How to Source High-Quality Auction Items for Your Fundraiser

The difference between an auction with generic items vs. one with top-tier items can be obvious to donors.

Take a look at what a dog shelter nonprofit might offer when they accept any item donors are willing to give:

• Antique decorations
• Gym memberships
• Specialty candles
• Basic gift baskets

With this catalog, half of their items go untouched.

Let’s picture that same auction, but with items like:

• Adorable handmade dog sweaters
• Fresh organic dog treats
• A spa day pass at the local pet hotel
• Event tickets to the city’s annual pet festival

The foster organization’s donor base gets excited over this catalog. Every item sells out, and they sell out for a high price. So what did they do differently? How did they source items that earned more bids and raised more money?

They became intentional about their items. 

In this guide, we'll cover exactly how to approach item procurement with intention.

1. Make an Item Wish List

The first thing you’ll want to do is write out an item wish list. 

The reason a wish list is so important is because your donors won’t know what to donate without specific guidance. More than likely, they’ll default to generic items.

You’ll have to do a bit of thinking for your donors, and that’s not a bad thing!

And just like in our example above, tailor your wish list items to your donor interests. Research your donors to get a better picture of what excites them vs what will put them to sleep.

Then provide your wish list in your donation requests (more on donation requests in tip #5) to let your donors know what items will make great donations. Send requests to board members, staff, volunteers, long-time donors, and local businesses. Ask if they are able to purchase or donate any of the items on your list.

Takeaway:

✖ Vague donation requests with no item suggestions = Generic donations

✔ Specific and tailored wish lists = High-value donations

2. Focus on Quality over Quantity

A common mistake that first-time auction hosts make is chasing as many donations as possible. 

But having too many items can backfire. A catalog that’s long and cluttered causes choice overload—too many options can overwhelm donors and drive participation (and urgency) down.

Instead, you’re more likely to reach your fundraising goals when you spend your time wisely. Focus on collecting a smaller catalog of top-tier items over a massive lineup of weaker items. 

It’s better not to stress over your number of silent auction items, but if you’re curious, a good benchmark is no more than 1 item per guest.

Takeaway:

✖ Chasing as many items as possible = More items, but lower bids

✔ Focusing on sourcing fewer items = High-quality items that bring in higher bids

3. Take Advantage of Items Already at Your Disposal

Items or experiences that come directly from your organization will always be popular with donors. They're meaningful and let your donors take home a piece of your work.

Here are a few examples of what this could look like for your organization:

• Opportunity to name new foster dogs
• Parking spaces at a high school
• Front-row seats at graduation
• Meaningful items or equipment that you've retired from service
• Behind-the-scenes tour of your facility
• Group art projects from kids or students

Get creative! You may find a great opportunity for an auction item or experience right under your nose.

Takeaway:

✖ Focusing solely on items from outside your organization = Forgettable auction items

✔ Getting creative with experiences and items from your organization = Meaningful auction items

4. Ask Friends of Friends

The best source of exclusive experiences and items is your network. Board members, major donors, volunteers, or parents may have connections they can use.

But don't limit yourself to only your network. Utilize your network's network. Your board members may not have a connection, but what about their network? What about your major donors' networks? Ask them if they know anyone who can help you source unique experiences, and again, be intentional:

"We're looking for exclusive items like front-row seats to the baseball game or signed memorabilia from the team for our charity auction. If you or anyone you know has a connection with the team, we'd love to get connected to raise money for our cause!"

Takeaway:

✖ Limiting yourself to your own network = Missed opportunities for exclusive items

✔ Asking your network about their networks = Expanded opportunities for exclusive items

5. Be Intentional About Who You Ask

When reaching out to businesses for donations, who you ask for items from matters just as much as what you ask for. 

Sending donation requests to every business in your area may get you a few donations, but more times than not, the items will be generic and disconnected from your cause.

Instead, target businesses that match your mission. A foster animal organization should reach out to pet supply stores, veterinarians, or local groomers. An arts nonprofit might find better luck with art galleries, theaters, or design studios.

Before you start sending requests, create a list of ideal partners. This keeps your outreach focused and efficient from the start.

Takeaway:

✖ Asking anyone who can donate = Mismatched donations

✔ Targeting donors with aligned services and products = Donor-aligned items

6. Personalize Your Donation Requests

NEVER send the same email to everyone on your list, and the same goes for sending out auction donation requests. You’re less likely to get a donation with a generic request, or worse, you might get ignored.

To raise your chances of getting a response from donors, personalize your donation requests:

1. Address your donor by name. It’s a basic yet important tactic you can’t skip.
2. Acknowledge how your donor has helped so far. Give them a big thank you as well for what they’ve done.
3. Describe how this donor can help. What specific goods or services does this person or business provide that you’d love to include in your auction?
4. Explain how donating will benefit the donor. If they’re a business, explain how your auction will act as great product advertising and positive brand exposure. If they’re an individual donor, describe how they’ll be acknowledged at your event and how their donation will support your cause.

If possible, stop by in person to talk to your donor. The extra effort will mean a lot to them and will go toward building a stronger relationship.

And don’t forget to include your wishlist in your requests! Your wish list is crucial for helping your donors get specific with their donations.

Takeaway:

✖ Sending the same donation request to all donors = Lower response rate

✔ Tailoring requests to different donor types and services = Higher response rate

7. Build Authentic Relationships

Collecting auction items shouldn’t be treated as a transaction between your organization and the donor. 

Treat donations as gifts between neighbors who care, and treat the donors as friends you'd like to get to know better.

Just as with a neighbor giving a gift, you'll want to pay the kindness back. You can pay the kindness back by:

• Thanking donors during your event or on social media.
• Sending personalized thank-you notes after the auction.
• Following up with impact updates (“Your donation helped us raise $75,000 to provide clean water for two towns”).

To get to know your donors better, cultivate conversations outside of the topic of the donation transaction. Don’t be afraid to get personal, to ask about your donor’s interests, and to put the focus on the cause you’re working towards, because the nonprofit community is all about showing care!

When you build authentic relationships, you’ll build long-term donors who give again and again. Ninety one percent of donors said they were likely to donate again after an auction, and in order to take advantage of that intent to donate again, you have to cultivate these long term, authentic relationships.

Takeaway:

✖ Only communicating with donors when you need donations = Transactional relationships

✔ Regular communication, gratitude, and updates = Deep, meaningful donor relationships

Ready to Upgrade Your Auction Item Management?

You’ve put in the work to secure the best auction items—don’t let clunky software get in the way of strong bids. The right auction software makes it simple for donors to browse, bid, and stay excited from start to finish.

With CharityAuctions.com, you can:

• Make your catalog easy to browse with clear categories.
• Turn small items into bigger draws by bundling them into packages.
• Build excitement by scheduling when items go live.

Donors see exactly what they want, and you see higher bids.

If you’re ready to streamline item management and run a smoother event, start your auction today.

For more auction strategies, see our complete Auction Best Practices Guide.

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.