SETUP FOR AUCTION
SETUP
Labeling
TIME
Preauction
day
Color Coding
(Optional)
Description


Staff
All items and their boxes should have a
label with the item name and catalog
number clearly displayed.
Each category has a distinctive color code
and each item should bear that color.
Committee
Consider truck rental to consolidate items.
Pack and unpack vehicle.
Items sorted by color-code and distributed
to appropriate areas or tables.
If using staggered closings, tables should
be arranged in closing order. (See
diagram on previous page)
Suggested limit of 10 items with bid sheet
per each 8-foot table.
Use crates or boxes draped with fabric to
lift items.
Items do not have to be arranged in
numerical order.
Items displayed in attractive manner.
Boxes for items should be labeled and
stored underneath item.
Space must be provided for bid sheets.
Non-physical items should have individual
display boards or arranged on 3 fold
project boards.
Provide for jewelry displays.
Each category should have a captain who
is responsible for the setup and display of
that area.
The captain should have a printout of all
items belonging to category.
Before the captain leaves all items must
be checked off and each one must have a
label, bid sheet and display card.
Distribution bags with labels should be
placed under the table for future use.
Live items should be visible during the
Silent Auction and displayed during
dinner.
Make sure system operational
Bid sheets easy to read in all auction
areas.
May need security if area cannot be
secured after setup is completed.
Jewelry and other high value items must
be secured.
As many as
possible
Consider HS
students
Captain and
team for each
category
Materials





Transport Items
to event place.
9:00 am



Table Layout
12-3



Display of
auction items
12-3






Category
Captain
12-3


4 pm


Live Auction

Lighting
Sound System

Security












2-3 per
category






1 per
Category





Labels
30 to page
removable
6 to page
10 to page
Colored dots
Truck
Hand Carts
Large Boxes
Boxes
Fabric
Glitter
Lattice
Easels
Plate holders
Display Boards
3 fold science
core-boards
Non stick tape
Scissors
Staples
Push pins
Category
printout
Bid Sheets
Display Card
Item
Pens
Committee
Committee



Security guard
Projector
Microphone
Sound system
Time
OVERVIEW
Responsibilities
Staff
Volunteer Meeting
5:30
Walk through all responsibilities of each area.
All
Greeter
6:30
Volunteer or Chairperson welcoming guests and
Express Checkout.
1
Registration
6:30-8:45
1/50
Express Checkout
Registration
6:30-8:45
Log in all attendees.
(There will have to be two areas one for registered
and one for unregistered.)
Slide credit card have attendee sign, bidder#
recorded
Computer Operation
All night
1-2
Silent Auction Monitors
Auction Closing
8:00 Art & Services
8:15 Home & Children
8:30 Sports & Travel
8:45 Restaurant
Dinner Begins
Close Super Silent Auction
6:30-8:30
Input new registers, Express Checkout participants,
Silent Auction bids, print invoices. Collate bid
sheets and review bid entries.
Make certain all bid sheets are OK, pens available.
Replace sheets as needed if filled. Answer any
questions and give guidance to bidders. Have
attendee sheet if bidder forgets Bid#
Assist in closings of auction sections.
Live Auction
9:00
Collating Silent Auction
8:30-9:30
Notify Winning Bidders
10:15
1 per
section
2
1
3
1/40
items
1
“Traffic Cop”
10:15
Problem Solver
Cashiers
Distribution of items
10:15
10:15
10:15
Collate Remaining Items
11:00
Clean-Up Crew
11:15
Last Call for Silent Auction
Bring bid sheets to computer station for input.
Display Live Auction items to audience.
Record winning bids from auctioneer.
Runners bring winning bids to computer.
Collate and reassemble Silent Auction in numerical
order…and bag all items.
Bring invoices to the tables, create winning bidder
board or use 2nd Silent Auction bid sheet.
Direct winning bidder to either cashier line or
pickup line
Help winning bidders resolve problems
Process payment based on invoices.
Gather items for attendee once he displays a paid
invoice or Express Checkout on invoice.
Staple invoice to all unclaimed items.
Package all unsold items.
Designate person who will take home unpicked up
items and certificates.
8-8:30
8:30
9:15
1/50
1 per
section
1
1
2-3
1/40
items
4
2-3
REGISTRATION
Task
Volunteer
meeting
Greeter
Time
1
hour
prior
to
start
6:30



Description
All volunteers will be assigned their
duties.
Print duties on 4 x 6 cards and distribute.
Consider feeding volunteers at this time.
Welcome guests.
Urge use of Express Checkout.

