Auctions have proven to be effective fundraisers for nonprofits, yielding 50-75% of their items’ fair market values (FMVs). However, your organization can’t host an auction without the help of your volunteer team, and they’ll need guidance to prepare for these important roles.

In this guide, we’ll explore five ways your nonprofit can prepare its auction volunteers ahead of your fundraiser:

1. Define volunteer roles.
2. Establish expectations.
3. Develop volunteer training resources.
4. Communicate openly.
5. Host a training session.

As you consider the following volunteer training tips, keep in mind how employing them will add to your staff’s workload. Volunteer management software can streamline many tasks associated with these tips, such as recruiting, retaining, and readying volunteers for their roles. 

1. Define volunteer roles.

To fill roles at your auction, you’ll first need to recruit volunteers based on your fundraiser’s needs. While you may have an understanding of what’s needed to put your auction into action, your volunteers need clearly defined roles and responsibilities to share this insight.

Most auctions will need volunteers to manage the following roles:

• Setup: For in-person auctions, this team will handle any decorations or setup needed at the event’s venue.
• Event check-in: Recruit volunteers to ensure all guests are registered for the event at the auction’s entrance.
• Runners: This team should be on standby to handle any miscellaneous tasks that come up during the event.
• Floaters: These volunteers should watch over the bidding process, especially to help answer any questions your guests may have.

ClickBid’s silent auction planning guide suggests creating applications for each role to ensure you recruit an effective team of volunteers who know exactly what their jobs entail. For even more specificity, you can interview volunteers before officially placing them in a role to ensure they are prepared for their roles.

2. Establish expectations.

Along with defining what your volunteers will be doing, you’ll also need to establish what they can expect out of their involvement with your nonprofit, especially for first-time volunteers. For example, you should make known who volunteers will report to, how they’ll be supervised, and any benefits they can expect from the role.

When volunteers feel more knowledgeable about your nonprofit and what they can expect out of volunteerism, they’ll be more likely to become committed supporters of your organization. Transparent management bolsters volunteers’ confidence in their roles and their trust in your organization.

3. Develop volunteer training resources.

Once roles have been established and filled, create training resources that volunteers can access at any time. These materials should provide a complete rundown of a role, including an explanation of how the auction will work. For example, volunteers may need to familiarize themselves with mobile bidding basics in case guests have questions about placing bids during a silent auction. 

Consider sharing these resources through:

• Video walkthroughs: With virtual tutorials, volunteers can go through their training for the role at their own pace and convenience. Record yourself or another event leader at the auction’s venue if possible, demonstrating the specifics of each role.
• Volunteer handbooks: Writing out details about the auction, such as the event’s schedule, important contact information, and list of auction items, can consolidate the many details your volunteers must remember.
• Video conference: Meet with your volunteer teams virtually to discuss the auction’s procedures, goals, and policies.

No matter how you share these training resources, be sure to include basic information about your nonprofit and how it should be represented at the auction. Especially for first-time volunteers, having an understanding of your organization’s mission, vision, and voice is crucial to raising support at the fundraiser.

4. Communicate openly.

Aside from attracting volunteers and sharing instructions, it’s important to communicate openly with your volunteer team to build relationships. After all, a happy volunteer team will give their best efforts to your nonprofit, and will likely stick around to offer their support beyond your auction.

To cultivate relationships with your auction volunteers, your nonprofit must:

• Answer their questions: Ensure your volunteers feel heard and supported by promptly and thoroughly answering their questions. Whether they inquire about your auction or the organization itself, this is a great opportunity to show your willingness to help.
• Show appreciation: Auction volunteers drive your fundraiser’s success, and it’s up to your nonprofit to let them know just how important they are. Fundraising Letters recommends sending personalized eCards or thank-you letters to show volunteers your appreciation in a unique and creative way.
• Offer other involvement opportunities: To help volunteers feel connected to your nonprofit, you should encourage them to deepen their involvement by taking part in other events or giving opportunities for your organization. 

Be sure to personalize communications across each team, especially if you have a large group of volunteers. This will help show that each volunteer’s unique contributions are recognized, appreciated, and supported.

5. Host a training session.

While training resources are an effective way to prepare volunteers for their roles, the best way to prepare for your auction is to practice each role. Gather volunteers for various training sessions, during which they’ll practice:

• Using software: If you’re leveraging auction software to plan and execute your fundraiser, your volunteers may interact with the tool in their roles. Be sure to go over specifics about how to use the software as it pertains to their positions. 
• Interacting with guests: Prepare mock guest questions to ask volunteers during the training session. Be sure to include questions that are relevant to their roles as well as some that they wouldn’t be able to answer so that volunteers are comfortable directing guests to other team members for further help.
• Handling emergencies: While hopefully, no emergencies should arise during your auction, make sure volunteers are prepared to handle any unexpected situations. For example, go over the fire exits and procedures for getting guests out of the building.

Consider dividing your volunteer team into their respective roles and hosting individual training sessions for each. Then, you can gather all the teams for a comprehensive practice run where they’ll work together and put their skills to the test.

As you establish your auction volunteer training program, consider standardizing the process across your various fundraisers. These tips can help prepare volunteers for other roles, and your nonprofit can streamline the training process by establishing a consistent procedure for onboarding volunteers. 

Plus, with an established process for equipping your nonprofit’s volunteers, you’ll gain a reputation as an organization invested in those who contribute to it and expand your supporter base by engaging existing volunteers and recruiting new ones.

Matthew is a 1999 graduate of Grand Valley State University with a degree in film and computer science. He has more than 20 years of experience working with nonprofits to boost the efficiency of their fundraising efforts. As the founder of ClickBid — an all-in-one event fundraising platform that makes raising money simple — Matthew's goal is to provide nonprofit leaders with the tools they need to use their valuable time effectively. From critical fundraising mistakes to the million-dollar milestones, he’s seen it all. When not blending media with software he is at home playing video games with his son or denying that he’s too old to learn a new tech stack.