Step-by-Step Guide to Adapting Auction Materials for Non-Verbal Clients

Quick answer

Adapting auction materials for non-verbal clients means simplifying text, adding visual symbols, and ensuring digital tools work with assistive tech. Start by auditing current materials for clarity, then replace complex instructions with icons, large print, or tactile options. Test changes with non-verbal volunteers to confirm accessibility before the event. These steps help everyone participate fully, regardless of communication style.

If you’re short on time or need a comprehensive resource, Silent Auction Inclusion: A Guide for Organizers Serving Non-Verbal Clients offers ready-to-use templates and detailed checklists to streamline the process.

Why adapt auction materials?

Non-verbal clients may rely on alternative communication methods like sign language, picture cards, or text-to-speech apps. Standard auction materials—dense bid sheets, small-font signage, or complex digital interfaces—can create barriers. Adapting these materials isn’t just about compliance; it’s about creating an inclusive experience where everyone can engage confidently. For example, a bidder using a communication device might struggle to navigate a tablet-based bidding system if it lacks voice-output compatibility or clear visual cues.

Start by identifying the specific needs of your audience. Are they using augmentative and alternative communication (AAC) devices? Do they prefer tactile feedback, like raised symbols or braille? Or do they rely on visual aids, such as color-coded cards or icons? Once you understand these preferences, you can tailor materials to match.

Step 1: Audit your current materials

Before making changes, review your existing auction materials. Look for:

• Text-heavy instructions that could be simplified or replaced with symbols.
• Small fonts or low-contrast colors that are hard to read.
• Digital tools that don’t support screen readers or keyboard navigation.
• Bid sheets with complex layouts or unclear bidding steps.

Create a checklist of what needs updating. For example, if your bid sheets require handwritten names and numbers, consider adding checkboxes or pre-filled options for non-verbal bidders. If your signage uses industry jargon (e.g., “proxy bid”), replace it with plain language or icons, like a hand raising for “bid.”

Step 2: Simplify signage with visuals and plain language

Signage should be intuitive at a glance. Replace paragraphs of text with short phrases and universally recognized symbols. For example:

• Use a large “$” icon next to the bid amount instead of writing “Minimum bid: $50.”
• Add a picture of a hand holding a paddle to indicate where to bid.
• Include a stop sign symbol to mark the end of bidding for an item.

For digital signage, ensure it’s compatible with screen readers. Use high-contrast colors (e.g., black text on white or yellow) and avoid flashing animations, which can be distracting or triggering for some non-verbal clients. Test your signage with a non-verbal volunteer to confirm it’s easy to understand.

Step 3: Redesign bidding sheets for clarity

Standard bid sheets often assume the bidder can write or speak their name, bid amount, and contact details. For non-verbal clients, this can be a hurdle. Here’s how to adapt them:

If your auction uses digital bidding tools, ensure they support keyboard navigation and screen readers. For example, a tablet-based system should allow bidders to select options using a switch device or voice commands. Test the tool with non-verbal users to identify any usability issues.

Step 4: Adapt digital tools for accessibility

Digital bidding platforms can be a game-changer for non-verbal clients—if they’re designed with accessibility in mind. Here’s what to check:

• Screen reader compatibility: Ensure the platform works with tools like JAWS or NVDA. Test it by navigating the interface using only a keyboard and screen reader.
• Keyboard navigation: Bidders should be able to move through the platform without a mouse. Check that all buttons and fields are reachable via the Tab key.
• Clear visual cues: Use large, high-contrast buttons and avoid relying on color alone to convey information (e.g., don’t use red for “stop” and green for “go” without additional symbols).
• Alternative input methods: Some non-verbal clients use eye-tracking software or switch devices. Ensure the platform supports these tools.

If your platform isn’t accessible, consider using a hybrid approach. For example, offer both digital and paper bid sheets, or provide a staff member to assist with digital bidding. For a deeper dive into accessible digital tools, Silent Auction Inclusion: A Guide for Organizers Serving Non-Verbal Clients includes a comparison of platforms and step-by-step setup guides.

Step 5: Train staff and volunteers

Even the most accessible materials won’t help if staff and volunteers don’t know how to use them. Train your team on:

• How to assist non-verbal bidders without assuming their needs. For example, ask, “Would you like to use the picture cards or the digital tool?” instead of handing them a standard bid sheet.
• How to use any adapted materials, like braille bid sheets or tactile symbols.
• Basic communication strategies, such as giving bidders extra time to respond or using simple gestures (e.g., thumbs up/down) to confirm bids.

Role-playing scenarios can help staff practice. For instance, simulate a bidder using a communication device to place a bid, or a visually impaired bidder asking for assistance. The goal is to make the experience smooth and dignified for everyone.

Step 6: Test and refine

Before the auction, test your adapted materials with non-verbal volunteers. Ask them to complete tasks like:

• Finding an item on the bid sheet.
• Placing a bid using the digital tool.
• Reading and understanding the signage.

Gather feedback and make adjustments. For example, if volunteers struggle to find the bid amount on a sheet, try enlarging the font or adding a border around the box. If they can’t navigate the digital tool, simplify the interface or offer a paper alternative.

Testing isn’t a one-time step. After the auction, review what worked and what didn’t. Did non-verbal bidders participate as much as verbal bidders? Were there any unexpected challenges? Use this feedback to improve future events.

Who this process is for

This guide is for auction organizers who want to create an inclusive experience but aren’t sure where to start. Whether you’re running a small charity auction or a large-scale event, adapting materials for non-verbal clients ensures everyone can participate. If you’re looking for a ready-made solution, Silent Auction Inclusion: A Guide for Organizers Serving Non-Verbal Clients provides templates, checklists, and expert advice to save you time and effort.

This process is also valuable for:

• Nonprofit staff who want to expand their audience.
• Volunteers tasked with accessibility planning.
• Event planners who need to comply with accessibility standards.

If you’re unsure whether your adaptations will work, start small. Pick one material—like bid sheets—and test it with a non-verbal volunteer. Use their feedback to guide your next steps.

Common mistakes to avoid

Adapting auction materials is a learning process. Here are some pitfalls to watch for:

• Assuming one size fits all: Non-verbal clients have diverse needs. What works for one person (e.g., braille) may not work for another (e.g., someone who uses picture cards). Offer multiple options.
• Overcomplicating the design: Keep materials simple. Too many symbols or colors can be overwhelming. Stick to clear, consistent visuals.
• Ignoring digital accessibility: Even if your paper materials are accessible, digital tools can still create barriers. Test them thoroughly.
• Forgetting to train staff: Accessible materials are useless if staff don’t know how to use them. Include training in your planning.

If you’re unsure how to avoid these mistakes, Silent Auction Inclusion: A Guide for Organizers Serving Non-Verbal Clients includes troubleshooting tips and real-world examples to help you navigate these challenges.

Final checklist for adapting auction materials

Use this checklist to ensure your materials are ready for non-verbal clients:

• [ ] Audit current materials for accessibility barriers.
• [ ] Simplify signage with visuals and plain language.
• [ ] Redesign bid sheets with checkboxes, larger fonts, and tactile options.
• [ ] Ensure digital tools support screen readers, keyboard navigation, and alternative input methods.
• [ ] Train staff and volunteers on how to assist non-verbal bidders.
• [ ] Test materials with non-verbal volunteers and refine based on feedback.

If you’re ready to implement these changes but need additional support, Silent Auction Inclusion: A Guide for Organizers Serving Non-Verbal Clients is a practical resource to guide you through the process.

Frequently asked questions