Arrange tables so that they do not block
entrance.

Attendees should be processed as they
arrive not by alphabetical order, first
come, first served.

Each volunteer will have a complete
attendee list.

Check off attendee and give bid # and
table # card.

Urge participation in Express Check-out.

Have prepared sign about Express
Checkout. (see sample next page).
Express Checkout:

Slide credit card and record bidder
number and phone number on slip and
have guest sign slip.

Staff
ALL


Materials
Dinner
Bidder
numbers
Chairman

Registration
tables
6:308:45
Registered
Guests
6:308:45
Express
Checkout
6:308:45
Unregistered
Guests
6:308:45






List of unassigned bidder numbers and
table numbers available.
Start with different series than registered
guests…i.e. start with 501.
Record vital information about
unregistered guest on form provided and
enter bidder # and table #.
Give unregistered guest bidder card or
catalog.
List of unregistered guests to computer
station for entry.
Create new file folder for manual system.
1 table for 150
guests
2 volunteers
per 100

1 volunteer
per 100


Catalog
Attendee
lists
Sliders and
credit card
slips
or

1 volunteer
electronic
machines
Unassigned
bidder numbers
& table
numbers.
SILENT AUCTION
Tasks
Staggered Auction
Closings
Time
8 :008 :45





Single Closings
Monitoring Silent
Auction
6 :308 :45




Announcements
Close Categories

Art & Services

Home & Kids

Sports & Travel

Restaurants &
Special

Super Silent
Collect Bid Sheets


8:00
8:15
8:30
8:45



9:15




Hot Item
Super Silent

9:30

Description
Alerts bidders to the fact that
auction sections will close.
Increases ratio of bidders to items
for more competition.
Allows gradual entry of bids into
computer system.
Maximum results obtained with
staggered closings
Single closing recommended for
small auctions only.
Verify every item has bid sheet
and pen or pencil.
Familiarize yourself with items in
your category.
Explain bidding procedure to
bidders.
Confirm correct increments unless
pre-printed bid sheets are used.
Auctioneer to “hype” the bidding
and announce closing times.
Important to try and prevent bids
being placed after category is
“closed.”
Turn off the lights in room.
Throw table skirt over table
Ask bidders to down all pens
Circle winning bidder
Two monitors per table at
closing.
Remove bid sheets quickly.
Runners to take bid sheets to
computer.
Individual auction for hotly
contested item. Take bidders
aside and have them make their
“highest” bid.
Items that are left open until Live
Auction starts.
Staff
Silent
Monitors


Materials
Signs showing
closing times of
categories
Signs with rules for
bidding
2 per
category or
70 items

Auctioneer
Microphone
Silent
Monitors
As many as
possible
2 per table
Chairman of
Silent
Auction
Silent
Monitors


Bid Sheets
Pens
Pencils
LIVE AUCTION
Task
Auctioneer
Time
8:00
Live Auction
9:0010:00





Live Auction
Signature cards
9:00


“Call From the
Heart”
Middle
of Live



Reader
9:00
Display of Live
auction items
9-10




Recorder
9-10

Spotters
9-10

Runners
9-10

Checkout time
announcement
10:00

Descriptions
Must arrive early to review procedure.
Assist in closing Silent Auction.
Limit items so audience does not lose
interest.
On average, one item takes 2-3
minutes, or 30 items in an hour.
For more items, consider using Super
Silent Auction.
Essential that you confirm winning
bidder.
Useful to have cards describing items
to be signed upon end of bidding.
Member of organization makes an
appeal for money
Auctioneer starts with $5,000 and
works downward to collect pledges
Pledge cards
Member of your community
designated to read descriptions of
auction items.
Saves auctioneer lung power.
Slide show or Power Point
presentation should be displayed and
coordinated with actual auction of
items.
All physical items displayed.
Carefully record final bidder number
and amount.
Needed to help auctioneer locate and
encourage active bidding.
Bring winning bids to computer or
tabulation area.
Useful to have auctioneer clearly
announce when cashiering will be
available.
Staff
Committee
Materials
Portable sound system


Spotters or
Recorders
Flashlights
Glow-sticks
Live auction signature
cards


Balloons
Pledge cards
1-2 members
Students or
young
volunteers

2
Recorder sheet
3 per 200
Live auction signature
cards
1


Projector
Computer
Screen
COLLATE SILENT ITEMS
Task
Method#1
Bag By Item
Time
8:45


