Top Silent Auction Rules to Follow
By Whit Hunter
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Rules for Silent Auctions
Whether in person or online, there are several silent auction tips to follow. Check out our list of silent auction rules that will ensure your event's ultimate success!
Setup Bidder Registration Rules
Silent auction rules begin with those registering to bid. Set clear expectations for all who plan to participate in the silent auction. At sign-up, ensure all participating bidders read and agree to the silent auction guidelines, and if they want to bid, ensure they accept your silent auction rules!
You can provide these rules as a hard copy at registration or as a checkbox during electronic registration.
Create Rules for Auction Items
Auction items should also have rules associated with their purchase. Some of these include:
- Right to change/withdraw items - If advertised auction items never arrive, include a disclaimer allowing you to change or remove items from the queue if an issue arises.
- All sales final - Make winning bidders aware they cannot return won items.
- Limits may apply - Bidders are responsible for the fine print restrictions that may come with items, such as gift card usage dates.
When people know what they’re getting into, it makes the execution of your event and the transfer of winning items a much smoother process.
Establish Bidding Process Guidelines
When writing your silent auction rules, include the following information to maintain consistency for each bidder. When you set clear expectations from the beginning, you’re more likely to avoid issues during the event.
- Designated start and end times - Having hard start and end times ensures everyone bids within the bidding window, creating a sense of urgency and assuring all bidders that additional bids will not be allowed upon auction close.
- Minimum starting bids and bidding increments - The organization should set all starting bids at market value. Ensure that all bidders know how much they must increase each bid. Whole number values make it easy for participants to calculate.
- Ability to alter/withdraw bids - It is essential to establish a rule about bidders wanting to modify or withdraw their bids. Whether you allow participants to change or withdraw is up to you, but be sure that everyone understands your chosen rule.
- Multiple bids permissions - Silent auction rules should inform all bidders of restrictions on the number of bids they may have per item or how many items they can bid on.
A clear and established bidding process will limit issues arising during the silent auction.
Outline Legal Restrictions
Keep your organization safe by following all state-specific laws, including tax collection and age restrictions for items requiring valid identification, and clarifying that bidders assume all risk. If you have any legal questions, you should consult a local lawyer for assistance.
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Regulate Closing Bids
One of the most important silent auction tips is to outline how to accept closing bids. All final bids must meet the requirements, and submission must occur before the stated closing time.
Develop Auction Checkout Procedures
Writing out auction checkout procedures will help winning bidders know how to pay for and claim their items. Informing bidders when and where to collect their winnings will help the checkout process run smoothly. And always confirm payment before handing over any items!
You can also include a clause directing winning bidders to pick up all items at the end of the auction, with a stipulation that your organization can resell any unclaimed items.
Silent Auction Rules Template
We’ve included this silent auction rules template for you to make things easier! Feel free to customize it as you see fit.
Thank you for joining [your organization’s name] silent auction! As a participating bidder, you agree to abide by the silent auction guidelines as follows:
- The auction will be held [date] from [start time] to [end time]. All final bids must be made within this time frame to qualify.
- Auction items may be changed or withdrawn at the discretion of [your organization].
- All bids must meet the minimum balance and be in the required increments, or they will be disqualified.
- All bids are final and may not be altered or withdrawn.
- Limits may apply to some items.
- Age restrictions may apply to items. Valid identification is required to purchase these items, and winning bidders must meet the legal age requirement.
- The highest bidder at the close of the auction wins the item.
- [Organization] assumes no liability with claimed items. The winner assumes all responsibility for risk or hazard.
- Items are sold as-is.
- Bidders must pay for their winning item in full after the auction.
- Upon proof of receipt, collect items in the designated pickup area unless you have a prior special arrangement.
- Any items not paid for and collected become the property of [organization] and may be resold.
- All sales are final.
Set up a Silent Auction With BetterWorld
Setting up a silent auction can seem overwhelming, but BetterWorld can get up and running in no time! Our platform offers numerous helpful and time-saving resources, from bidder registration to online bidding.
Online silent auctions are a great way to increase your reach and invite people unable to attend your event in person. Whether you host your auction online or pair it with an in-person event, BetterWorld has the tools you need to succeed!
To get started using BetterWorld for your silent auction fundraiser, request a no-commitment demonstration to see how our platform works and if it’s right for you. Happy fundraising!

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