Mobile Bidding Checklist for Nonprofits and Schools

Mobile bidding lets donors browse items, place bids, and pay from their phones with no paper bid sheets and no checkout lines. According to CharityAuctions.com platform data, more than 50,000 organizations have used CharityAuctions since 2007. Mobile bidding requires a different approach than traditional auctions, but with thorough preparation your event can run smoothly and donors will keep coming back year after year.

Is Mobile Bidding Right for Your Event?

Before you start prepping, make sure that mobile bidding is right for your event.

Use mobile bidding if you have:

• Donors who are comfortable with tech
• Volunteer shortages
• An online auction
• A hybrid event
• Multi-location or multi-day events

Skip mobile bidding if:

• Your donors are very traditional and most are 60+
• You have zero technical support
• Your venue has no wi-fi and poor cellular service (and you can't set up your own wi-fi equipment)
• You're running a tiny auction with only a few items

Most times, adding mobile bidding is a great choice. According to CharityAuctions.com platform data, mobile bidding can increase your auction revenue by up to 30% and increases donor participation by 52%.

Mobile Bidding Checklist

This checklist works for hybrid events that integrate mobile bidding into in-person silent auctions and live auctions. For online-only auctions, focus on the Software section.

Volunteers & Staff

Even with the most user-friendly platform, donors will have questions: "How do I register?" "Why didn't I get an outbid notification?" "Where's my receipt?" Invest time upfront so everyone on your team can help.

• Take volunteers through the bidding process so they can help donors with questions
• Designate a volunteer or staff member as your IT person and coordinate tech with them
• Email your event schedule, bidding rules, etc. to volunteers beforehand
• Coordinate mobile bidding with your auctioneer
• Set up admin access to your auction page for staff or volunteers managing the auction
• Understand how to verify item winners during checkout (e.g., donors showing receipts on devices at item pickup)

Equipment

Equipment failures can cause stress when your auction is live. With testing and backup plans, most technical issues can be avoided.

• Bring extra phone chargers for different types of phones and devices
• Set up a bidding kiosk with extra devices or equip volunteers with devices to bid for guests who don't have smartphones
• Prepare a payment method or bring a credit card reader for donors without devices
• Verify that wi-fi or reception is strong enough in all rooms and areas
• For large events, rent networking equipment or bring a mobile hotspot backup
• If using wi-fi, display the wi-fi password on signage
• Secure a projector for video storytelling and live dashboards
• Verify that your projector is functioning
• Secure speakers and microphones for your auctioneer and speakers
• Verify that your speakers and microphone work

Signage

Even tech-savvy donors need guidance when they first arrive. Signs should make it obvious how to access the auction, what items are available, and who your sponsors are.

• Print at least one large welcome sign that explains your mobile bidding process and displays the QR code to your auction page
• Secure sign holders for welcome signs if needed
• Print signage for all items with item numbers and descriptions (and QR codes if applicable)
• Secure sign holders for item signage
• Print sponsorship displays or add sponsorship displays to your auction page

Software

Explore your auction software thoroughly before going live. Enable features that aren't automatic and customize your page.

• Configure bidding increments for items
• Customize receipts in your auction or fundraising software
• Configure ticketing if charging for admission
• Enable and customize text notifications
• If using popcorn bidding, enable it in your software
• Configure your live dashboard
• Configure your donation button
• Schedule bidding windows (consider multiple windows for large item selections)
• Set up a backup plan for payment issues (second place winner? alternative payment method?)
• Configure your software to release an auction preview a few days before going live
• Know how to contact your auction platform for help during your event
• Test your auction page on mobile devices before you go live

Terms and Conditions

Be upfront with donors about what they can expect. It builds trust and prevents surprises at checkout.

• Add any terms and conditions not already on your auction page (final bids? pickup responsibility? consent for email/text?)
• If using consignment items, disclose which items are consignment and that part of donations may not go to your organization
• Disclose any extra fees or processing fees donors will pay at checkout

Schedule a Mobile Bidding Consultation

Schedule a consultation with CharityAuctions. We'll walk you through our platform and create a custom fundraising strategy for your event. Our experts have helped thousands of organizations succeed.

Read our complete mobile bidding guide for more how-tos. See silent auction software for a full platform overview. See charity auction promotion for a promotion calendar and closing reminder templates.

Create your auction or talk to our team to get started.

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This guide is maintained by CharityAuctions. For mobile bidding resources, see mobile bidding for charity auctions and silent auction software. Questions? Talk to our team.