Collate and
Bagging of
Items




Certificates
Method#2
Bag by
invoice

8:45




Certificates
Method#3
Items
remain on
auction
tables with
monitors
Certificates

8:45



Descriptions
See diagram, next page
Tables are relocated to create
“friendly barrier” behind which
items are assembled.
Bags are arranged in
numerical order.
All items are packed and
placed in correct bag.
Bagged items are brought into
central area in numerical
order.
Shopping bags labeled with
auction item number under
auction tables.
Placed in individual bags the
same as physical items and
kept in
numerical order.
Staff
All available volunteers
and Silent Auction
monitors
Create “Friendly barrier”
All items in numerical order
From printed invoices, pre-bag
all items by bidder number
and attach invoice.
Organize in numerical order
by bidder number
Placed in bidder’s bags, the
same as physical items.
3-4 per 100 items
[same]
Silent auction monitors at
each category bag all items
and arrange in order at their
station.
Assist winning bidder in
claiming their items.
2-3 per category
[same]
Certificates are brought to
each station for distribution.
Materials





Bubble wrap
Tape
Cardboard
Extra bags
Labeled
shopping
bags
NOTIFY THE WINNING BIDDER
Duties
Time
Description
Winning Bidder
Notification
#1
Poster Board
10:00
4 methods available
10:00

#2
Power Point
#3
2-Part Bid Sheet
#4
Deliver to table
10:00

10:00

10:00


Use a large poster board and mount the
winning bidder numbers on post-it notes
in numerical order and place on easel at
exit areas.
Matrix prepared and input winning
bidders and display after Live Auction
Two part NCR bid sheets remain on
auction table with last bid circled.
Deliver invoices to the tables
Leave table numbers on table.
Staff
2
Materials


2
Poster Board
Post-It Notes
Power Point Slides &
Projector
2 part bid sheets
1 per 5
tables
DISTRIBUTE THE INVOICES
#1: Invoices at
exit area
10:00

Invoices will be printed in bulk, sorted by
bidder number and handed out by staff.
2
#2: Invoices
To the table
10:00

Table numbers needed on all tables.
Invoices printed and delivered to table.
#3: Invoices on
Demand
10:00
Requires
many
volunteers

3-4
compute
r
operator
s

Fast
printer




Bidder steps up to computer and
receives their invoice.
Does not require any distribution.
Need extensive computer equipment.

Seating chart

Computers
Printers

CASHIERS
Task
Cashiers
Procedure
Time
10:15









Problem
Solver




Responsibilities
Business office personnel are preferred. No
alcohol please.
Bidders arrive with invoice.
Review invoice.
Accept payment.
Cash is placed in individual envelope with
bidder number and amount.
Check or credit card must have bidder
number.
File payments in cash box.
Bidder’s invoice stamped “PAID.”
Bidder proceeds to distribution with stamped
invoice.
Individual designated to deal with questions,
errors and problems.
Important to service individual problems
without delaying others
Refer bidder to computer station for
corrected invoice.
Live auction item not on invoice.
Staff
2-4
depending
on number
of Express
customers






1

Materials
Sliders, credit card
slips,
Cash box with
change
Staplers
Envelope
rubber bands
paper clips.
Bid sheets arranged
in numerical order
for verification.
DISTRIBUTE WINNING ITEMS
Task
Time
Checkout
Time
10:15
“Traffic Cop”
10:15
Description





Distribution
10:15





Express
Checkout
Participant
Packing Up

11:15


Staff
Establish clearly when checkout begins.
Be prepared for some exceptions.
Direct the bidders to the correct place.
Express Checkout directly to distribution.
Unpaid bidders to cashiers.
Paid Bidder takes invoice to distribution center
and claims items.
Invoice must be stamped “PAID” or show
Express Checkout before claiming items.
Very important for volunteers to understand
who is paid.
Review each item with bidder.
Signature showing receipt of items.
Invoices must be clearly stamped PAID to
retrieve their items
Pack up unsold items and bag
Attach invoices to unclaimed items
Materials
Signs in program or on
dinner table showing
checkout time.
1
4-6
per
150
items




Staplers
Boxes
Bags
Bubble wrap
COMPUTER OPERATION
Duties
Time
Préparation
Responsibilities



Determine how many computers required.
Consider network version to allow adding
additional workstations and printers.
Check out all equipment during rehearsal.
Staff
2-4





Input New
Attendees
Input Express
Checkout
Input Silent
Auction Bids
6:30-8
Print Invoices
9:15
Enter Live
Auction bids
Print Unsold
Items
Print Invoices for
Reconciliation
10:00
6:30-8
8:00-9
11:00
11:00
Obtain cards with names and bidder numbers
from registration.
Mark record of bidder if they have selected
Express Checkout.

