Numbering your auction bidders is a fairly easy process, but warrants a little thoughtful preparation. Before you decide how you’ll handle your bid numbering, you’ll need to decide on your Auction software or spreadsheet. Some software automatically assigns the bidder number as you enter your guests or donors and guests. Others, and any custom-designed spreadsheets, allow you to assign numbers to your bidders however you choose.

If you have the choice, don’t start numbering your auction bidders with 1. Start with 100 or 101 instead and assign all bidders 3-digit numbers. Some guests could feel hurt or slighted by getting assigned a higher number, say 98, when another guest has a number like 1 or 2. There’s also the possibility that someone could leave off a digit while bidding (like 81 instead of 381) and, if you’ve used 3-digit numbers, your auction committee can easily recognize this problem and assign the next bidder down as the winner.

Never assign bidder numbers alphabetically because this would force you to either change bid numbers as you add guests or to have most but not all alphabetical in the end.

It’s a great idea to allow guests to use the same number year-after-year and using a good software program which allows you keep your donors and guests while starting over each year with new donations makes this easy.

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