Nonprofit Silent Auction Planning and Management Checklist
Silent auctions are among the most complex fundraising activities from a regulatory and logistics perspective. This checklist ensures proper gaming permits, tax disclosures, item tracking, and donor receipting for a compliant and successful auction.
- Industry: Nonprofit
- Frequency: Per Event
- Estimated Time: Ongoing during planning; 4 hours day-of
- Role: Event Coordinator / Development Director
- Total Items: 27
Permits and Legal Compliance
Verify all required permits are obtained.
- State charitable gaming/auction permit obtained before event?
- State-specific auction rules reviewed (minimum bids, eligible bidders, reporting)?
- UBIT applicability assessed for auction revenue (regularly conducted vs one-time)?
- Auction conducted by volunteers (not paid professional auctioneers affecting tax treatment)?
Item Procurement and Inventory
Manage auction item procurement.
- All auction items catalogued with donor name, description, and estimated FMV?
- Acknowledgment letters prepared for all item donors?
- Alcohol, firearms, tobacco, and other restricted items compliance reviewed?
- All items received and secured before event?
- Item display plan organized for visibility and traffic flow?
Bid Sheets and Bidding Systems
Prepare bidding materials.
- Bid sheets or digital bidding system prepared with item descriptions and FMV?
- Minimum opening bids set at appropriate percentage of FMV?
- Minimum bid increments defined on all bid sheets?
- Buy-it-now prices included where appropriate?
- Item numbers clearly displayed on items and bid sheets?
Tax Disclosures
Prepare required tax disclosures.
- Fair market value disclosed on bid sheets per IRC Section 6115?
- Deductible portion (bid minus FMV) calculation method established?
- Post-auction receipts will show both total paid and FMV?
- Tax disclosure provided to all winning bidders at checkout?
Checkout and Payment
Plan checkout and payment procedures.
- Checkout station fully staffed with trained volunteers?
- Payment methods (cash, card, check) equipment ready?
- Each payment tracked to specific winning bidder and item?
- Plan for unclaimed or unpaid items?
Post-Auction Reconciliation
Complete post-auction requirements.
- All auction revenue reconciled against bid sheets within 48 hours?
- Tax acknowledgment letters sent to all winning bidders within 30 days?
- Thank-you letters sent to all item donors?
- Data captured for Form 990 Schedule G auction reporting?
- Lessons learned documented for future auction planning?
Related Nonprofit Checklists
- Nonprofit Charity Run and Walk Event Planning Checklist
- Nonprofit Major Donor Stewardship Event Planning
- Nonprofit Peer-to-Peer Fundraising Campaign Compliance
- Nonprofit Special Event Revenue Compliance and Reporting
- Nonprofit Program Service Quality and Outcomes Audit
- Nonprofit Beneficiary Intake and Services Coordination
- Nonprofit Program Outcomes and Impact Measurement Report
- Nonprofit Grant Application Readiness Review
Related Fundraising Events Checklists
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Why Use This Nonprofit Silent Auction Planning and Management Checklist?
This nonprofit silent auction planning and management checklist helps nonprofit teams maintain compliance and operational excellence. Designed for event coordinator / development director professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: per event.
Frequently Asked Questions
What does the Nonprofit Silent Auction Planning and Management Checklist cover?
This checklist covers 27 inspection items across 6 sections: Permits and Legal Compliance, Item Procurement and Inventory, Bid Sheets and Bidding Systems, Tax Disclosures, Checkout and Payment, Post-Auction Reconciliation. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed per event. Each completion takes approximately Ongoing during planning; 4 hours day-of.
Who should use this Nonprofit Silent Auction Planning and Management Checklist?
This checklist is designed for Event Coordinator / Development Director professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.