The company I used to work for that did silent auctions, did it that way and it seemed to work well. They also used to have a few "cash & carry" baskets available in the lower end catagory, and these always seemed to fly off the table by the people who wanted to make sure they actually bought something to support the cause but weren't in to the excitment of waiting around for an auction to close.

I'm in charge of the Silent Auction for our event, a Dinner Dance.
This is the first year we are planning on closing the auction items at different times.
I was told that we should separate the times by the price of the item. For example, cheaper items close at 9 pm with the most expensive items not closing until 10:30 pm.
Does that sound right? It makes sense but I was wondering if anyone had any experience in this area and if that system works.
Or is there a better way of doing it.
Let me know
Thanks.

Here is what we used last year. On the back of this flyer, I listed who/what donated (ex. Best Buy GC, Nascar Truck Series Tickets, Etc.) I believe someone from this board sent me theirs like this and I tweaked it for us.
Good Luck,
Holly
This email address is being protected from spambots. You need JavaScript enabled to view it.

McCaw Spring Carnival, Silent Auction & Raffle: Friday, April 8
This is THE event you won't want to miss! The Annual McCaw Spring Carnival, Raffle & Silent Auction will be held on Friday, April 8 from 5:00-8:00 p.m. at McCaw Elem. School. This is a great party--games, music and food AND your chance to bid on a wide variety of items including Six Flags Magic Mountain passes, Nascar Truck Series passes, a helicopter ride, 2 round trip tickets on Southwest Airlines and much, much more! The McCaw PTA sponsors this event.
WHAT IS A SILENT AUCTION? An auction is like a sale--you will have a chance to buy items that have been donated by Henderson & Las Vegas businesses, National companies, parents, and teachers. You have a chance of buying the item by making a bid, that is, you offer an amount of money that you would be willing to pay. Another person may come by and want the same item so he/she may offer more money, making a higher bid. At the end of the auction, the person with the highest bid goes home with the item.
WHO GETS ALL THE MONEY? The McCaw PTA collects all of the money and then uses the money through the year for the benefit of the children at McCaw Elem. School. This money supports many events and purchases supplies used throughout the year. In summary, the students at McCaw Elem. School will directly benefit from the money we collect. The theme baskets that are put together by the various classes, the money raised for each of those baskets will go back to that particular class for supplies, etc.
HOW DOES THE AUCTION WORK? On Friday April 8, the auction opens at 4:45.m. You need to come to the school. Auction items will be displayed in the multipurpose room. There will be a bid sheet next to each item. When you see an item you want, write your name and phone number down on the bid sheet and how much money you are bidding. Each silent auction bid must be written on the blank line available on the bid sheet. If someone else has already made a bid, you may add your name to the list and make a HIGHER bid. You will need to check the bid sheets frequently and increase your bid for the items that you want. Each item has a minimum starting bid and bids must be made in whole dollar amounts.
Bidding is open from 4:45-8:00 p.m. Starting at 7:30 p.m., the silent auction will close in sections every 10 min. and no further bids can be made. Five minutes prior to the closing, an announcement will be made. The bid sheets will be collected and taken to the office as we prepare for checkout. At 8:00 p.m., you need to return to the multipurpose room to see if you were the highest bidder. The highest bidder will pay at the cashier (checks or cash, NO CREDIT CARDS) and collect their item. YOU MUST PAY FOR AND COLLECT YOUR ITEM AT 8:15 P.M. ON FRIDAY. DO NOT GO HOME BEFORE YOU HAVE PAID FOR AND COLLECTED YOUR ITEM. We ask that children do NOT make bids!
WHAT ABOUT THE RAFFLE? There are several items (35+) that will be raffled off between 5:15-8:00 p.m. These items are really special things that students and parents will particularly treasure. This year’s items include museum passes, gift cards, show tickets, etc. Everyone who buys a ticket has a chance to win. Raffle tickets will be sold in the multipurpose room between 4:45-7:45 p.m. To have a chance at winning one of the raffle items, buy a ticket, write your name & phone # on the ticket and then place it in the designated box. The winners of the raffle will be selected and announced between 5:15-8:00 p.m. The GRAND PRIZE RAFFLE item will be a jWin mini stereo system—Hi-Fi 3 CD changer & LP turntable system with AM/FM stereo radio, double cassette player/recorder valued at $180.00. Raffle tickets can be pre-purchased for $1 ea., 12 for $10 or 25 for $20 or purchased the night of our event. All raffle tickets may be turned in beginning at 4:45 on April 8 at the event.
HOW ELSE CAN I GET IN ON THE FUN? Volunteer!! Please contact ....
For questions regarding the raffle or silent auction, please contact ....

Thanks so much.

HFAmom

Here is my draft:

10TH ANNUAL SILENT AUCTION – FRIDAY, MARCH 10, 2006

Be sure to reserve March 10th on your calendars to attend the Tenth Annual Silent Auction. This is an enjoyable family evening featuring the following events and times:

Silent Auction 5:00 to 8:00 P.M.
Dinner 5:00 to 7:30 P.M.
Bake Sale 5:00 to 7:30 P.M.
Gently Used Toy Sale 5:00 to 7:30 P.M.
Games in Gym 5:30 to 7:30 P.M.

Funds raised at the auction will be used to support programs to enrich learning experiences and upgrade computer and technology equipment.

The first silent auction raised $6,000.00. Last year, we raised almost $17,000.00. Our goal for this year’s silent auction is $25,000.00.

Below is a partial listing of the any corporations who have donated items for the auction:
Walt Disney World – 4 Hopper Tickets
Holiday World & Splashin’ Safari – 2 passes
Ronald Reagan Presidential Library & Museum – 2 passes (expire 06/30/06)
Limited Edition Framed Babar Print
Ripley’s Aquarium (Myrtle Beach, SC) – 2 passes
Ripley’s Aquarium (Gatlinburg, TN) – 2 passes
Point of Grace – autographed picture and CD

Our families and businesses provide items for the silent auction. On the reverse side are auction idea suggestions. If you would like to request a donation from a business organization, letters are available in the school office.

One of the fun items in the auction is the classroom theme basket. Each class will participate in providing a theme basket for the auction. Look for your classroom theme basket on the reverse side. You may send in items for your classroom theme basket at any time.

We look to each family and their support to make this a fun family evening and a successful fundraiser. There are a number of opportunities for everyone to participate. We ask that you review the attached sheet and select the area or areas where you can give your time and talents. (For those families who signed up at orientation for this committee – you will be contacted about the work schedule.)

(EDITED) I will send you a draft of a notice that I have started working on?

MaryAnn -- please feel free to post your draft right here on the boards. -- tim

[ 01-16-2006, 07:25 PM: Message edited by: Rockne ]