Clear rules prevent almost every silent auction dispute before it starts. Below is a complete set you can copy into your auction page, bid sheets, or event program. Replace anything in [brackets] with your own details.
Keep it visible
Bidding
- Bids are placed by writing your name and bid on the item's bid sheet (or on your phone, for online bidding).
- The first bid must be at least the starting bid listed for the item.
- Each new bid must be at least the minimum raise above the current highest bid.
- Bids are in whole dollars.
- All bids are final and cannot be withdrawn.
Closing
- Bidding closes at the time announced by the organizers. Bids placed after that time will not be accepted.
- The highest valid bid when bidding closes wins the item.
- If two identical bids are placed, the earlier bid wins.
- The organizers' decision on any disputed bid is final.
Payment
- Winners will be contacted by the organizers after bidding closes.
- Payment is due within [3] days, by [e-Transfer / cash / cheque].
- If payment isn't received in time, the item may be offered to the next-highest bidder.
- [Organization] cannot issue tax receipts for auction purchases unless required by law. (Check the rules that apply to your organization.)
Items & pickup
- Items are sold as is, with no returns or exchanges.
- Gift certificates and experiences are subject to the donor's terms and expiry dates, as listed.
- Items must be picked up by [date] from [location], unless other arrangements are made.
- Values shown are estimates provided by donors.
The one-line version for bid sheets
“Bid at least the minimum raise above the line before. Bids are final. Highest bid when bidding closes wins. Payment is due within 3 days.”
Should you allow last-minute “sniping”?
On paper, whoever is standing at the table at the closing bell wins — which rewards timing, not generosity. Online platforms can fix this with anti-sniping: a bid placed in the final few minutes extends that item briefly, so everyone gets a fair chance to respond.
SilentBid does this automatically, with a firm cap: no item ever closes more than five minutes after the auction's closing time. It also enforces the starting bid, the minimum raise, and whole-dollar bids for you, so most of these rules take care of themselves.
Explaining the rules to guests
- Have your MC read the three most important rules at the start: the minimum raise, the closing time, and how payment works.
- Announce the closing time again at 30, 10, and 5 minutes to go.
- Tell winners exactly how and when they'll be contacted.
Next: find 70+ item ideas, or set up a free online auction and let the rules enforce themselves.
