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Hosting a Silent Auction? Check Out These Bid Sheet Templates

written by: •edited by: Michele McDonough•updated: 2/6/2011

If you need a custom bid sheet, templates make your job much easier. Following are several bid sheet templates, with one sure to suit your purpose.

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    A Few Quick Tips

    Silent auctions are often held in conjunction with charity events, such as galas and banquets. Ideally, your agency or organization procures several desirable items from generous sponsors for which donors and guests will be willing to bid, with the proceeds benefiting your nonprofit or charity. These items are then displayed at the fundraising event so that, as guests mingle, they can examine each item and place bids on them if they choose to do so.

    A bid sheet template is placed at each item so that guests can write down their bid information. They can also see what other guests have offered, encouraging friendly competition that will help you raise the most money possible.

    Banquet 

    Each bid sheet should include information about your charity or nonprofit organization. This is important, as some of the attendees at your event are likely to be guests of others. They may be unfamiliar with what your agency or organization does, so including a mission statement can encourage them to bid or make a donation.

    The bid sheets should also include details regarding the exact item for which guests are bidding. For instance, if you are auctioning a vacation package, are travel and meals included? Are there any restrictions? Addressing these details now can prevent confusion or misunderstandings later.

    If you want bidders to bid in specific increments, clearly state so on the bid sheet template. In addition, there are a couple of ways in which you can identify bidders. One way is to ask them for their name and contact information on the bid sheet. Another is to garner this information from each guest as they RSVP for the event or upon registration at the event itself. You can then assign each attendee a bidder number, which they can use to bid anonymously on each item. Each of the following bid sheet templates uses one of these methods so that you can select the one that is best suited for your silent auction.

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    Identifying Bid Sheet Template

    Identifying Bid Sheet Template 

    This bid sheet template provides spaces for bidders to include their names, addresses, telephone numbers and the bid amount. It also includes a picture placeholder into which you can insert your logo, a text box into which you can type your organization's mission statement or a description of your charity, and text boxes for both a brief and detailed description of the auction item. For instance, you might enter Autographed Baseball as the brief description and provide details in the second box such as the team, the year and the names on the ball.

    This template is compatible with Microsoft Publisher 2003, 2007 and 2010. Change the fonts and colors to suit your theme and make any other customizations you desire.

    Download Page: Identifying Bid Sheet Template for MS Publisher

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    Bid Sheet Template Using Bidder Numbers

    Bid Sheet Template Using Bidder Numbers 

    This bid sheet template does not require that bidders write down any identifying information. Instead, they can simply list the bid number provided to them when they registered for this event. This method allows for friendly competition without the worry of hurt feelings or animosity between guests. It also alleviates concerns bidders may have about providing identifying information where others might retrieve it.

    This template also includes a picture placeholder into which you can insert your logo, a text box into which you can type your organization's mission statement or a description of your charity, and text boxes for both a brief and detailed description of the auction item.

    This template is compatible with Microsoft Publisher 2003, 2007 and 2010. Change the fonts and colors to suit your theme and make any other customizations you desire.

    Download Page: MS Publisher Bid Sheet Template using Bid Numbers

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    Image Credits

    Banquet: sxc.hu/Elvis Santana

    Bid Sheet Template Screenshots: Tricia Goss