Online auctions are like real-life auctions, except that the online version is done through the web. Instead of traveling to an event, potential bidders browse web pages to see pictures, descriptions and suggested prices for the items being auctioned. It is a great way to involve a large group of people all over Ontario.

Step One – Location, Date and Time

Although you do not need a physical location for your auction you do need to figure out exactly how and where you will host it on-line. Most use a third-party auction site, the most commonly used being www.32auctions.com/.

Once you have decided on how you are going to do it online, you need to decide when your auction will start and how long it will run for. Make sure to give yourself enough time to plan and gather your items.

Step Two – Gather Auction Items

It is now time to ask businesses for donations. Create a list of businesses and start asking for items. Businesses you and your team frequent are always a great place to start. You will want to gather items of different values to offer the potential buyers lots of great options. When gathering items remember all gift certificates must be photocopied before they are auctioned. There is a Community Donation request letter template on Campaign Resources – Federated Health Charities that you can customize.

Step Three – Create a Buzz

You can advertise on your Ministry/Agency intranet site, with flyers in high traffic areas in your offices or the main lobby of your building, through distribution of flyers, and through email/newsletters. Advertising online is also a great idea try Facebook, Twitter, Kijiji, and community pages.

Be sure to include all the need-to-know details, such as dates, and web address. Highlight specific items you have for sale to draw people in. Make sure to let everyone know the proceeds from your sale are supporting the 21 health related charities that Federated Health supports.

Step Four – Make Sure the Price is Right

All auction items should have a minimum bid; you will also need to decide if you are setting the value of how much the bid needs to increase each time.

Step Five – It’s all in the details

You will want to make sure you have a good tracking system in place for your items. You will want to label all items with a number and make sure they have a corresponding number online. You will want to make sure you have a way to identify the successful bidder on the item for pick up.

Step Six – Its show time!

Once your site goes live it’s all about the buzz and making sure people know about it. Driving people to your online site is key!

Step Seven – Add it Up!

Once it is all said and done it is time to add up what you got for all your items and work with your Treasurer for getting the money recorded and deposited.

Another important point you will want to work through with your treasurer and campaign chair, will be to decide who will be responsible for ensuring that companies donating products to your silent auction receive the tax or business receipts for which they are eligible. That person should read the Tax Receipting Guidelines to make sure the appropriate steps are followed. Questions regarding tax receipting can be directed to the Federated Health Charities Financial Manager Tatyana Parfenyuk at Tatyana.Parfenyuk@ontario.ca

Remember this process can be used for an auction at an event or a physical auction that is held at a venue, like your office. This can easily be modified to a silent auction hosted in a spare office or workspace with items on display and sign-up bid sheets next to each item.

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