Many nonprofit organizations introducing auction software for the first time might wonder how to best prepare their guests for using it. While most attendees will welcome the convenience and excitement of mobile bidding, there may be some initial confusion or resistance. This is especially common among long-time supporters accustomed to traditional paper bid sheets.
Fortunately, with clear communication, you can not only prepare your guests for this transition but also get them excited about it. This encourages higher bids and greater participation.
In this article, we will walk through the steps your nonprofit should take before and during your event to get your guests on board for mobile bidding and help ensure a smooth transition from the paper bid sheets.
What is the Transition Like From Paper Bid Sheets to Mobile Bidding?
In the past, auction guests would browse items and manually write their bids on paper bid sheets. To stay in the running, they would have to frequently check back and increase their bids if they were outbid. At the end of the night, the event team had to manually process the bid sheets, determine the winners, and manage long checkout lines. This can lead to delays, potential frustrations, and confusion about who actually won the items.
Nonprofit software like AuctionSnap eliminates these inefficiencies through the use of mobile bidding; everything can be done right from the guests’ phones. With AuctionSnap, guests can browse and bid on items, receive notifications if they have been outbid, and check out directly from their phones.
This approach not only enhances the guest experience, but also simplifies operations for your team. But with any change there can be some confusion. Longtime auction participants may appreciate guidance on the new system so they arrive at the event confident in how to use mobile bidding.
How to Inform Guests About Mobile Bidding Before Your Event
To ensure a smooth transition to mobile bidding, use your pre-event communications to build excitement and inform guests about the change. It is helpful to promote the benefits of mobile bidding, encourage early registration, provide a step-by-step guide, and let guests know what to expect.
Promote the Benefits of Mobile Bidding
In all communications, highlight how mobile bidding enhances the auction experience. Emphasize benefits like bidding from anywhere without hovering over bid sheets, receiving instant outbid notifications, and enjoying a quick, hassle-free checkout with no long lines.
Encourage Early Registration
Getting guests registered ahead of time allows them to familiarize themselves with the platform before the event. With AuctionSnap, nonprofits can also require a credit card on file for bidding. If you choose this option, guests can arrive prepared to bid, without the hassle of pulling out their cards and entering numbers during the event.
Provide a Step-by-Step Guide
Even though mobile bidding software is intuitive, some guests may need extra guidance. Consider offering a short video walkthrough, a step-by-step guide with screenshots, or an FAQ guide. Cover topics like setting up bid notifications and enabling auto-bidding to ensure a smooth experience.
Communicate What to Expect on Event Night
The more your guests know, the more they will embrace the change. Outline how the auction works, including when bidding opens and closes, how winners are notified, and how checkout and payment are handled. Also, let them know whether or not you will require a card on file to bid.
Sample Email Templates for Notifying Guests About Mobile Bidding
Pre-Event Email: Introducing Mobile Bidding
Subject: Exciting News! Mobile Bidding at [Your Auction Event]
Dear «First»,
We are looking forward to celebrating with you at this year’s [Event Name].
For our auction, we are thrilled to offer mobile bidding through AuctionSnap. With AuctionSnap you can easily browse auction items, place bids, and securely check out directly from your phones.
Keep an eye out for more details and a sneak peek at our exciting auction!
All the best,
[Your Name]
[Your Organization]
Reminder Email: How to Use Mobile Bidding
Subject: Get Ready to Bid! Here’s How Mobile Bidding Works
Dear «First»,
«Event Name» is just around the corner, and we’re excited to offer mobile bidding this year! Here’s everything you need to know:
- Register Early – Make sure you’re signed up before the event at [registration link].
- Save a Payment Method – Secure your bids by adding a credit card on file.
- Place Your Bids – Browse items, bid from anywhere, and get instant updates.
- Winning? Checking out is Easy! – If you win, you can check out and pay right from your phone.
Need help? Check out our step-by-step guide here: [link to instructions]
We’re looking forward to an amazing event and can’t wait to see you there!
All the best.
[Your Name]
[Your Organization]
How to Inform Guests About Mobile Bidding During Your Event
When your auction night arrives, you’ll need to ensure guests know how to participate. While some may have read your pre-event communications, don’t count on it. Clearly explain how to bid using multiple methods:
Use Signage Near Your Auction
Consider placing a large, eye-catching sign next to your auction display. Use a headline like “Bid From Your Phone!” with simple instructions and a QR code linking to the auction items. (Every auction created in AuctionSnap generates a unique QR code to share.)
Send a Mass Text to Guests
If you’re using DonorSnap with AuctionSnap, you can easily send a mass text at the beginning of your event with a link to the auction. Just be sure to get guests’ permission to receive text messages when they register. AuctionSnap automatically asks your guests to opt in during registration to enable text message notifications and mass text messages.
Place Small Signs on Each Table
Create smaller signs similar to your large display and place them on tables. When guests sit down to eat, they can quickly scan the QR code and start bidding.
Make a Verbal Announcement
Have your emcee announce the mobile bidding and encourage guests to browse and bid. This is a great opportunity to build excitement and inspire friendly competition. Half the fun of mobile bidding is outbidding others, and a lively emcee can help energize the crowd. Make sure they continue to remind participants about the auction throughout the night to keep the bids coming in.
Staff the Event with Bid Helpers
Your key staff members play an essential role at your event and are most effective when focused on big-picture responsibilities, rather than troubleshooting auction software. To ensure guests have the support they need, consider assigning dedicated bid helpers stationed near the auction items. These individuals should be familiar with the online auction system, including how to create accounts and navigate the platform.
It’s also helpful if they have a tablet logged into the auction admin site, so they can assist guests directly or even place bids on behalf of those who prefer not to use their own devices. This way, no one misses out on participating. Bid helpers should be kind, patient individuals that are willing to follow up and be the in-person notification a high bidder may need!
Final Thoughts
Switching from paper bid sheets to mobile bidding may feel like a big change, especially for longtime supporters. With the right preparation, you can make the transition smooth and exciting. Mobile bidding makes auctions more efficient by allowing guests to bid from anywhere, receive real-time updates, and check out easily. Most guests will appreciate the convenience, but clear communication is key. Sending email reminders, providing step-by-step instructions, and encouraging early registration can help ease concerns and boost participation.
On event night, use clear signage, send text reminders, and make verbal announcements. Ensure guests can access the auction quickly with QR codes. Place small signs on tables and have an enthusiastic emcee to build excitement. The easier it is to bid, the more engaged your guests will be. By preparing them in advance, you’ll maximize bids and create a more successful auction.