130,500 causes · $320M raised · 4.7 since 2009
How community theaters get auction items donated
Your cast, crew and subscribers are a supplier list nobody thinks of that way.
Free for up to 20 items Unlimited bidders No credit card required
For letter structure, follow-up cadence and tracking, see how to get silent auction donations and the donation request letter template.
Start with the company
1. Cast, crew and board
A community theater's company is unusually skilled and unusually willing. Carpenters, painters, seamstresses, photographers, musicians, teachers — most of them have never been asked for anything except their time on the show.
Ask at a rehearsal, with named examples, and a deadline that is not tech week.
2. Subscribers
People who buy a season are people who like the theater enough to commit a year ahead. Some own businesses, some own holiday homes, and almost none have been asked for anything but a renewal.
3. The board, for building items
The stage, a named seat, the box, the tours. These are board decisions rather than donations, and they belong on the agenda before procurement starts so the catalogue can be built around them.
Then outside, carefully
4. The businesses in your programme
They already support you. Asking them for an auction item as well is reasonable and it needs to be said out loud rather than arriving as a second letter from what looks like an unconnected committee.
Coordinate the two asks: programme ads and the auction.
5. Restaurants and bars near the theater
Your audience walks past them twice a night, before curtain and after. That is a genuine offer and worth saying in the ask — a dinner-and-show package is good for them as well as for you.
6. Regional arts suppliers
Costume and lighting hire firms, print shops, music retailers. They sell to theaters and are rarely asked to support one. Longer lead time, worth one letter.
What to offer
The item listing, a mention in the programme of the show running while bidding is open — which for a local business is a real placement in front of a seated audience — recognition from the stage if your company does that, and a receipt from the correct entity.
Timing around a season
- Ten weeks — board agenda item on building lots and the licence check
- Eight weeks — company and subscribers
- Six weeks — programme businesses and nearby restaurants
- Four weeks — regional suppliers and gap-filling
- Two weeks — catalogue closed; programme QR code to the printer
Do not run procurement through tech week. Your procurement volunteers are your production volunteers and they will choose the show, correctly.
Committee structure: committee and volunteer roles.
More guides for Community Theaters
Revenue benchmarks from platform data Opening night packages
The night the whole audience is already there Season tickets and VIP seats
Selling the house you already own Item ideas that actually sell
And what your licence will not allow Programme ads and the auction
Two asks to the same businesses
Frequently asked questions
Who should a theater ask first?
The company. Cast, crew and board contain carpenters, seamstresses, photographers, musicians and teachers, and most have never been asked for anything except their time on the show.
Are subscribers worth asking for items?
They committed a year ahead to your theater and almost none have been asked for anything but a renewal. Some own businesses and some own holiday homes.
How do we approach the restaurants near the theater?
With the offer stated: your audience walks past them twice a night. A dinner-and-show package is good for them as well as for you.
When should procurement happen?
Not during tech week. Your procurement volunteers are your production volunteers and they will choose the show, correctly.
Ready to start your auction?
Name it now and set it up later. Free for up to 20 items, unlimited bidders, no credit card.
Free for up to 20 items · Unlimited bidders · No credit card required