at our last annual silent auction, we used a system similar to those used at regular auctions in our area. As each bidder rec'd thier number (on a small index card - the sides w/lines were available for the bidder to write notes), thier name, address & phone # was recorded in a spiral notebook. Each bidder had thier own page with thier # on it so at the end of the auction, a detailed description of the item was listed along with winning bid, date it was paid, check #, if follow call was made, item picked up, etc.
This system worked much better than when we'd tried to have bidding with person's name. We had witnessed other people using a person's name to run up a bid, bid on items not actually wanted by that person, etc. Using the # system made it turely silent as bidders were encouraged not to share thier #s.
It also took up less space on the bidding sheets as opposed to someone writing thier name every time they wanted to bid. The only cost we really had in this was a pack or two of lined index cards & a notebook. (Our school is very small - less than 120 students)

Each spring we have a family bingo and silent auction fundraiser. For the first time this year we used numbers and it went surprisingly well. People accepted their numbers very easily and I felt that there were a lot more bidding wars than in the past using numbers as opposed to names. In the past, people have been reluctant to outbid friends and neighbors but that was no longer a factor. We took in $9000; well over what we had done in the past several years.

At our Spring Family Fun Night we have a live and silent auction. When I took over I decided to use numbers because I just didn't know everyone in the school. I make number on index cards, and numbers on a spread sheet. When they come to the event they just go to the table and give the volunteer their name and phone number and the volunteer gives them the index card. This also helps if the person leaves before it's over we can track them down. Also, during the live auction we have a table and we put the items bought in order by auction number. It's alot easier when they come and check out.

I like it better this way, but making numbers we can reuse might be less work.

We have been using names as well but have decided that for the auction that will be with the carnival in October to make it completely silent for a change and see how that goes.

To do that we have printed off 100 numbers on business size cards and had them laminated. (Since we can do that at the school for free and then just reuse the cards for future years!) We then have a spreadsheet list with the number to the side and will have a volunteer asking everyone to sign in. When they sign in they will give us their name and additional information and we will then assign them a number based on the number they signed up too and give them the card as a reminder as to what number to use to bid. We will then have a volunteer at the exit door collecting the cards as they leave. If they wish to come back and rebid for an item they will simply pick up their number on the way in again once the name is verified to that number.

Hmmmmm... that sounds a lot more complicated then envisioned when the system was created!

Our school has run silent auctions for the last few years. For our next one, we would like to have people place their bids using numbers rather than names, so it is truly "silent." Has anyone had experience with this? Can you give us some advice on the best way to track everyone, distribute numbers, etc? Thanks!