Animal auction checklist and planning guide

An animal auction needs more than a date, a venue and an auctioneer. You must confirm animal records, owner details, veterinary appointments, transport and suitable enclosures before registrations open. At the same time, prepare payment arrangements, lot numbers, auction cards and a clear catalogue. This checklist puts the work in a practical order, from publishing the auction date to briefing caretakers and welcoming visitors on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish auction date
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Compile an animal list
2 people
Draw up sales terms
2 people
Check owner details
2 people
Request animal documents
2 people
Schedule veterinary appointments
Reserve venue
Book animal enclosures
Make transport arrangements
2 people
Book the auctioneer
Determine payment options
2 people
Schedule volunteers
2 people
Create auction catalog
2 people
Have catalogue printed
Assign lot numbers
2 people
Prepare auction cards
2 people
Make animal tags
2 people
Prepare risk instructions
2 people
Brief the animal caretakers
3 people
Send visitor information
Check the shopping list
2 people
Do the shopping
3 people
Check animal enclosures
2 people
Confirm animal transport
Inspect the venue in advance
2 people
Review the animal welfare points
2 people

Event

Receive the animals
4 people
Identify animals
3 people
Document the animals
2 people
Check the animals
3 people
House animals safely
4 people
Cordon off the area
3 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up auction table
2 people
Set up catering
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Check sound
2 people
Lay out auction materials
2 people
Brief the registration team
2 people
Brief the animal team
4 people
Brief the auctioneer
2 people
Register visitors
4 people
Issue auction cards
2 people
Open the auction
2 people
Explain the auction rules
Present the lots
4 people
Register bids
3 people
Keep animals calm
4 people
Giving the animals water
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Record sales results
2 people
Process payments
3 people
Issue proof of purchase
2 people
Transfer animals to buyers
4 people
Supervise animal transport
3 people
Register unsold animals
2 people
Check out the last visitors
2 people
Lock the animal enclosures
3 people

Aftercare

Wash dishes
3 people
Clean up catering
3 people
Gather auction materials
2 people
Clean the venue
4 people
Clean animal enclosures
3 people
Return materials
2 people
Return rental items
2 people
Follow up on outstanding payments
Archive sales documents
Inform owners
Send buyer documents
Record animal tracking
2 people
Collect expenses

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Blanketsqty 10

Animal care

Animal enclosuresqty 20
Transport boxesqty 12
Water tubsqty 25
Feed bowlsqty 20
Drink bucketsqty 10
Hay binsqty 10
Ground coverqty 20
Collarsqty 12
Line piecesqty 12
Animal brushesqty 6
Towelsqty 20
Travel basketsqty 8
Crowd control barriersqty 20
Warning signsqty 10

Registration

Registration desk
Name badgesqty 100
Auction cardsqty 100
Clipboardsqty 12
Pensqty 30
Lot stickersqty 100
Catalogsqty 100
Purchase receiptsqty 100
Cash box
Payment terminal

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Fence lightsqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12

Kitchen

Kettlesqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Poop scoopsqty 4

Catering

Groceries

Tips

Start the animal list before publishing the catalogue. Confirm each owner’s details, request the required animal documents and leave time to resolve missing information before assigning lot numbers.
Book the venue, animal enclosures and transport early. Check that the layout separates visitor movement from animals and includes water, feed, ground cover and crowd-control barriers.
Open registrations only after deciding how payment will work and how dietary requirements will be collected. Process registrations continuously rather than leaving all attendee details until the final week.
Prepare one consistent information set for visitors: the catalogue, auction terms, risk instructions, arrival details and payment options. Send it before the auction so questions do not reach the registration desk all at once.
Brief animal caretakers before doors open and test the microphone and speakers. Keep auction cards, pens, receipts and the cash box or payment terminal at the registration desk, with spare supplies nearby.

Frequently asked questions

How far in advance should I publish an animal auction date?: Publish the date as soon as the venue and auctioneer are confirmed, preferably at least 6 to 8 weeks before the auction. Keep the date provisional until animal transport and enclosure arrangements are also checked.
When should animal documents and veterinary checks be completed?: Request documents when an animal is submitted, not after the catalogue is printed. Schedule veterinary appointments early enough to review all records and correct missing details at least 1 to 2 weeks before the auction.
How many volunteers do I need for an animal auction?: Assign separate cover for registration, animal care, visitor guidance and auction support. As a starting point, plan at least 1 volunteer per active area, then add cover for breaks and the busiest arrival period.
When should the auction catalogue be printed?: Print the catalogue only after the animal list, owner details, lot numbers and sales terms have been checked. Aim to complete the final proof 7 to 10 days before the auction so there is time to correct errors.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.