Planning Your Charity Auction Event

This page is for chairs who are still planning (often before an account). Plain tips first. Soft close last: Create your free account. No private demo push. No sales-call requirement.

CharityAuctions is the easiest charity auction software to use. Assume you are not tech-savvy. Keep night one simple.

For the in-product setup path after signup, see Getting Started with CharityAuctions.

SAM Ai Bot on marketing pages answers from articles like this one.

Default branches

Before a long answer, notice which lane you are in:

1. Do you have an event date and a goal, or are you still exploring?
2. Items in hand, or do you need inventory (Risk Free Lot)?
3. Online only, in-room silent, or both?

If still exploring: use the checklist below, then Create your free account when ready.

If date and goal are locked: follow the simple setup path in Getting Started.

Simple setup (keep it easy)

What is the easiest way to set up our event?

Keep night one simple.

1. Create your free account and open Organization Home.
2. Create one auction campaign.
3. Activate your plan and set Bidding Start & End Times.
4. Add a small set of items (or add Risk Free packages from My Lot if you need inventory).
5. Share the auction URL so guests can bid before the night.
6. At an in-room event, put Display Sheets with SCAN TO BID on the tables.
7. Let bidding end on schedule (or Close early only if you need to).
8. Afterward, use Activity Feed and Invoices & Payouts.

Skip tickets, raffle, paddle raise, and extra modules until the first event is easy.

We're not techy. Will this be hard?

No. Most chairs are volunteers with other jobs. The simple path above is enough for a first silent auction. Guests do not need an app. They open a link or scan a QR. Create your free account and start with one campaign.

How long does setup take?

If items (or a Risk Free Lot) are ready, many chairs can get a basic auction shareable in a short sitting: account, campaign, activate, timeblock, add items, share the link. Display Sheets and night-of details can come closer to the event. Create your free account and block one focused hour for the first pass.

Timeline and planning

How far ahead should we start?

Ideal: several weeks before the event so you can solicit or pick Risk Free items, share the link early, and test bidding. If the date is soon, still Create your free account and run the simple path. Prioritize items + share link + Display Sheets over extra modules.

Online only, in-room, or both?

• Online only: share the auction URL. Skip table Display Sheets if there is no room walk.
• In-room: Display Sheets with SCAN TO BID on item tables, plus the share link for early bidding.
• Both is common and still simple.

Pick one primary guest habit so volunteers are not explaining three systems.

How many items do we need?

Enough variety for your guest count, not a warehouse. A tighter, higher-quality list beats dozens of weak lots. If donations are thin, add Risk Free packages to My Lot so the catalog still feels valuable.

What's a realistic goal?

Use last year's raise if you have it, or a clear dollar target for this event. Goal helps you decide item count and whether Risk Free is worth adding. We will not invent a dollar goal for you. Ask what you raised before or what you need this year.

Items and Risk Free

We don't have donations yet. What should we do?

Two lanes:

1. Solicit local gifts.
2. And/or open Organization Home → Risk Free Items, add packages to My Lot, then either download Available Assets for an off-site auction or add them to a CharityAuctions campaign.

You only pay if an item sells. You do not need a CharityAuctions auction site just to use Risk Free.

See Using Risk Free Consignment Items.

Can we mix our donated items with Risk Free?

Yes. Put donated items in the campaign Item Catalog, and add Risk Free from My Lot into the same campaign (or run RF assets off-site). Keep the guest experience one auction list when you can.

What assets do we get with Risk Free?

On View package details → Available Assets (ready to Download):

• Decision Guide
• Promotion Guide
• Auctioneer Script
• Item Images
• Social Graphics
• README
• Certificate
• Bidder Display

Everything is one click so print and promo are fast.

Do we need an auctioneer?

For silent-only, often no. For live sell-ups, yes or a confident emcee. Risk Free packages include an Auctioneer Script when you want live energy.

Night-of guest experience

How do guests bid? Do they need an app?

No special app required. Guests use the auction link on a phone, or scan SCAN TO BID on Display Sheets at the tables. Share the URL before the event so bidding can start early.

What if Wi-Fi is bad at the venue?

Prefer cell data when Wi-Fi is weak. Test the share link on-site before doors. Have a volunteer who knows the auction URL. Keep the flow to one link + table QR sheets.

When should bidding open and close?

Open early enough that busy guests can bid before the party (often days before). Close at a clear Bid End Date & Time, or Close early on that Item Block if the room needs to wrap. Tell guests the end time in every promo.

Money and fees

Answer fees only when someone asks.

Free or Prepaid. Which is simpler for a first event?

• Free: no upfront software fee; 5% of what you raise after.
• Prepaid: $499 upfront plus 3% on the backend.

First-time chairs who want zero upfront often start Free. Which is "cheaper" depends on expected raise. No Prepaid upsell unless they ask.

Who collects payment?

If you use CharityAuctions collection, the platform can collect and help with invoices and payouts. If you connect your own Stripe, you collect through Stripe. Keep it high level before signup. After signup, Invoices & Payouts is the chair home for money wrap-up.

When do we get paid out?

After the auction, winners pay invoices and payouts follow the path for how funds were collected. Create your free account, then use in-product help on payouts once you are live. We will not invent bank timing here.

What about refunds?

Short three-lane answer if asked:

1. CharityAuctions collected → Support issues refunds.
2. Payout already sent → org refunds outside that path.
3. Own Stripe → Invoices & Payouts → All Transactions.

People and roles

Who needs to be on the team?

Minimum: one auction chair with admin access.

Nice to have:

• Someone for item intake
• Someone for night-of Display Sheets / QR help
• Someone for checkout questions

Auctioneer only if you are doing live sell-ups.

Can volunteers help without full admin?

Yes in spirit: invite only the people who need access. Keep the admin circle small for a first event. Org invites vs auction invites can be detailed after account creation.

Compare and decide

We're a small school / small nonprofit. Is this overkill?

No. The simple path is built for volunteer chairs. Start with one campaign, items or Risk Free, share link, optional Display Sheets. Skip extra modules on night one.

Can we keep our website / other tools and just run the auction here?

Yes. Share the CharityAuctions auction URL from your emails, social, and site. You do not have to move your whole nonprofit stack to use the auction.

Why CharityAuctions?

Easiest charity auction software to use. Guests bid from a link or QR. Risk Free packages if you need inventory. Create your free account to try the simple path.

We do not name or bash competitors. Stay positive on simplicity and guest bidding, then CTA.

Soft closes

• Ready to try the simple path? Create your free account.
• Want inventory without chasing donations? Create your free account, then open Risk Free Items and Build My Lot.
• Have a date and goal already? Create your free account and set Bidding Start & End Times on one campaign first.

Next step after signup: Getting Started with CharityAuctions.

Need a human? See How to Contact CharityAuctions Support. Email support@charityauctions.com.