Charity Auction Quick Setup Guide

Raising money with a charity auction doesn’t have to be complicated.

Our Quick Setup guide breaks the process into simple steps you can complete in just a few days or weeks — not months. You’ll learn how to choose your format, get items donated, promote your event, and even use AI tools to write emails, item descriptions, and thank-you messages.

Whether you’re running an auction for the first time, or looking for ways to cut back on setup this year, you’re in the right place.

Auction Basics Summary

If you’re new to auctions, you’ll need to understand the fundamentals first, and we can help you get up to speed in no time. If you’ve done this before, skip to the next section!

Types of Auctions:

• Live auctions present items one at a time.
• Silent auctions present all items at once (or in groups).
• Online auctions are fully online, and hybrid auctions combine in-person and online elements.

How Auctioning Works:

• A minimum starting bid is set.
• Minimum bidding increments are set.
• Bidding windows are scheduled.
• Guests bid with auction paddles, bidding sheets, or mobile software.
• The highest bidder at the end of the bidding window wins.

Some Terms to Know:

• FMV (Fair Market Value) = Estimated price an item would sell for on an open market. Charities should share the FMV of each item.
• Popcorn bidding = Extended bidding for items receiving last-minute bids.
• Reserve price = A secret minimum selling price that may be set by the organization or donor.

To learn more, read our 15-minute Auction Basics Guide for beginners.

Set Up Your Online Auction Page

The fastest way to save time when hosting an auction is to utilize auction software. You can either host your auction fully online or integrate mobile features into your live event. Choose software that prioritizes ease of use, then simply customize your settings.

How to Launch With Auction Software in 30 minutes:

1. Create your event page.
2. Choose payment methods and set up automatic invoicing.
3. Schedule bidding windows and bidding rules.
4. Set up item fulfillment.
5. Customize your look with logos, colors, and your mission.
6. Upload your first item and set a starting bid.
7. Preview and publish

Learn more about how to set up an auction page in under 30 minutes.

Streamline Item Procurement

Another time drain with charity auctions is item procurement. Use our tips to take the hassle out of finding high quality auction items. 

• Start with what you have. Reach out to current connections, board members, and past sponsors for donations.
• Choose easy-to-manage items. Gift cards, tickets, and gift baskets require little setup and ship easily.
• Reach out to local businesses first. Local businesses like to get their name in front of the community by offering items for auctions.
• Reach out to cause-friendly companies. Some corporations offer donation portals for rapid requests.
• Create your own experience. Schools can create their own experiences or offers, like “Principal for a Day” or front row seats at graduation.

Easy Promotion for Your Auction

Attracting guests to your auction requires time and dedication. But if you don’t have a full marketing team, there are two ways you can reduce time spent on marketing: taking advantage of tools inside of auction software, or hiring an affordable promotional service.

Take Advantage of Built-In Promotional Tools

• Social media integrations let you share directly from your software to Facebook, Instagram, and LinkedIn.
• QR codes link directly to your auction page.
• Some software comes with built-in templates and checklists to guide your auction promotion.

Purchase Done-For-You Promotional Services

• Social Media Kits offer full graphic design packages for your auction.
• Social Media Managers manage all fundraising on social media, including events like auctions.
• Ad Agencies can get more eyes on your auction and your cause.
• Freelancers can write ad copy that resonates with your audience and inspires giving.

How to Use AI to Speed Up Auction Prep

ChatGPT, Claude, or your favorite AI chatbot can be your best writing assistant for your auction fundraiser—if you know how to use them correctly. Here’s how you can use AI while maintaining authenticity:

Inform the AI Chatbot

• Copy and paste mission statements.
• Share details of recent beneficiary stories—no storytelling expertise needed.
• Provide all event details and item details.

Prompt the AI

• Let the AI write donation and sponsorship requests.
• Request item descriptions and promotional text.
• Prompt the AI for thank you messages.

Edit AI Text

• Proofread text for inaccuracies.
• Edit text to sound human.
• Upload text to your auction management tools.

Ready to Launch Your Auction In a Day?

CharityAuctions makes setup simple with powerful tools for item sourcing, promotion, and AI-driven prep. Start your auction today — you could be live in less than 30 minutes.

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.