Many organizations have used triplicate bid sheets for bid entry at their silent auction, usually three copies, white, yellow and pink, and placed by the item on the table. This paper is also called "NCR paper." Guests place bids by writing on the top copy with a ballpoint pen. The chemicals on the paper combined with the pressure of the pen create carbon copies of the written image.  Is it necessary or useful to have three copies?  Let's explore further.

Why triplicate bid sheets?

At traditional events without event management software, when bidding is completed, the top two copies of the triplicate form are pulled off by volunteers. The remaining copy is left on the table near the item for reference. The top two copies are torn apart; one copy goes into a file or binder sorted by item number, the other copy is sorted into a hanging file by bidder number. Tearing the sheets apart, sorting, and filing them requires several volunteers and significant time.

When the guest is ready to check out, the bidder copies for that guest are pulled from their hanging file and totaled by adding machine or calculator. Sales tax should also be added for certain items in many states. However, most organizations choose to reduce total event proceeds by paying the sales tax out of the payments, or simply fail to comply with local and state regulations. Depending on legibility and the cashier's facility with the calculator or adding machine, the cashier may be able to total the bid sheets quickly, or it may take some time.

Why NOT triplicate bid sheets?

With event management software, bids are entered into the computer by typing Item #, Bid # and Bid Amount into a rapid data entry screen; the software produces comprehensive, itemized and totaled invoices. Multiple copies of the invoice can be printed so both the cashier and guest can keep a copy of the invoice reflecting payment. Event software, such as Auction!, can add applicable sales tax for the flagged items. Bids are entered as sections close and during dinner, so invoices can be printed in batch or singly, on demand. As a result, bidder copies of the bid sheets are no longer necessary.

What about duplicate bid sheets?

This is a tougher question--Leaving the second copy on the table can be helpful for your item redemption team. When guests bring itemized invoices to item redemption, it's easier to confirm the correct item to be picked up.

However, a copy of the bid sheet left on the table once a section is closed encourages "looky-lou's." These guests spend time investigating who bid against whom, and who won certain items, rather than continuing to bid in the next section or enjoying the company of friends at the event. While this is an understandable curiosity, it is not particularly productive behavior at your event, as they often drag others to review those same bids.

If you choose to leave a copy of the bid sheet on the table, we strongly encourage you to rope off or isolate those sections once closed.

How do I print multiple copies?

Auction! is flexible; you can set it to print one, two, three, even up to five copies of your bid sheets.  See My Photos, Bid Sheets & Catalogs

Or you can print your bid sheets to a PDF file, and email or take the file to a printer who'll create your duplicate or triplicate sets. You can control the exact result! See Printing Duplicate or Triplicate Bid Sheets for details.

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