Anniversary auction checklist

An anniversary auction needs more than attractive lots and a lively auctioneer. You also need a clear purpose for the proceeds, numbered lots, written rules, guest registration and a payment process that works at the end of the night. Plan the auction content first, then arrange invitations, catering and equipment. In the final 24 hours, secure the lots, chill drinks, prepare snacks and print the run sheet so the event team can work without guesswork.

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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

Confirm date and location
Determine the auction proceeds
2 people
Draw up auction rules
2 people
Inventory the lots
3 people
Photograph lots
2 people
Write Lot Descriptions
2 people
Set starting prices
3 people
Assign lot numbers
2 people
Book the auctioneer
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Order catering
2 people
Label auction lots
3 people
Number bid cards
2 people
Prepare the payment procedure
2 people
Print the run sheet
Check the shopping list
2 people
Do the shopping
2 people
Store lots securely
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the reception desk
2 people
Display lots
4 people
Prepare the lot list
2 people
Test the auction equipment
2 people
Set up lighting
2 people
Set up buffet and bar
3 people
Set out dishes and glasses
2 people
Brief the registration team
2 people
Brief the auction team
4 people

Event

Welcome visitors
3 people
Issue bid cards
2 people
Let plots be viewed
3 people
Serve coffee and tea
3 people
Deliver the welcome speech
Guide round one of the auction
4 people
Register sold lots
2 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Restock the buffet
3 people
Assist the second auction round
4 people
Process interim results
2 people
Serve hot dishes
4 people
Clear away dishes
2 people
Host auction round three
4 people
Register final bids
2 people
Inform winners
2 people
Handle payments
3 people
Give lots to the winners
3 people
Deliver farewell speech
See off the last guests
2 people

Aftercare

Pack leftovers safely
3 people
Close the register
2 people
Check auction administration
2 people
Follow up on unpaid lots
Send thank-you messages
2 people
Transfer Proceeds
Take down tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Pack equipment
2 people
Distribute leftover food
2 people
Return borrowed materials
2 people
Handle lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 60
Dinner knivesqty 80
Dinner forksqty 80
Serving spoonsqty 12

Equipment

Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 6
Laptopqty 2
Printer
Payment terminal
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Presentation screen
Projector
Projector screen

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Jug setsqty 6
Bottle openersqty 4
Aluminum foil dispenser

Decorations

Tableclothsqty 10
Chair coversqty 70
Anniversary bannerqty 2
Flower arrangementsqty 8
Table numbersqty 10
Photo backdrop

Lighting

Atmosphere lightsqty 8
LED light stringsqty 6
Battery lanternsqty 8

Auction materials

Bid cardsqty 80
Plot signsqty 80
Auction standsqty 40
Presentation tablesqty 4
Auction hammer
Cash register
Cash box
Clipboardsqty 8
Desk organizersqty 4
Parcel packaging boxesqty 40
Transport cratesqty 20

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the auction rules before invitations go out. State how bidding works, whether bids must be made with numbered cards, when a lot is considered sold and how winners will pay.
Finish the lot inventory before writing descriptions or setting starting prices. Assign each lot a number and take photographs so guests can identify items quickly.
Allow at least 2–3 weeks between sending invitations and the auction date if guests need to register, provide dietary requirements or confirm reservations.
Test the payment terminal, laptop, printer, microphones and presentation equipment before guests arrive. Bring extension cords and power strips, and keep the run sheet printed as a backup.
Reserve the final day for physical checks: store lots securely, label every lot, chill drinks, prepare snacks and confirm that tables, chairs, serving equipment and catering supplies are in place.

Frequently asked questions

How far in advance should I plan an anniversary auction?: Start at least 6–8 weeks before the event. Use the first 2 weeks to confirm the date, venue, proceeds and auction rules, then allow another 2–3 weeks for lot preparation and guest registrations.
When should I send invitations for an anniversary auction?: Send invitations about 3–4 weeks before the auction. Set a registration deadline 7–10 days before the event so you can process registrations, collect dietary requirements and confirm catering quantities.
How many lots should an anniversary auction have?: Choose the number of lots based on the time available, but allow roughly 3–5 minutes per lot for bidding and recording the result. A 90-minute auction therefore fits about 18–30 lots, excluding breaks and announcements.
When should I prepare the auction lots?: Complete the inventory, photographs, descriptions, starting prices and lot numbers at least 7 days before the event. Label and store the lots securely, then do a final count and condition check within 24 hours of opening the venue.

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.