How to Run Your Event Logistics
When it’s time for the big event day, you want to make a great impression on attendees. After all, a smooth and exciting silent auction could convince participants to stick around for future fundraisers and become committed supporters of your organization. Let’s look at the steps you need to take to accomplish this.
1. Organize Your Silent Auction
You might be wondering: Didn’t I already organize my silent auction when I planned it? Yes — however, there are additional logistics to organize on the day of the event. This is where on-site organization comes in, where you bring all your planning elements together into your silent auction masterpiece.
The three main areas you should consider include:

On-Site Setup
Take a moment before your event to put yourself in your attendees’ shoes. It will be most guests’ first time at the venue and perhaps even their first time bidding at a silent auction. Create the perfect guest experience by taking the time to:
- Arrange silent auction tables along the walls of the space: This will give attendees plenty of space to walk around the venue and peruse the items. The last thing you want is for the space to feel too cramped or uncomfortable.
- Display items in a way that appeals to the shopper in all of us: Make sure there is enough space between each item so they aren’t hidden from the bidders’ view. As a best practice, incorporate different levels of display and detailed, easy-to-read signage.
- Ensure your technical equipment is up and ready to go: Test your mobile bidding software to ensure that bidding goes smoothly. Additionally, do a run-through with your emcee and guest speakers and check that they’re audible for all attendees.
If your silent auction is part of a larger event, you must also set up those event elements. For example, if you’re hosting a gala, you’ll have to arrange tables and chairs for attendees to sit in, discuss the flow of food and drink with your caterers, and more.
Auction Item System
Your auction experience is only as good as your items are organized. To ensure a seamless experience for your guests, use a system that makes finding the silent auction items easy and fast. Here are two suggestions:
- Color code your items based on categories that make sense for your auction. For example, items with blue bows might be sports memorabilia, green bows might be travel packages, and yellow bows might be gift baskets.
- Establish a numerical system with categories. For example, items in the 100s can be gift baskets, 200s are memorabilia, and 300s are consignment items.
Ultimately, the system you end up using should work for your event’s unique needs and make it easy for you to identify and find your auction items.