Assistant required to turn bid sheets and
watch input to avoid errors.

Arrange all bid sheets in numerical order
after entered into computer.
Decide what method of printing

By table number

By bidder number

Single invoices on demand

Enter Live auction bids.

Print new invoices for these bidders.

Useful to remove unsold items.

Auction off unsold before leaving.

2nd set of invoices is printed at end of
evening.

1
1
2-3
1
1
1
1
Supplies
laptop
printer
cables
cartridge
battery backup
RULES
Auction Rules
1. Upon entry each guest will receive a bid
number. To bid in the silent auction, please
write this number on the bid sheet next to
the amount you wish to bid. Use only the
bid number assigned to you. Upon closing
of the bid sheets, the highest bidder is
deemed the winning bidder.
2. For items with a Guaranteed Purchase Box,
once this box is completed with a bid
number no other bids will be taken and the
item is considered sold.
3. A bid is a legal contract to purchase an item.
4. Sections of the Silent Auction will be closed
at designated times and no bids may be
entered after the announced closing of a
section.
5. The Live Auction will be announced by the
auctioneer and to bid, raise your hand or
signal so the auctioneer can see you. The
decision of the auctioneer is final.
General Rules
1. All sales are final. There will be no
exchanges or refunds.
2. Unless otherwise noted, all goods, services
and certificates must be claimed and used
within one year from the date of the
auction, October 21, 2001.
3. All trips, hotel stays, outings and personal
services must be mutually arranged and are
subject to restrictions and space availability.
4. With each purchase, the buyer waives any
claims for liability Saint Clare’s School or the
donor of the item. Saint Clare’s School is
not responsible for any personal injury or
property damage that may result from the
utilization of property or services sold.
Tax Deductible Information
Payment & Pick-Up
1. Silent bids will be tabulated during the Live
Auction and the cashier will be available
upon the completion of the Live Auction.
2. Invoices will be available and bidders should
make payment by Cash, Check, MasterCard
or Visa to the cashier. Express Pay
participants will pick up their invoices and
proceed directly to Pick-Up to retrieve their
items.
3. All items must be paid for and removed at
the buyer’s expense at the conclusion of the
evening.
On January 1, 1994 important changes were made
in the Federal Tax Code that effect the amount
deducted by buyers at benefit auctions. Fair
market values are shown on all bid sheets based on
the donor’s or Auction Committee’s best estimate.
All auction purchases are tax deductible only to the
extent that the amount paid exceeds the stated fair
market value. Each buyer will receive an invoice
listing the fair market value, their purchase price
and their “potential” tax deduction. In all cases, the
buyer should rely on their tax advisor for additional
information
IRS Rules
http://www.irs.gov/charities/charitable/article/0,,id=123204,00.html
Charity Auctions
Donors who purchase items at a charity auction may claim a charitable contribution deduction
for the excess of the purchase price paid for an item over its fair market value. The donor must
be able to show, however, that he or she knew that the value of the item was less than the
amount paid. For example, a charity may publish a catalog, given to each person who attends
an auction, providing a good faith estimate of items that will be available for
bidding. Assuming the donor has no reason to doubt the accuracy of the published estimate, if
he or she pays more than the published value, the difference between the amount paid and the
published value may constitute a charitable contribution deduction.
In addition, donors who provide goods for charities to sell at an auction often ask the charity if
the donor is entitled to claim a fair market value charitable deduction for a contribution of
appreciated property to the charity that will later be sold. Under these circumstances, the law
limits a donor's charitable deduction to the donor's tax basis in the contributed property and
does not permit the donor to claim a fair market value charitable deduction for the
contribution. Specifically, the Treasury Regulations under section 170 provide that if a donor
contributes tangible personal property to a charity that is put to an unrelated use, the donor's
contribution is limited to the donor's tax basis in the contributed property. The term unrelated
use means a use that is unrelated to the charity's exempt purposes or function, or, in the case of
a governmental unit, a use of the contributed property for other than exclusively public
purposes. The sale of an item is considered unrelated, even if the sale raises money for the
charity to use in its programs.