Mobile Bidding Checklist for Nonprofits and Schools

Everyone is switching to online solutions for charity auctions. With mobile bidding, there's no more managing stacks of paper bid sheets. There's no more tracking down donors for payment and no more manually tallying results at the end of the night. 

While mobile bidding simplifies auction management, it requires a different approach than traditional auctions. You'll need to think about technology setup, internet connectivity, volunteer training on software, and backup plans for technical issues. 

With thorough preparation, your mobile bidding event can run smoothly. You'll keep donors coming back to your auctions year after year.

Is Mobile Bidding Right for Your Event?

Before you start prepping for your charity auction, make sure that mobile bidding is right for your event.

Use mobile bidding if you have:

• Donors who are comfortable with tech
• Volunteer shortages
• An online auction
• A hybrid event
• Multi-location or multi-day events

Skip mobile bidding if:

• Your donors are very traditional and most of your donors are 60+
• You have zero technical support
• Your venue has no wi-fi and poor cellular service (and you can’t set up your own wi-fi equipment)
• You're running a tiny auction with only a few items

Most times, adding mobile bidding to your auction is a great choice. Mobile bidding increases donor engagement and can increase your auction revenue by up to 30%.

Mobile Bidding Checklist 

Our checklist works for hybrid events that integrate mobile bidding into in-person silent auctions and live auctions. For online-only auctions, refer to the “Software” section of our checklist!

Volunteers & Staff:

Even with the most user-friendly mobile bidding platform, donors will still have questions: "How do I register?" "Why didn't I get an outbid notification?" "Where's my receipt?" Invest time upfront to ensure everyone on your team is familiar with the bidding process so they can help donors.

✔ Take volunteers through the bidding process so they can help donors with bidding questions.

✔ Designate a volunteer or staff member as your IT person and coordinate tech with them.

✔ Email your event schedule, bidding rules, etc. to volunteers beforehand.

✔ Coordinate mobile bidding with your auctioneer.

✔ Set up admin access to your auction page for any staff member or volunteer managing the auction.

✔ Understand how to verify item winners in your online auction software during item checkout. (This may involve requesting donors to show their receipts on their devices at item pickup).

Equipment:

Equipment failures can cause a lot of stress when your auction is live. But with some testing and backup plans (and reliable software), most technical issues can be avoided.

✔ Bring extra phone chargers for different types of phones and devices.

✔ Set up a bidding kiosk with a few extra devices or equip your volunteers with extra devices to bid for guests who don’t have their own smartphones.

✔ Prepare a payment method or bring a credit card reader for donors who don’t have their own devices.

✔ Verify that wi-fi or reception is strong enough in all rooms and areas of your event space.

✔ For large events, rent networking equipment or bring a mobile hotspot backup.

✔ If using wi-fi, display the wi-fi password on signage.

✔ Secure a projector for video storytelling and live dashboards. (You can inquire at your venue, or your organization can secure its own).

✔ Verify that your projector is functioning.

✔ Secure speakers and microphones for your auctioneer and speakers. (You can inquire at your venue, or your organization can secure its own.)

✔ Verify that your speakers and microphone work.

Signage:

Even tech-savvy donors need guidance when they first arrive. Your signs should make it immediately obvious how to access the auction, what items are available, and who your sponsors are.

✔ Print at least one large welcome sign that explains your mobile bidding process and displays the QR code linking to your auction page.

✔ Secure sign holders for welcome signs if needed.

✔ Print signage for all items with item numbers and descriptions (and QR codes if applicable).

✔ Secure sign holders for item signage.

✔ Print sponsorship displays or add sponsorship displays to your auction page.

Software:

Explore your online auction software thoroughly before going live. Enable features that aren’t automatic and customize your page according to your organization’s brand.

✔ Configure bidding increments for items.

✔ Customize receipts in your auction software or fundraising software.

✔ Configure ticketing in your auction software or fundraising software if charging for admission.

✔ Enable and customize text notifications.

✔ If you choose to use popcorn bidding, enable it in your software.

✔ Configure your live dashboard.

✔ Configure your donation button in your auction software or fundraising software.

✔ Schedule bidding windows (Consider creating multiple bidding windows if you have a large selection of items).

✔ Set up a backup plan for issues with payments. (Will you designate second place as the winner or offer an alternative payment method?)

✔ Configure your auction software to release an auction preview a few days before your auction goes live.

✔ Know how to contact your auction platform for help during your event.

✔ Test your auction page on mobile devices before you go live.

Terms and Conditions:

Be upfront with your donors about what they can expect at your auction. It builds trust and prevents any surprises at checkout.

✔ Add any terms and conditions not already included on your auction page. (Are all bids and sales final? Are bidders responsible for item pickup? By registering, do they accept receiving email or text from your organization?)

✔ If using consignment items, disclose to your donors which items are consignment items (and disclose that part of donations towards consignment items will not go towards your organization).

✔ Disclose any extra fees or processing fees that your donors will pay during checkout.

Schedule a Mobile Bidding Consultation

Schedule a consultation with us at CharityAuctions. We’ll walk you through our online auction platform and create a custom fundraising strategy for your event. Our experts have helped thousands of organizations succeed and can help you increase your fundraising by 40% or more.

Read our Complete Mobile Bidding Guide for all of our mobile bidding How-To’s.

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.