How to Source High-Quality Auction Items for Your Fundraiser

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

To picture the difference, let’s take a look at a small nonprofit that fosters shelter dogs. They’re hosting their very first charity auction, and the team accepts whatever items donors are willing to give. 

On auction day, they end up offering gift baskets, antique decorations, gym memberships, and specialty candles and tea.

With this catalog, half of their items go untouched at auction close.

Now 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? 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! Provide your wish list in your donation requests (more on donation requests in tip #6) to let your donors know what items will make great donations.

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

Takeaway:

✖ Vague donation requests with no item suggestions = Generic donations

✔ Specific and tailored wish lists = High-value donations

2. Source Items for Every Donor Level

Some supporters love splurging on a good cause. They’ll bid high on your big-ticket items while donating extra on the side. Others can only afford to give small donations, but they still want to feel included.

Your auction should account for both kinds of donors. Round out your catalog with silent auction items at different price ranges:

• High-value items: Vacation packages, luxury goods, & VIP experiences
• Mid-range items: Handmade goods, local services, & family activities
• Low-cost items: Food and drink, gift packages, & clothing

Research your donors’ giving history to understand what price ranges they’re comfortable with.

Takeaway:

✖ Chasing only high-value items or only low-value items = Alienated donors

✔ Sourcing diverse items for all donor levels = All donors can participate

3. 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

4. Be Intentional About Who You Ask

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 dog groomers. An arts nonprofit might find better luck with art galleries, theaters, or design studios.

Reach out through your inner circle as well. Board members, staff, and long-time donors often have connections to businesses or experiences that are perfect for your donor base.

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

5. 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

6. 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.

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.