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Are you ready to dive into the world of bidding? Maybe you’re wondering whether to stick with traditional bid sheets or give mobile bidding a try for your Silent Auction. I’ve tried both methods for our school’s silent auction, and while there are pros and cons to each, we’ve returned to paper bid sheets because our attendees preferred them. Today, we’re comparing classic bid sheets with modern mobile bidding to help you decide what’s best for your school’s auction!
The Bid Sheet Experience
Pros:
- Tangible excitement: There’s a thrill to seeing your name on a bid sheet, declaring you as the top bidder. Bidders can gain insight into how many people are interested in an item.
- Bidder Interaction: With bid sheets, guests have the convenience of physically viewing the items they’re interested in bidding on. They can freely roam around the room, engaging with the packages on display and immediately place a bid versus having to scroll through their phones to find an item.
- Straight Forward: Bid Sheets are accessible to all guests who might not be technically savvy.
- Easy tracking: It’s simple to keep track of bids with bid sheets, making it easy for volunteers to manage the auction floor.
Cons:
- Bidding chaos: Bid sheets can get hectic as bids escalate, leading to confusion. Also, some bidders can become territorial if they’re winning, inhibiting others from bidding against them.
- Limited access: Bid sheets are limited to the event venue, excluding remote participants. As a result, parents unable to attend the event or grandparents at home may miss out on participating, potentially resulting in a loss of revenue.
- Latecomer challenge: Those joining the bidding last minute might miss out on the action. One auction I coordinated was held at a country club. We faced an unexpected hiccup when the guard gate caused a 45-minute delay, resulting in many guests arriving just 10 minutes before the silent auction closed. This unforeseen delay likely incurred a loss of bids. (So another lesson learned: make sure the guard gate has a special entry pass for guests to be able to quickly clear the gate!!)
- Manual Data Entry: With traditional bid sheets, volunteers must collect them, manually input the bids into the system, and then notify guests of their winning items before they leave to ensure a smooth checkout process.
The Mobile Bidding Advantage
Pros:
- Global access: Mobile bidding allows anyone, anywhere to participate in the auction.
- Instant updates: Participants get real-time bid updates, keeping them in the loop. “You’ve been outbid!” reminders pop up so guests can place their next offer.
- Eco-friendly: Mobile bidding reduces paper waste, contributing to a greener environment. It also is less time for your volunteers to collect, record bids, and clean up.
- Max Bids: Certain auction systems offer the option to set a maximum bid. This allows guests to specify the highest amount they’re willing to bid on an item and then let the system automatically rebid for them if someone else surpasses their bid. It’s like a “set it and forget it” feature, making bidding more convenient for participants.
- Automated System Integration: Arguably the most convenient aspect, the Silent Auction automatically closes at the designated time set by you. All bids are then seamlessly closed out and credited to the winners’ accounts. This eliminates the need for manual tallying, collecting bid sheets, and inputting data into the system.
Cons:
- Technical issues: Occasionally, tech glitches like Wi-Fi problems or app crashes can disrupt the bidding process. During one auction I organized, we opted for mobile bidding, but unfortunately, the auction system wasn’t compatible with certain cell phones. As a result, guests faced difficulties placing bids and viewing items on their phones. It turned into a frustrating experience for everyone involved.
- Learning curve: Like mentioned above, some participants may find mobile bidding challenging if they’re not tech-savvy. (know your crowd).
- Generating QR Codes: While not necessarily a downside for everyone, volunteers will need to dedicate time to creating and linking each auction item with a QR code to enable guests to bid on specific items.
- Lack of personal touch: Some miss the tactile experience of writing bids on paper. Mobile bidding lacks the sense of community found in traditional bid sheets and tends to be more private in nature.
- Instant Updates: Instant updates were initially listed as a pro, but I also view them as a con. Some guests weren’t actively engaged in the bidding process and completely ignored the updates they received.
The Verdict: Find Your Balance
In weighing the pros and cons of bid sheets versus mobile bidding, it’s clear that both options offer unique advantages and drawbacks. When planning your event, it’s essential to consider what will create the best experience for both your guests and yourself as co-chairs. Think about what will be the most convenient and engaging for your guests. Ultimately, the choice between bid sheets and mobile bidding should align with the goals and atmosphere of your event. Happy bidding, everyone!
Check out my Bid Sheet Templates in my Printable + Templates section to make your auction planning easier!