but also demonstrates the utmost professionalism and efficiency of your event. With Handbid's expert insights and innovative technology, you'll achieve a successful conclusion, effortlessly converting silent bids into resounding success. Handbid also helps you achieve an invoice of 0, ensuring there are no outstanding invoices and making payment collection super easy.