Do It Yourself (DIY) Fundraising

Silent Auction Fundraising Toolkit

Raise Funds and Awareness for the Crohn's & Colitis Foundation

Silent auctions are a great way to raise funds while engaging your community. By gathering donations from local businesses and supporters, you can create a fun and interactive event that helps drive research and support for those affected by IBD. This toolkit will guide you through the process of organizing a successful silent auction.

Why Host a Silent Auction?

Silent auctions offer participants the opportunity to bid on donated items or experiences, with all proceeds going to the Crohn's & Colitis Foundation. Your auction will help:

  • Fund critical research for Crohn's disease and ulcerative colitis.
  • Improve the quality of life for those living with IBD.
  • Provide essential resources to the IBD community.

How to Organize a Silent Auction

Step 1: Plan and Organize 

Click here for an easy to use checklist.

1. Set a Date and Secure a Venue

  • Choose a date that gives you enough time to prepare (at least 3-6 months in advance).
  • Look for free or low-cost venues like community centers, breweries, schools, or local businesses with event spaces. Consider reaching out to local supporters who may be willing to donate a space.

2. Create a Budget

  • Outline your expected expenses (venue, refreshments, printed materials).
  • Plan to cover costs through sponsorships or in-kind donations whenever possible.

3. Recruit a Team

  • Assemble a group of volunteers to help with different aspects of the auction, including item procurement, event setup, and bidder registration.

Step 2: Procure Auction Items

1. Reach Out to Potential Donors

  • Create a list of local businesses, artisans, and community members who might be willing to donate items or experiences. Reach out with a clear explanation of the cause and how their donation will make an impact.
  • Items can include gift certificates, themed baskets, artwork, jewelry, or unique experiences like dinners, tours, or lessons.
  • Offer visibility for donors at your event and on promotional materials as an incentive.

2. Follow Up and Collect Donations

  • After initial outreach, follow up with potential donors to confirm their commitment. Arrange to collect the items or have them delivered to you before the event.
  • Make sure to record donor information for future follow-up and recognition.

Step 3: Promote the Auction

1. Create Promotional Materials

  • Design flyers, social media posts, and email templates to spread the word about your auction. Be sure to include details like the date, time, location, and featured auction items.
  • Canva.com is an excellent and free resource for creating promotional items.

2. Reach Out to Your Network

  • Promote the event through your personal and professional networks. Encourage attendees to invite their friends and family.
  • Contact local media outlets and community calendars to get your event featured.

Step 4: Event Day Logistics

1. Event Setup

  • Arrange auction items on tables with clear signage, including descriptions and starting bid amounts.
  • Provide bid sheets for each item, with spaces for attendees to write down their bids and contact information.
  • Set up a registration table where guests can check in and receive instructions for bidding.

2. Bidding Process

  • Determine a starting bid for each item based on its value (typically 30-50% of the retail price).
  • Set bid increments (e.g., $5, $10) to encourage competitive bidding.
  • Announce the closing time for the auction and give attendees a final opportunity to place their bids.

3. Collect Payments and Distribute Items

  • At the end of the auction, announce the winning bids. Collect payments from the winners and provide receipts. You can collect cash, checks made out to the Crohn’s & Colitis Foundation, or ask people to donate on your fundraising page.
  • Ensure that items are distributed to the correct bidders upon payment.

Step 5: Post-Event Follow-Up

1. Thank Donors and Participants

  • Send thank-you notes or emails to all donors, volunteers, and attendees. Recognize their contributions and let them know how much was raised.
  • Highlight the impact of their support on the Crohn's & Colitis Foundation's mission.

2. Submit Donations

  • Ensure all funds are accounted for and submit them to the Foundation. Be sure to include any checks or cash donations along with the necessary donation forms.

Remember we are always here to support and guide you with our concierge support just for you! To speak to a fundraising professional reach out to DIY@crohnscolitisfoundation.org​