When considering how to set up an online auction, there are many steps. Two important steps include the actual set up of your online auction site, and the second is the logistics behind the preparation for success, such as asking for donations, promoting your auction, and setting goals.
Online auction site creators understand that the set up needs to be easy enough for people without technical skills can easy set up their online auction site. Be sure to use an online auction platform that is intuitive and easy to set up. Also be sure they have strong support available to answer questions promptly. For example, CharityAuctionsToday’s set up requires zero technical skills, can be completed in less than five minutes and has live support.
Next to selecting what type of online auction you’ll use, an important step in preparing for success is putting the right people in the right roles. We’ll dive deeper into this further into the blog post.
Promoting your auction is also a critical step when considering how to set up your online auction. Be sure to read our recommendations on using social media to promote your auction here.
Four main types of auctions
The four most popular auction types are live, silent, online, and hybrid.
As you read through these, consider how to set up an online auction versus a live or hybrid model. Which one(s) will be the most feasible for your goals and your team?
You’ll discover the online auction requires the least amount of effort. If you’re leaning toward an in-person gala event, you’ll definitely need to have a live auction, and to make it easier, use an online platform. too.
Live auction: It’s a one-day, live event. This type of auction is typically seen in movies or television shows where an auctioneer announces the items up for bid, and attendees in the live audience use bid paddles or announce their bid amount. The highest bidder wins.
Silent auction: This is a live event, typically held with a fundraising gala dinner or social activity. Participants write bids on sheets of paper placed next to items up for bid, called bid sheets. They must check the bid sheet throughout the event to see if they have been outbid. There is a predetermined time when bids close and winners are announced.
Online auction: The auction is completely online. The items to be auctioned are displayed on your online auction site, with excellent photography and descriptions for bidders to get a clear vision of the items that draw their interest. One of the big benefits that will affect your bottom line is that you can hold an online auction for weeks instead of an evening like a silent or live auction, meaning more time for bidders to buy, taking your closer to your fundraising goal.
Hybrid auction: Silent auctions that also use online platforms together help increase bidders since those who can’t make the live event can bid online. Plus, with online auctions, you can give bidders more time on the front end to bid, which typically creates more bidding and more fundraising. By opening up the auction a week or two early, you’ll have time to promote the auction and garner more bidders. One of the handiest reasons to use an online silent auction is that bid sheets are no longer needed, as they will be electronic and bidders are notified via text when outbid. This eliminates the need for an auction volunteer to keep track of bids and informing bidders when they’ve been outbid.
Ten reasons to use online auction software
- Mobile online auction software like CharityAuctionsToday allows you to organize and manage auctions on the go easily.
- You can quickly and easily create custom auction templates to match your needs.
- You can access your auctions from any device, including smartphones and tablets, to manage them anytime, anywhere—even in your pajamas.
- You create a donor database that you can use for marketing in the future.
- You can easily accept payments from buyers and track all bids and payments.
- You can set up automated notifications to notify bidders of their bids and remind them when their bids expire.
- You can easily customize auction settings to match your specific preferences.
- Mobile online auction software is secure, with advanced encryption and fraud protection.
- You can integrate with other applications and services to offer a comprehensive auction experience for your customers.
- Mobile online auction software is easy to use and requires minimal setup and maintenance.
Assemble the right team
You’ll need to set up an auction committee responsible for overseeing every aspect of the event. Some important roles within the committee might include:
The auction admin or chair – This is essentially the project manager for the event. The chair coordinates team members and volunteers and ensures good communication with all those who need to be in the loop.
Logistics team – These are the people responsible for every aspect of the mechanics of the auction, from timing, to how people will bid to coordinating the dissemination of auction purchases.
Procurement team – Responsible for sourcing the items to be auctioned. They will contact businesses and your organization’s connections to procure auction items.
Marketing team – Someone has to get the word out! Marketing needs to create compelling invitations, store window flyers, PR, social media posts, etc., that bring in plenty of auction bidders.
Auction volunteers – The roles may vary, depending on which teams need help. For in-person events, they’re there to greet guests and help ensure the event runs smoothly.
Role of an online auction administrator
The role of an online auction administrator is to manage the entire auction process in an online format. This involves setting up the site, creating and managing the auction listings, ensuring that the auction runs smoothly and efficiently, and managing the payment and delivery process. The administrator must also be able to provide customer service and answer questions that bidders may have. Additionally, the administrator is responsible for monitoring the auction’s progress and ensuring that it complies with all applicable laws and regulations.
