 The Sound System:
Sound is one of the most important details to consider if you want your live or silent auction to be successful. Too often, sound is considered an expense that can be cut.
Built-in sound systems at nearly all hotels, country clubs, and banquet venues are designed for speakers giving toasts or speeches at events where the entire audience is expected to listen. This option should never be considered for an auction, because hundreds of people will be talking — a poor choice at an auction where an audible auctioneer is of utmost importance.
If a potential bidder cannot hear the amount called by an auctioneer, he or she might be reluctant to hold up a bid number, which could cost several bid steps on each item. For a 10-item live auction, with an average value of $2,500 per item, the loss of a few bid steps on each item could add up to several thousands of dollars.
Instead, budget for and spend a reasonable amount on an auxiliary sound system brought in specifically for live and silent auctions. For a room with up to 300 people, it is possible to rent such a system for well less than $1,000. You should look for a “surround sound” system and four loudspeakers to be placed on a stand in each corner of the live auction room. For rooms with more than 300 people, you might need six or even eight speakers. The cost to rent a system like this will be more than $1,000, but less than $1,500 in most cases. But it is well worth it — the bigger the audience, the more critical it is to have a good sound system.
 The Lighting System:
Like proper sound, adequate lighting can add revenue to your bottom line. It just makes sense: Items that are not properly illuminated will not appear as desirable to potential bidders.
So how much light should be used, and how will you know when you have achieved the proper amount? Here are the most important areas to consider:
- Is there enough light in the common areas so people can read your program to get informed about the agenda and item descriptions?
- Is there enough light on the bid forms and display easels so they can be easily read by bidders?
- Are auction items properly illuminated so the detail of the items can be seen?
Imagine the frustration of a potential bidder who wants to bid but can’t read the bid form or the display easel because of dim lighting — or worse, because of dim lighting AND small font size on forms and easels.
Lights in your auction room need to be bright enough to aid bidders’ reading. I strongly recommend that you place the descriptions of the items on tables in at least 14- to 16-point font. As for illuminating the auction items, there is a direct correlation between the care of the display and the value the items receive. You can go to any department or jewelry store to see how merchandise is illuminated for ideas on how to light your items in your auction. Bring in extra lighting as needed. It does not need to be expensive — a pole light placed about every eight feet in a darkened room provides wonderful ambient light.
Finally, make an appointment to visit your event location beforehand so you can see what additional lighting you will need to bring in. Make sure that you visit your location at the same time of day you plan to host the auction. Otherwise, you won't get to see what it will be like under actual conditions.
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I am often asked about how to make the most out of small, sometimes unpopular items that are often easy to obtain but don't generate revenue. You probably know what I am talking about — the gift certificates, the $50 book of car washes, the chiropractic exam, and the hair salon, dry cleaning, or restaurant coupons. Auction committees always end up with too many of these, and they take up valuable real estate on the item tables. So what should you do? 
