Where to Start Your Search for Silent Auction Items

Planning a silent auction requires careful preparation, and one of the most crucial steps is sourcing high-quality auction items. When you secure enticing, high-value items, you’ll set the stage for a successful event. After all, the more unique and appealing your auction items, the more engagement (and higher bids!) you’ll generate from bidders.

But how do you get the right items? Who should you ask, and where do you even start?

This quick guide will cover strategies to help your organization build an impressive auction catalog and maximize fundraising potential. Whether you work for a new nonprofit or a large, experienced organization, these tips will help you secure the best items for your auction.

Your first avenue for sourcing silent auction items should be the donors who have already donated items in the past. If your organization has hosted auctions before, start by reviewing the donor data in your auction software to identify the individuals and businesses that donated previously.

Then, reach out to these supporters strategically to make a compelling ask. Use these tips to ground your appeal in gratitude:

• Thank them for their previous support and remind them of how their contribution made an impact.
• Share details about your upcoming auction and any new initiatives the auction proceeds will support.
• Provide options for how they can contribute, whether through a product, service, gift card, or unique experience.
• Offer recognition opportunities, such as including their name or business in the item description on your event website and auction platform.

If this is your first auction or you don’t have a record of past auction donors, browse your organization’s donor database to identify individuals or companies that have given in other relevant. For instance, maybe a donor who’s a retired teacher provided in-kind gifts of arts and crafts supplies for last year’s meet-up. You might ask them if they have any additional items from their classroom that you could auction off.

Your nonprofit’s staff and board members are likely well-connected members of the community, meaning they could introduce you to individuals and business leaders with the potential to donate auction items.

Encourage staff and board members to think about who in their personal and professional networks may be good prospects. They might explore their connections to:

• Local businesses
• Other nonprofits or community organizations
• Local artists or craftspeople
• Schools, libraries, or businesses with surplus stock
• Potential major donors with unique experiences to offer
• Individuals with access to exclusive services or event tickets

Once a potential donor is identified, ask the staff or board member to make the ask themselves. If they can’t, they can introduce a member of your leadership team to facilitate the conversation instead. Either way, providing a direct, personal connection increases the likelihood of a positive response.

To make it easier for staff and board members to reach out, provide them with a short script or email template to use. In the script, explain the purpose of the auction, how donated items will be used, and what kind of recognition the donor will receive, such as a shout-out on your online auction website. Offering a structured approach can boost their confidence in making the ask.

Corporate giving has been on the rise, and it’s not limited to giant companies. According to Double the Donation, corporate giving is also increasing among small to mid-sized businesses like those in your local community.

This is because many businesses see nonprofit partnerships as an opportunity to give back to their community, increase brand awareness, and build goodwill among potential customers. Donating to a nonprofit silent auction provides a perfect, accessible avenue for businesses to get started with corporate giving while showcasing their products or services to a captive audience.

Businesses may contribute to your silent auction by donating:

• Promotional items like gift cards, branded merchandise, and themed gift baskets
• Surplus stock, such as unused inventory, seasonal products, or overstocked items
• Certificates for services like haircuts, spa treatments, home cleaning, pet grooming, and other professional services
• Event experiences through VIP tickets, behind-the-scenes tours, or exclusive dining experiences
• Subscription services, such as gym memberships, meal kit deliveries, or curated monthly boxes

When reaching out to businesses, personalize your appeals and explain how their donation will benefit both parties. Include basic information about your cause, your auction’s potential audience, and the ways their business will be publicly recognized. Emphasize that donating to your auction is a great way to market their brand and engage with a local, philanthropic audience.

If you still need more auction items after reaching out to past donors, board members, and businesses, consider making an open call to your community. Many individuals are eager to support local nonprofits but may not realize they can contribute in-kind donations.

To solicit community donations, you might:

• Post a call for auction items on social media.
• Include a general request in your nonprofit’s email newsletter.
• Add a dedicated in-kind donation page to your website.
• Partner with local media outlets to announce your need for auction items.
• Host a donation drop-off day where community members can contribute items in person.

When making an open call for auction items, be clear about what types of items you are looking for—and what you’re not. For instance, you might not accept used items or items with unclear fair market value (FMV) to ensure your auction remains appealing and compliant with tax regulations.

No matter the size or value of a contribution (even if you can’t accept the item!), always take the time to thank every donor. Expressing gratitude fosters long-term relationships and encourages future giving. Personalized thank-you notes, social media shout-outs, or video thank-you messages can make a meaningful impact and show your appreciation for their generosity.

Finding the right silent auction items takes work, but with a strategic approach, your nonprofit can secure donations that drive fundraising success. As you secure donations, be sure to provide accurate tax receipts to all donors to ensure compliance and build trust. Taking these extra steps will not only help your silent auction thrive this year but also lay the groundwork for successful fundraising events in the future.

Jeff Porter, Founder & CEO of Handbid, has spent 18 years in the nonprofit industry. In 2004 he founded the Prader-Willi Syndrome Association of Colorado where he still resides as board chair. Jeff learned early on that nonprofits desperately needed better and more affordable fundraising solutions.  Leveraging his software background, he built most of the tools his charities used, and in 2011 he launched Handbid at his own fundraising event.  The goal was to improve the guest experience, reduce administration and increase revenue.  Handbid accomplished all of those goals, effectively doubling revenue in its debut. Nine years later, Handbid’s suite of tools has delighted over a half-million guests, generated millions of bids, and helped thousands of charities raise well over $100 million.