Silent auction bid sheets (or silent auction bidding forms) are the primary way to inform auction bidders about the items available to purchase at the silent auction. Silent auction bid sheets should include all the information a consumer would want to know when making a purchase, so bidders can buy with confidence.
For a fully customizable sample bid sheet for your charity auction, visit silent auction sample bid sheet to download a free sample template!
What to include on a Silent Auction Bid Sheet
A silent auction bid sheet is more than just a form for interested parties to write down their name along with the amount they are willing to pay for the item (or bid). There are several significant parts you’ll want to include on a proper silent auction bid sheet.
- EVENT DETAILS: Include your organization’s logo and the name of the charity auction or fundraiser. In the event that your audience attends numerous fundraising auction events, this basic information will ensure they receive the items they won, and will provide them with contact information in case they have any questions.
- ITEM TITLE: Include a “Title” for the silent auction item at the top of the bid sheet giving each item a name for announcements at the close of the event.
- TRACKING NUMBER: Include an individual tracking number for each item, along with an auction category (if relevant). This will help winning bidders match the exact item won during check out.
- BID AMOUNTS: Silent auction bid sheets should show the actual value of an item, the starting bid and the minimum raise.
- ITEM DESCRIPTIONS: Provide a detailed description of each item including everything the bidder will want to know when making a purchasing decision. Make sure to include a description of what the item is, approximate value, and other details such as: vintage year if it is an antique, number of owners (if a collectible), number of copies for artwork or original pieces, etc. If packages include more than one item, be sure to include details and descriptions for all the items included in the package.
- RESTRICTIONS: Be sure to list any restrictions associated with the donation – including expiration dates, limitations on days of use, exclusions, price caps, transferability, resale restrictions, etc. It’s important to share all the information with bidders… even if it seems like its irrelevant, buyers still have a right to all the information prior to making a purchase.
If your charity auction is conducted online, you can use an online charity auction software to accomplish the same thing as a printed bid sheet. Your auction website will include all of the bullet points above (item title, description, estimated value, etc.) as well as a place to make an online bid. An online auction allows for even more information, as you can include links to donor websites where potential buyers can find even more information about the item they are considering buying. It also provides the option to include a “Buy Now” feature. If you start decide to host an “online-to-live” auction, you may promote the silent auction in advance of the event, begin to collect bids online, and then print the bid sheets with the “last bid” for use at your event. This could bring in larger donations as you’ve had more time for multiple bidders to drive up the price of items.
Visit online charity auctions for more information about hosting an online auction.