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Event Success Guide

Event Setup
2 - 12 months from event

Add Silent Auction Items

Auction & Guest Management
1 week - 2 months from event

Import Auction Items
Item Images
Import Item Images

Add Silent and Live Auction Items

Use this section to learn how to add or import auction items directly into HelloFund.

Add Silent Auction Items
Items > Manage Items

Option 1 [HelloFund Recommends]This option allows you to add and import all auction items at once using the auction item spreadsheet template.
 

  1. Add your final Silent Auction, Live Auction, Raffle, Sign Up Parties, and Centerpieces to the auction item spreadsheet.
    Open Auction Item Template Here

  2. Make a copy of the spreadsheet by selecting File > Make a Copy

    • Save the file as Event Name 2026

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Import Auction Item Template
Items > Manage Items
Use this option to import auction items using the auction item template.
 

To Import Items

  1. Go to Items > Manage Items

  2. Scroll to the bottom and Download a Template

  3. Copy the item information from your spreadsheet into the template

  4. Save the completed template file

  5. Upload (drop) the saved file to import your items

HelloFund recommends adding items and images 1–2 weeks prior to event day to allow time for testing with board or committee members before sharing with all donors.

Item Images

Save images so they correlate to each Item Number.

  • Example: 1.png

For best results:

  • Image size: 1080 × 780 pixels

  • File format: .jpg or .png

    • Do not use HEIC or AVIF


If you have multiple images for a single item (up to 10), save them using the following format:

  • 100A.jpg, 100B.jpg, 100C.jpg, etc.

​Import Item Images
Items > Manage Item Images
Use this section to import images for your auction items. Make sure images are saved correctly before uploading, and we recommend testing with one image prior to importing all images.
 

To Import Item Images

  1. Go to Items > Manage Item Images

  2. Drop all image files into Upload Item Images

Option 2 [More Time Consuming...trust us]
Items > Manage Items
This option allows you to add auction items one at a time as they come in. It’s a good fit if you anticipate having 10–20 items total for your event.
 

To Add an Auction Item

  1. Click the blue Add Item button

  2. Enter the Item Name

    • Example: Kid’s Birthday Party Package

  3. Enter the Item Number

    • Example: 21

  4. Select the Category

    • Example: Experience or Travel

  5. Set Status

    • Typically set to Active

  6. Set Availability

    • Typically set to All Bidders

  7. Select the Item Type:

    • Silent

    • Live

    • Donation (e.g., Fund-A-Need, Paddle Up)

    • Quantity (e.g., Raffle or Sign-Up Party)

  8. Enter the Market Value / Fair Market Value (FMV)

    • Value of the item

  9. Enter the Starting Bid

    • Recommended: 30–40% of market value

  10. Set Bid Increments (Minimum Raise)

    • Up to $100 → $10

    • $100–$250 → $20

    • $250–$500 → $25

    • $500–$1,000 → $50

    • $1,000+ → $100

  11. Set Buy It Now

    • Recommended: 200% of Fair Market Value (FMV)

  12. Add the Item Description

  13. Enter Donor Information

  14. Add Item Images

    • Up to 10 images

    • Recommended size: 1080 × 780 pixels

If you expect to manage more than 20 items, Option 1 (Spreadsheet Import) will save you significant time.

Once all auction items have been added, you can preview your silent auction items by adding a content block to the main event landing page. 

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