For the Complete Auction Solution, Silent Partners will:

  • Work with your organization to develop an appropriate and effective donation request letter.
  • Mail-merge solicitation letter with our domestic and international donor database. This database is a product of years of research and is continually updated to meet the special needs of each client. We do everything to ensure that our clients receive hundreds of valuable items for their auctions — everything from exotic international hotels and airlines to local restaurants and spas, autographed sports and entertainment memorabilia, show tickets and more. Need a trip to Hawaii, Europe, Asia or a cruise for your live auction? We can secure them for you!
  • Create an attractive auction donation form that will include your organization’s logo as well as information from each donor such as company name, donation description, special instructions, estimated value, etc.
  • Attend auction and event planning meetings as necessary.
  • Make arrangements for pick-up of auction items from donors and/or your organization.
  • Store all donations (within size limitations).
  • Catalog all items. This refers to packaging items together (i.e. restaurants with theatre tickets) and placing them in the correct category (Cuisine, Travel, Entertainment, Personally Yours, Health & Beauty, Sports and Kids Stuff). All auction items and certificates will be labeled, numbered and cataloged in file boxes.
  • Create and design auction bid sheets. The bid sheets include a description of the package, the item number, value, minimum bid, minimum raise and donor name.
  • Produce a detailed and attractive auction catalog. The catalog will include the package descriptions for the silent and live auction, as well as any opportunity drawing.
  • Set up the auction and display all items in an attractive manner. This includes displaying brochures, posters, props and simple décor. Each item will have an auction bid sheet and an easy to read sign (what we call a “pop-up”).
  • Work with your volunteer team to monitor the live auction.
  • Oversee the auction, answer questions about items, replace bid sheets as they fill up, assist with closing of auction by pulling bid sheets at designated time and move auction items to the distribution area.
  • Facilitate both the cashier and pick-up areas, ensuring that your guests do not stand in long lines. train your staff of volunteers (at least four volunteers are needed) to work as cashiers beginning 45 minutes after the close of the auction. We will produce automated invoices on your organization’s letterhead for the cashier team. The cashiers will not have to use calculators.
  • Distribute all auction items after each guest has signed an invoice indicating that they paid for them and read all restrictions.
  • Provide your organization with an automated reconciliation of the entire auction at the end of the evening. This reconciliation will detail every item, the winning bidder, winning dollar amount and the grand total for the event.
  • Work with your organization to develop an appropriate thank you letter to be mailed to the auction donors within 30 days after the event.
  • Merge and process the thank you letters on your organization’s letterhead.

The following expenses are not included in our fee. Silent Partners will offer you an estimate of these expenses based on those of our past clients and will provide a detailed listing of any costs along with receipts.

  • Organization's letterhead and envelopes.
  • Bid sheet, "pop-up" and catalog paper
  • Card stock for bid sheets
  • Printing of the auction catalog
  • Special donations
  • Postage for non-profit's database (if required)
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