Silent Auction Families Guide
Who Can Enter?
To be eligible to enter the still life auction you must know the following:
- 4-H exhibitors may enter a maximum of 3 items in the Still Life Auction.
- Items must be from Departments 10 through 27 and must have received a blue or red ribbon at the fair.
- CloverBuds cannot enter individual items, but may participate in or contribute to their club’s project fundraiser.
- Still Life Clubs may auction one club project as a club fundraiser. The project may include multiple items (for example: a cake a month for six months, or a baby’s sleeping ensemble) and must relate to the club’s department project(s).
How to Register
Registration deadline
6:00 PM on Friday of Fair week at the Marie Boe 4-H Building. Do not miss this deadline — items cannot be added after registration closes.
Register by Friday at 6 PM
Deliver items by 10 AM Saturday
Arrange your display
Include your 3Ă—5 card
What Goes on Your 3×5 Card
Every item entered in the auction must be accompanied by a 3Ă—5 card, which will be provided by the superintendent or their assistant. This card sits with your item during bidding and helps buyers understand what they’re purchasing — a well-written card can meaningfully increase your final sale price.
Required Information
Your name, a description of the item, and — for baked goods — the quantity being auctioned (e.g., “three-dozen oatmeal apple cookies”).
Optional but Encouraged
A brief personal message: where a photo was taken, why you chose a project, or anything that helps a buyer connect with your work.
Tip
A thoughtful card tells your story. Buyers often pay more when they understand the effort and meaning behind an item. Don’t skip this step!
Rules for Baked Goods
Food items entered in the auction must follow these requirements. Items that do not meet these standards may be rejected by the committee.
- Food items must be baked goods only— such as breads, cakes, cookies, brownies, or fruit pies. Food preservation items are also permitted.
- Creamed items are not allowed, including creamed pies and cheesecakes. No food item requiring refrigeration may be entered.
- All food items must be covered and placed in disposable containers. Containers will not be returned to the exhibitor.
- Baked goods must be made within 3 days of the auction— between Wednesday and Friday of Fair week.
Camping at the fair?
If your family is camping at the fair or otherwise unable to provide freshly baked goods on the day of the auction, you must make arrangements to deliver a fresh version of the auctioned item to the winning bidder after the fact.
During the Auction
4-H members are not required to be present during the silent auction, but their attendance is encouraged — a member who can speak to their item can greatly enhance the bidding experience and their final sale price. Youth who are present can answer buyer questions and help explain their project, which often leads to stronger bidding.
Dress Code
If you choose to attend, appropriate 4-H attire is required. See the 4-H dress code in the general rules section of the fairbook.
All participants are encouraged to invite friends, relatives, and community members to attend and bid. The more buyers you bring, the better your chances of a strong sale.
Proceeds & Thank-You Notes
100% to the 4-H’er
All proceeds from the auction go directly to the participating 4-H member or club. No portion is withheld by the committee.
Before you Receive your Check
Sale checks are not issued until thank-you notes have been written and sent to the buyer.
Required: Thank-You Notes
Participating 4-H’ers must show proof to their club leader or silent auction superintendent that thank-you notes have been written and sent to the buyer. The club leader will then notify the Leaders Council treasurer, who will release the sale check.
Family Checklist
- Items registered at the Marie Boe 4-H Building by Friday at 6:00 PM
- Items earned a blue or red ribbon and are from Departments 10–27
- No more than 3 items submitted per exhibitor
- 3Ă—5 card completed for each item (name, description, quantity for baked goods)
- Baked goods are fresh (made within 3 days of the auction), covered, and in a disposable container
- No creamed items or items requiring refrigeration included
- All items delivered to the Marie Boe 4-H Building by 10:00 AM Saturday
- Items attractively arranged in your display area
- Friends, family, and community members invited to attend and bid
- 4-H attire ready if planning to attend the auction
- Thank-you note written and sent to buyer after the sale
- Proof of thank-you note shown to club leader before sale check is released
Frequently Asked Questions
No. CloverBuds may not enter individual items, but they are welcome to participate in or contribute to their club’s project fundraiser.
Any item from Departments 10 through 27 that received a blue or red ribbon is eligible. Baked goods are welcome with specific requirements — see Block 5 above.
Yes. Still Life Clubs may auction one club project as a fundraiser. The project can include multiple items and must relate to the club’s department project(s). Examples include a cake a month for six months or a complete baby’s sleeping ensemble.
In the event an item does not sell, it will be returned to the exhibitor.
The 4-H Leaders Council Still Life Committee reserves the right to accept or reject items and interpret the rules. Speak with Superintendent Kandi Calandra if you have a specific situation to discuss.
Participants are responsible for their own items. The 4-H Still Life Auction committee is not responsible for lost or damaged items. Make sure your display is stable and your items are well-secured.
Sale checks are released after you have shown your club leader proof that a thank-you note was written and sent to the buyer. Your club leader will then notify the Leaders Council treasurer.
Questions & Contact
Volunteer Superintendent
For silent auction question please contact our wonderful volunteer auction superintendent:
Kandi Calandra 📧 kckandi@gmail.com
For any other questions, please feel free to reach out to:
Program Contact
Clinton Gauthier, 4-H Program CoordinatorPhone NumberCall or Text: (360) 350-2209 Email Address • sanjuan.4-h@wsu.edu