Planning a fundraising auction takes effort, but managing the auction on event day is a whole different challenge. From setting up displays to promoting bids and collecting payments, the responsibilities can quickly become overwhelming. So, what if you could hand it all over to the professionals? Can someone take over the auction day for you?
Absolutely. Engaging a full-service auction provider like Helping Hand Group (HHG) means you can step back and enjoy your event while experts manage every aspect of the auction, end to end and at no cost to your event budget.
In this guide, we’ll walk you through what it means to have a team take over the auction day for you and how HHG can deliver a stress-free, successful fundraising experience.
What Does Full Auction Day Support Include?
If you’re wondering how to delegate the auction day, here’s what a company like Helping Hand Group will take care of:
- Auction item display setup and end-of-night pack down
- Managing silent auction bidding platforms
- Promoting bidding throughout the event to boost engagement
- Collecting payments and capturing donor information
- Handling post-event reconciliation and item delivery
- Supplying a professional fundraising auctioneer (if needed)
Let’s explore each of these in more detail.
1. Set Up and Pack Down
Auction day begins long before your guests arrive. The Helping Hand Group team arrives early to set up the auction display and technology, ensuring everything looks polished and professional.
What’s Included:
- Organised auction item layout with signage
- Setup of tablets or QR codes for mobile bidding
- Table displays for printed bid sheets (if applicable)
- Eye-catching arrangement to attract guest attention
Once the event concludes, HHG also packs down the entire auction display, so you don’t have to lift a finger.
2. Managing the Silent Auction Bidding Platform
Running a silent auction manually can be stressful. With Helping Hand Group, the bidding platform is managed in real time, ensuring a smooth experience for your guests.
Services Include:
- Monitoring bids and resolving issues quickly
- Providing technical support to guests
- Sending real-time outbid notifications
- Keeping the auction running smoothly from start to finish
Whether in-person, hybrid or fully virtual, HHG’s technology ensures maximum bidder participation and zero stress on your end.
3. Promoting Bidding Throughout the Event
An auction is only successful if people are engaged. That’s why the HHG team actively promotes bidding throughout your event, ensuring energy stays high and guests remain involved.
On-the-Day Promotion Tactics:
- Announcing top items and bidding activity live
- Encouraging friendly competition
- Highlighting time left before auction closes
- Assisting guests in using the bidding platform
The goal? Keep the bidding momentum strong until the final minute.
4. Collecting Payments and Donor Information
After the auction ends, it’s time to collect payments. Helping Hand Group takes care of this on your behalf, ensuring all winners pay promptly and all donor information is recorded accurately.
Key Features:
- Flexible payment options (credit card, invoice, cash)
- Receipt issuance
- Real-time payment tracking
- Capturing donor contact details for post-event follow-up
You don’t have to chase people for payments or manage manual logs. It’s all taken care of.
5. Post-Event Reconciliation and Item Delivery
The auction may be over, but the administrative work continues. With HHG, all post-event reconciliation is managed for you.
Post-Auction Services:
- Reporting on auction sales and winner details
- Coordinating delivery or collection of auction items
- Providing item fulfilment (if required)
- Supplying post-event summaries for your records
Having this post-event wrap-up managed externally saves your team hours of administrative work.
6. Professional Fundraising Auctioneer Available on Request
If your event includes a live auction segment, Helping Hand Group can provide an experienced fundraising auctioneer at no additional cost.
Why It Helps:
- Professional delivery boosts crowd energy
- Auctioneers know how to encourage competitive bidding
- Keeps the event on schedule and entertaining
An expert auctioneer is often the difference between an average and a wildly successful fundraising night.
Why Letting a Professional Team Take Over Is a Game-Changer
Handing over your auction to the pros means less stress, more impact and a smoother night all round. Here’s why a professional team can make all the difference:
- Less stress and more time to connect with guests
- Professional presentation and bidder experience
- Greater chance of fundraising success
- No cost to your event budget for HHG’s services
By delegating your auction management to service providers like Helping Hand Group, you create a seamless, well-executed experience for attendees and supporters alike.
How Helping Hand Group Supports Events Like Yours
With over 25 years of experience, Helping Hand Group is Australia’s go-to silent auction partner for charities, schools and corporate fundraisers. Our full-service support model allows your team to focus on guests, while we focus on fundraising.
Our services include:
- End-to-end auction day management
- Premium consignment items at no upfront cost
- Cutting-edge mobile bidding platforms
- In-person staff and auctioneers for live events
- Complete back-end support and post-event reporting
All of this is available at no cost to your organisation’s budget.
Want Someone to Run the Auction Day for You?
Contact Helping Hand Group at (+61) 2 8338 8755 or visit our Contact Us page to learn how we can take over your auction day and ensure a smooth, profitable event from start to finish.