Antique Auction Checklist

An antique auction depends on accurate lot information, clear terms and a room that works for both viewing and bidding. Start by fixing the date and venue, then register vendors and lots before photographing items, setting prices and producing the catalogue. In the final week, confirm registrations, catering and payment arrangements. On the day, allow time to bring in, number and display every lot, test the sound system and prepare the registration and cash desks.

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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

Set auction date
Reserve auction venue
Draft auction terms
2 people
Register vendors
2 people
Register lots
2 people
Check plots
3 people
Photograph lots
2 people
Record lot details
2 people
Set starting prices
3 people
Prepare the auction catalog
2 people
Have the catalog printed
Send invitations
2 people
Publish auction online
Process registrations
2 people
Collect dietary requirements
Prepare the payment method
2 people
Assign paddle numbers
2 people
Inform vendors about the terms
Confirm catering booking
Do the shopping
2 people
Bring lots to the venue
4 people
Sort lots by number
3 people
Set up tables
4 people
Set up chairs
3 people
Display lots
5 people
Place lot cards
3 people
Check the lot order
2 people
Set up registration desk
2 people
Set up the cash register
2 people
Set up auction table
2 people
Test sound equipment
2 people
Test the lighting
2 people
Hang up signage
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Instruct staff
3 people

Event

Staff the registration table
2 people
Register visitors
2 people
Hand out paddles
2 people
Hand out catalogs
Guide the viewing
3 people
Open the auction
Explain auction terms
Auction lots
2 people
Present the lots
2 people
Register bids
2 people
Mark sold lots
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Clear tables during breaks
2 people
Empty trash bins
Staff the cash register
2 people
Prepare settlement statements
2 people
Process payments
2 people
Handing parcels over to buyers
4 people
Mark unsold lots
2 people
Collect paddles
See off the last visitors
2 people

Aftercare

Pack lots
4 people
Store lots securely
3 people
Close the register
2 people
Take down tables and chairs
4 people
Tear down audio equipment
2 people
Remove decorations
2 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Check materials
2 people
Return materials
2 people
Follow up on uncollected lots
2 people
Settle up with vendors
2 people
Send buyers payment receipts

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Auction table
Registration desk
Cash desk table
Lot racksqty 8
Serving plattersqty 12
Bollardsqty 12

Equipment

Laptopqty 2
Printer
Payment terminalqty 2
Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laminator
Handheld scannerqty 2

Lighting

LED lampsqty 12
Desk lampsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 4
Water jugsqty 6
Serving traysqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Small bowlsqty 20
Serving plattersqty 10

Decorations

Tableclothsqty 16
Table runnersqty 16
Flower arrangementsqty 8
Lot card standsqty 100
Paddle numbersqty 120
Information boardsqty 8
Wayfinding signsqty 10
Registration signsqty 2
Temporary name tagsqty 120

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Waste binsqty 8
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the auction date and reserve the venue before registering lots, so catalogue deadlines and vendor instructions are based on a confirmed schedule. Allow at least one separate setup period before doors open.
Record each lot’s number, description and condition as you process it. Photograph the item at the same stage, then use those details consistently in the printed and online catalogue.
Send invitations and publish the auction online only after the terms, starting prices and registration process are ready. Close or review registrations several days before the auction so paddle numbers and dietary requirements are not left until the day.
Prepare the payment method and test the terminal, laptop, printer and scanner before guests arrive. Keep a separate registration desk and cash desk so bidding, collections and payments do not block one another.
Bring the lots to the venue early enough to sort them by number and display them safely. Check lighting, tables, chairs, microphone, speakers, extension cords and power strips before opening the viewing area.

Frequently asked questions

How far in advance should I organise an antique auction?: Fix the date and reserve the venue at least 8–12 weeks ahead. Use the following weeks to register lots, prepare terms, photograph items, set starting prices and produce the catalogue.
When should I print the antique auction catalogue?: Print it after lot details, photographs, terms and starting prices have been checked. Aim to have the catalogue ready at least 7 days before the auction so invitations and online information match the final version.
How early should lots arrive at the auction venue?: Bring the lots early enough to sort all 73 planned tasks into numbered displays before guests enter. As a practical minimum, allow 2–3 hours for unloading, checking, arranging and correcting display or catalogue issues.
What should I prepare for payments at an antique auction?: Set up the payment terminal, cash desk, laptop and any scanner before registration opens. Test every payment method at least 1 hour before the first bid and keep a written backup process in case equipment fails.

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.