Where to Start Your Search for Silent Auction Items: A Guide

Introduction

Planning a silent auction requires careful preparation, and one of the first and most crucial steps is sourcing high-quality auction items. Whether your nonprofit is hosting its first auction or you’ve run them for years, securing enticing, high-value donations will set the foundation for a successful event.

From leveraging past donors to reaching out to local businesses and your own community, these strategies will help your organization build an impressive auction catalog and maximize fundraising potential. The more unique and appealing your auction items, the more engagement you’ll generate from bidders, leading to higher proceeds for your cause.

Read more about choosing the right silent auction items

Existing and Past Auction Donors

Your best source for silent auction items is often the donors who have already supported your nonprofit. If your organization has hosted auctions in the past, start by reviewing your donor records and auction software to identify individuals and businesses that previously contributed in-kind donations. Past donors already have a connection to your cause, making them more likely to contribute again.

Learn more about in-kind donations

When reaching out to these past donors:

• Thank them for their previous support and mention how their contribution made an impact.
• Share details about your upcoming auction and any new initiatives that their donation will support.
• Provide options for how they can contribute, whether through a product, service, or unique experience.
• Offer recognition opportunities, such as featuring their name or business on your event website or auction platform.
• If they are unsure what to donate, suggest best-selling auction items from past events to give them ideas.

If you don’t have a record of past auction donors, check your organization’s donor database to identify individuals or companies that have given in other ways and may be open to supporting your event. Additionally, consider networking with other nonprofits in your community to exchange ideas about donor outreach and potential item sources.

Explore nonprofit auction software to manage donor relationships

Staff and Board Member Connections

Your nonprofit’s staff and board members are often connected to individuals and organizations that could be potential auction item donors. Encourage them to think about their personal and professional networks, including:

• Local businesses
• Artists or craftspeople
• Other nonprofits or community organizations
• Schools, libraries, or businesses with surplus stock
• Potential major donors with unique experiences to offer
• Personal acquaintances with vacation homes, event tickets, or exclusive services

Once a potential donor is identified, the best approach is often for the staff or board member to make the ask themselves. A direct connection increases the likelihood of a positive response. If they are unable to make the request, they can introduce a leadership team member to facilitate the conversation.

To make it easier for staff and board members to reach out, provide them with a short script or email template explaining the purpose of the auction, how donated items will be used, and what kind of recognition the donor will receive. Offering a structured approach can boost their confidence in making the ask.

For added incentive, remind potential donors that they will be recognized for their generosity. Their donation can be featured prominently on your online auction site, giving them visibility among attendees and supporters.

Learn more about setting up an online auction

Local Businesses

Corporate giving has been on the rise, particularly among small and mid-sized companies. Many businesses see nonprofit partnerships as an opportunity to give back to their community, increase brand awareness, and build goodwill among potential customers. A silent auction provides a perfect avenue for businesses to showcase their products or services to a captive audience.

Explore corporate giving trends

Businesses may contribute to your silent auction by donating:

• Promotional items: Gift cards, branded merchandise, and themed gift baskets.
• Surplus stock: Unused inventory, seasonal products, or overstocked items.
• Certificates for services: Haircuts, spa treatments, home cleaning, pet grooming, and other professional services.
• Event experiences: VIP tickets, behind-the-scenes tours, or exclusive dining experiences.
• Subscription services: Gym memberships, meal kit deliveries, or curated monthly boxes.

When reaching out to businesses, personalize your request by explaining how their donation will benefit your cause. A well-crafted appeal letter can make all the difference. Include key details about your auction, how the funds will be used, and how their business will be recognized. Additionally, let them know that donating to your auction is a great way to market their brand and engage with a local, philanthropic audience.

Get tips for crafting an effective fundraising appeal

Crowdsourcing from the Community

If you still need more auction items after reaching out to past donors, board members, and businesses, consider making an open call to your community. Many individuals are eager to support local nonprofits but may not realize they can contribute in-kind donations.

Ways to solicit community donations include:

• Posting a call for auction items on social media.
• Including a request in your nonprofit’s email newsletter.
• Adding a dedicated donation request page to your website.
• Partnering with local media outlets to announce your need for auction items.
• Hosting a donation drop-off day where community members can contribute items in person.

When making an open call, be clear about what types of items you are looking for—and which you are not. Avoid accepting used items or items with unclear fair market value (FMV) to ensure your auction remains appealing and compliant with tax regulations.

Finally, no matter the size or value of a contribution, always take the time to thank every donor. Expressing gratitude fosters long-term relationships and encourages future giving. Personalized thank-you notes, social media shout-outs, or video messages can make a meaningful impact and show appreciation for their generosity.

Learn 12 creative ways to thank your donors

Conclusion

Finding the right silent auction items takes effort, but with a strategic approach, your nonprofit can secure exciting, high-value donations that drive fundraising success. From reaching out to past donors and businesses to engaging your community, these proven strategies will help you build an auction catalog that attracts bidders and maximizes revenue.

As you secure donations, be sure to provide accurate tax receipts to all donors, ensuring compliance and building trust with supporters. Taking these extra steps will not only help your silent auction thrive this year but also lay the groundwork for successful fundraising events in the future.

Understand donation tax receipt requirements