All volunteer guidesTeam Scout

Festival & Fundraiser

How to Run a Silent Auction Table

You watch over a cluster of auction items, help guests place bids, and keep every bid sheet honest until the close. The one job that matters most is simple: when the bell rings, every table closes at the same second and a late bid is not a bid.

Level
Anyone can do it
Time
3-4 hours, evening of the event
Volunteers needed
~1 per 10 guests
Your zone
A cluster of items
Bidding style
Paper sheets or mobile
The hard rule
All tables close together

Quick start

  1. 1

    Find your section

    You'll be given a cluster of items. Walk it once so you know what's where and roughly what each item is.

  2. 2

    Check every bid sheet is in place

    Each item needs its own sheet right beside it, showing the starting bid and the minimum raise. Straighten any that drifted.

  3. 3

    Help guests bid

    On paper, point to the next line, the minimum increment, and where to write their bidder number. On mobile, help them open the app or text-to-bid and find the item number.

  4. 4

    Nudge gently

    A friendly 'someone just outbid you on the cabin weekend' is often all it takes to spark one more bid. You're a cheerleader, not a salesperson.

  5. 5

    Close on the signal

    When the announcer calls it, draw a line under the last valid bid on every sheet at once. Nothing after that counts.

Watch first

Watch: how to run a silent auction table on event nightA few short walk-throughs of bid sheets, table setup, and closing the auction.

A silent auction is the heart of most fundraiser nights, and your table is where the money actually gets made. Guests stroll, browse, and write down (or tap in) bids against each other, and your job is to keep that fun, fair, and flowing. You don't need to know anything about the items themselves. You just keep the sheets tidy, answer simple questions, and protect the close. Most of your shift is pleasant mingling near a table of nice things.

  1. 1

    Set up

    Confirm each item has its bid sheet beside it with a clear starting bid and minimum increment. Pre-printed bid amounts make this nearly foolproof.

  2. 2

    Open & monitor

    As guests arrive, answer questions and make sure each new bid is legible, meets the minimum raise, and includes the bidder number.

  3. 3

    Encourage

    Watch for hot items and let nearby guests know they've been outbid. Friendly competition is what lifts the final total.

  4. 4

    Close

    On the signal, line through the last bid on every sheet simultaneously. Circle the winning bidder number on each.

  5. 5

    Hand off

    Move won items to the pickup area near checkout so guests collect calmly and the floor doesn't turn into a scramble.

Bidder number
Each guest's unique number from check-in; goes on every bid
Minimum increment
The smallest legal raise over the current bid
Buy-it-now
Optional set price that ends bidding on that item instantly
Closing bell
The single signal that ends ALL tables at once
  • Every winning bidder number is clearly circled
  • Won items moved to the pickup area, not left on the table
  • Bid sheets collected and handed to the auction lead / checkout
  • Tables wiped, signage and leftover supplies returned
  • Thanked the guests who lingered at your section

More resources

How to Run a Silent Auction: step-by-step guide (Bonterra)

Plain-English overview of how a silent auction runs, including bidding and checkout.

Sources: Bonterra (formerly OneCause): How to Run a Silent Auction; Donorbox: Step by Step Guide on How to Run a Silent Auction; Greater Giving: How to Run a Silent Auction