Silent auctions can be a game-changer for nonprofit fundraising, offering an engaging way to raise money while strengthening donor connections. When planned well, they bring in significant revenue and create memorable experiences. But success isn’t just about great auction items—it’s about having a strong volunteer team to keep things running smoothly.

Volunteers are essential for tasks like setup, bidder assistance, and managing online auction platforms. With the right people in the right roles, your auction will run efficiently, maximizing both funds raised and guest satisfaction.

Whether your event is in-person, hybrid, or online, a solid volunteer recruitment and management strategy will set your team—and your auction—up for success. Here’s how to find, train, and manage volunteers for a seamless event.

1. Determine your volunteer needs

Before recruiting volunteers, assess the roles you need to fill based on your event format. A fully online auction requires tech-savvy volunteers to manage bids and moderate chats, while an in-person event needs hands-on help with setup, check-in, and guest assistance. If your silent auction is part of a larger fundraiser, you may need additional volunteers to coordinate logistics.

Outline which tasks you’ll need volunteers to handle. Some common needs include:

• Item procurement: Volunteers reach out to businesses and sponsors to secure auction items. Strong communication and persistence are essential.
• Venue setup: These volunteers arrange tables, set up item displays, and ensure the space is welcoming.
• Check-in: You’ll need a few friendly faces to verify registrations, distribute bidding materials, and explain auction procedures as guests arrive.
• Helping guests use your mobile bidding app: You may need volunteers to assist guests with setting up accounts, placing bids, and troubleshooting tech issues.
• Managing bids: If you don’t use an auction app, having volunteers on hand to monitor bids, encourage participation, and answer questions is essential.
• Moderating chats: Volunteers can keep discussions engaging, answer questions, and ensure appropriate conversation among virtual guests.
• Check-out: Most in-person auctions require some volunteers to assist with payments and item distribution when the event closes.

After defining roles, determine how many volunteers you need, what skills are required, and when they should start helping. Item procurement volunteers, for example, may need to start months in advance, while check-in volunteers are only needed on event day.

2. Create a recruitment plan

A well-thought-out recruitment plan ensures you have the right volunteers committed well before the event. To create one, start by identifying a target audience. This may include:

• Existing supporters and donors who are already invested in your cause, making them easy to onboard.
• Past volunteers familiar with your events and likely willing to help again.
• Past event guests who were especially engaged and may enjoy a behind-the-scenes role.
• Corporate volunteers who are incentivized by their employers to volunteer and can provide skilled help.

Each group has its strengths. Past volunteers require less training, for example, while corporate volunteers may bring more specific expertise.

Once you’ve decided who to target, craft personalized messages that include prospective volunteers’ names and details about their past involvement. Here’s an example of what an effective recruitment message might look like:

Hi [Name], we’re gearing up for our annual silent auction and could use your help! Since you attended last year’s event, we thought you might enjoy being part of the team that makes it all happen. Whether you’d like to help with check-in, bid management, or auction setup, we’d love to have you. Click here to learn more or sign up!

To maximize reach, don’t stop at messages like these. Promote volunteer opportunities through email, social media posts, text messages, your newsletter, and more. Consider connecting with local businesses and schools to expand your reach even further. Whatever methods you use, make sure to start outreach at least a few months before the auction, with follow-up reminders as the event nears.

3. Provide concise but thorough training

A well-trained volunteer team ensures a smooth auction. Create a flexible training process that prepares volunteers without overwhelming them.

Based on the complexity of your volunteer roles, consider the most accessible training formats. Will volunteers need to attend a full training session, or can they learn what they need to do an hour before the event? Would a few online training videos and FAQs suffice, or do they need on-site training? Choose what works best for your auction and fits your team’s schedule. To save staff time, consider having a veteran volunteer any live lead training sessions.

As you develop your training, make sure it covers essential information like:

• Who volunteers report to and where to get help.
• Communication methods to use, like walkie-talkies, group messaging apps, or check-in stations.
• How to use your auction platform and assist guests.
• Rules and policies about bidding, payment processes, and item distribution.
• How to welcome guests and handle concerns professionally.
• Clear expectations and do’s and don’ts for each volunteer role.

Even brief training should be required. Communicate this expectation clearly to ensure volunteers arrive prepared and confident in their roles.

4. Communicate with volunteers proactively

Engaging with volunteers before, during, and after the auction ensures their success and encourages long-term involvement. Plan to proactively communicate with volunteers at every stage, including:

• Before the event: Share training materials early so volunteers can access them as soon as they sign up. Send an email with key event details and reminders, such as arrival times, role assignments, and event logistics, to ensure everyone’s on the same page. Designate a point of contact to answer questions, and send a confirmation text or email the day before to reduce no-shows.
• During the event: Hold a pre-event huddle to review expectations, answer any last-minute questions, and ensure volunteers know how to get help. Monitor volunteer stations and check in regularly to offer assistance if needed. Assign approachable staff or experienced volunteers to provide on-the-spot support, too.
• After the auction: Show your volunteers appreciation by sending a post-event email, handwritten note, or social media shoutout that makes them feel valued. Consider small gifts, certificates, or a highlight reel of volunteers in action to recognize their contributions further. Then, send a post-event survey to show volunteers you’re listening and improve future volunteer management. Don’t forget to invite volunteers to stay involved by providing opportunities for future engagement.
  

Use qualitative data from past auctions and events to predict common volunteer questions and challenges you may run into. Plan to address these proactively in your communications to avoid mishaps this time around.

Building a strong volunteer team doesn’t end when your auction does—it’s just the beginning of lasting relationships that can strengthen your future fundraising efforts. By providing a positive experience and maintaining communication afterward, you’ll create a network of dedicated supporters who will be ready to step up at your next event, bringing fresh ideas and even more enthusiasm to your mission.

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.