What you need for an anniversary auction

An anniversary auction needs more than auction lots and bid cards. You will need enough tableware for the meal, separate equipment for coffee and drinks, and reliable power for microphones, screens and payment equipment. Plan supplies around your guest count, then add a small buffer so a missing glass or extra bidder does not disrupt the programme. Keep food, drinks, auction lots and payment materials in clearly separate areas before guests arrive.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Ice cubes - 10 kilos
- Baby potatoes - 8 kilo
- Beef stew - 6 kilos
- Chicken breast - 5 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 70 pieces
- Bread rolls - 60 pieces
- Baguettes - 8 pieces
- Mini wraps - 50 pieces
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Mushrooms - 2 kilos
- Green beans - 4 kilos
- Carrots - 2 kilo
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken - 1 kilo
- Ham - 1 kilo
- Salmon fillet - 1 kilo
- Eggs - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Butter - 1 kilo
- Beef broth - 2 packs
- Vegetable stock - 2 packs
- Potato starch - 1 pack
- Nut mix - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Olives - 2 jars
- Pickles - 2 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Lemons - 10 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Ice cream - 5 liters
- Diet cookies - 3 packs
- Gluten-free rolls - 10 pieces
- Vegan burgers - 10 pieces
- Vegan cheese - 500 grams
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Large trash bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 10 pairs
- Liquid hand soap - 4 bottles
- Paper towels - 12 packs
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper straws - 150 pieces
- Labels - 200 pieces
- Ballpoint pen refills - 20 pieces
- Printer paper - 2 packs
- Printer ink - 2 cartridges
- Cash change - 1 set

Tips

Count dinner plates, dessert plates, forks and knives for every registered guest, then add 10% extra. Dessert plates and coffee cups are easy to overlook when the meal and auction run in separate stages.
Plan two to three drinks per person for the first hour, then roughly one drink per person per hour. Chill drinks in advance and keep coolers separate from the auction lots so bottles and bidder materials do not get mixed up.
Prepare one water glass per guest plus 10% spare, and provide enough wine glasses for the number of people likely to drink wine at the same time. Coffee cups, teaspoons, thermos flasks, coffee machines and kettles should be ready before the first break.
Test the payment terminal, laptop, printer, speakers and wireless microphones before opening the venue. Bring extension cords and power strips, and leave at least one spare power outlet for the presentation screen or projector.
Reserve tables for registration, catering, payment and the auction lots instead of using every surface for food. Label and number the lots before guests arrive, and keep a separate secure space for lots waiting to be collected.

Frequently asked questions

How many plates and glasses do I need for an anniversary auction?: Allow one dinner plate, one dessert plate, one dinner fork, one dinner knife and one water glass per guest, plus 10% spare. For 50 guests, that means at least 55 of each core item; add wine glasses according to expected wine service.
How much food and drink should I buy for an anniversary auction?: Use the confirmed guest count for catering and add 10% if late registrations are likely. For drinks, plan two to three per person during the first hour and about one per person for each following hour, with extra water and coffee for the breaks.
What equipment is needed to run the auction?: Prepare speakers, wireless microphones, a microphone stand, a laptop and either a presentation screen or projector. Test all equipment at least 2 hours before opening and bring extension cords and power strips for the venue layout.
When should I prepare the auction lots and payment supplies?: Photograph, describe, number and label the lots at least 1 day before the event. Test the payment terminal, print the registration and run-sheet materials, and prepare bid cards no later than 2 hours before guests arrive.

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