What You Need for an Antique Auction

An antique auction needs more than tables and chairs. You will need a clear registration point, numbered lots, good lighting for smaller details, and a reliable way to record bids and take payments. Plan supplies around the number of lots, registered bidders and expected guests rather than buying by guesswork. Arrange printing, catering and payment equipment several days ahead; missing one of these can delay the auction before the first lot is called.

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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
- Coffee - 3 kilos
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1 kilo
- Chicken breast slices - 1 kilo
- Vegetarian Spread - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted nuts - 4 kilos
- Olives - 3 kg
- Pickles - 3 jars
- Toast - 12 packs
- Crackers - 12 packs
- Herb butter - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free crackers - 6 packs
- Mini muffins - 120 pieces
- Cookies - 10 packs
- Brownies - 8 trays
- Chocolate - 3 kilos
- Napkins - 600 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Paper cups - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Heavy-duty trash bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet cleaner - 3 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Ballpoint pens - 40 pieces
- Highlighters - 12 pieces
- Tape - 6 rolls
- Labels - 500 pieces
- Bobby pins - 2 boxes
- Paper carry bags - 150 pieces
- Bubble wrap - 4 rolls
- Wrapping paper - 4 rolls
- Rope - 4 rolls

Tips

Prepare one registration pack for every expected bidder, including a paddle number, catalogue and writing material. Keep at least 10% extra copies and numbers for walk-in registrations or damaged items.
Allow one display surface or rack for each group of lots that must be viewed at the same time. Add labelled signs and lot numbers before the items arrive, so sorting does not hold up registration.
Test the payment terminal, laptop, printer and scanner at the venue at least 24 hours before the auction. Bring extension cords and power strips, and keep a manual record sheet available if the equipment fails.
Use a microphone and speakers that can be heard from the back row, then check them with the room occupied by tables and chairs. Keep a spare microphone battery and place the auction table where the auctioneer can see both bidders and displayed lots.
Buy or confirm catering quantities from the registration count, including coffee, tea, water and dietary requirements. Have cups, glasses, plates, cutlery and serving utensils ready before guests arrive rather than relying on a late delivery.

Frequently asked questions

What equipment do I need for an antique auction?: At minimum, plan a registration desk, auction table, cash desk table, seating, lot displays, a laptop, printer, payment terminal, microphone, speakers and suitable lighting. Add extension cords, power strips and a manual backup record for the bidding and payment process.
How many catalogues should I print for an antique auction?: Print one catalogue for each registered bidder or household, then add 10% extra. For 80 registered bidders, prepare about 88 catalogues so late registrations and damaged copies do not leave anyone without lot information.
How early should I set up an antique auction venue?: Allow at least 3 hours for furniture, registration, lighting, sound, lot sorting and displays. Complete the payment and sound checks 24 hours earlier where possible, especially if the venue has unfamiliar power connections.
How much catering do I need for an antique auction?: Base quantities on the confirmed guest count and the length of the auction. For a four-hour event, plan at least 2 drinks per person for the first hour and 1 per person for each following hour, then adjust for coffee, tea, water and dietary requirements.

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