How Many Live Auction Items Should a Gala Have?

The short answer

Three to eight live items. Quality comes first. The live auction is your chance to highlight your most exclusive items without using too much of the program. If you have more, move the extras to the silent auction or combine them into bigger live packages.

Why fewer items raise more

Every item competes for the same bidders and the same dollars. A long list thins out bidding, runs the clock, and pushes your Fund-a-Need into a tired room. That is expensive, because in many cases the Fund-a-Need raises the majority of the money in the room. From experience, all fundraising should be finished by about 9:00 PM.

Choose items for your room

Every package must be appealing to your guests and appropriate for the giving capacity in the room. For each item, you should be able to name at least two or three guests who want it and can afford it. If you cannot, it probably belongs in the silent auction.

Donated or consignment?

Pure donations usually mean higher margins and more money raised, and donors like knowing every dollar goes to the cause. They also take a great deal of time to procure. Consignment packages can add exclusivity and buzz, and there can be a balance between the two. Three rules of thumb:

• The package must suit your guests and the capacity in the room.
• Work with a trusted provider, so winners get seamless follow-up after the event.
• Weigh cost against value. Ask for past sales figures and make sure the package is still profitable for you.

Confirm that your organization allows consignment items before you commit.

Order matters

Work with your auctioneer to sequence the items. As a rule, open with something strong and broadly appealing to warm the room, place your biggest items while energy peaks, and end on something fun before moving into the Fund-a-Need.

Don’t publish the values

We do not advise printing the values of live auction items. A published value creates a ceiling in a guest’s mind and can cap their bidding. Discuss values privately with your auctioneer ahead of time.

Do advertise the items themselves before the event. Big experiences are often shared, and bidders may want to line up friends or family to go with them.

Can an item sell more than once?

Some experiences can be offered to more than one winner. If yours can, keep that private and plan with your auctioneer how to handle it on the night.

What about the silent auction?

A useful guide: plan silent auction items equal to about 30 to 45 percent of your guest count. For 150 guests, 40 percent is 60 items. Give them enough space: tables at least 30" wide can hold items on both sides. A crowded silent auction becomes distracting and discouraging. For values and bids, see how to set opening bids.