Art auction checklist: what to arrange and when

An art auction needs more than a room, artwork and an auctioneer. You must collect reliable artist and artwork details, set clear bidding rules, prepare a catalogue and make payment quick after the final lot. Start with the date, venue and auction format, then work through artwork registration, promotion, guest handling and event-day logistics. This checklist helps you spot the details that are often left until the last week, including lot numbers, dietary requirements, printed forms and technical equipment.

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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 and location
2 people
Draw up auction rules
2 people
Contact artists
2 people
Register artworks
2 people
Register artworks
2 people
Check artist details
Collect starting prices
2 people
Photograph artworks
2 people
Compile the catalog
2 people
Insure artworks
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Reserve chairs and tables
Book the auctioneer
Choose payment method
2 people
Create payment overview
Assign lot numbers
2 people
Print raffle tickets
Print bid forms
Print name badges
Print payment forms
Publish promotion
Confirm registrations
Calculate catering quantities
Check the shopping list
2 people
Collect the artworks
3 people
Store artwork safely
2 people
Do the shopping
2 people
Check the venue
2 people

Event

Transport artworks to the venue
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up auction table
2 people
Hang artworks
4 people
Place sculptures
3 people
Place raffle tickets with the artworks
2 people
Adjust the lighting
2 people
Connect the sound system
2 people
Test microphone
Stock the registration desk
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Brief the front desk team
Brief the auctioneer
2 people
Test checkout point
2 people
Welcome visitors
3 people
Register visitors
3 people
Hand out catalogs
2 people
Explain the artworks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Open the auction
Register bids
3 people
Lead the auction
2 people
Refill drinks
2 people
Refill snacks
2 people
Mark sold tickets
2 people
Secure artworks
3 people
Handle payments
3 people
Hand over purchases to buyers
3 people
Set aside unsold works
2 people
Wave goodbye to visitors
2 people

Aftercare

Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clean the venue
3 people
Return artwork
3 people
Return rental items
2 people
Check sales summary
2 people
Disburse the proceeds
2 people
Send invoices
Send buyer payment reminder
Report the proceeds to the cause

What to bring

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

Furniture

Tablesqty 10
Chairsqty 110
Reception desk
Auction table
Pedestalsqty 8
Clothes racksqty 2
High tablesqty 6
Bollardsqty 8

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 100
Platesqty 100
Dessert platesqty 120
Pastry forksqty 120
Serving traysqty 12
Coffee spoonsqty 100
Water carafesqty 12
Champagne glassesqty 120

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Laptop
Payment terminalqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash drawer

Lighting

Standing lampsqty 6
Spotlightsqty 8
String lightsqty 6

Decorations

Entrance sign
Directional signsqty 8
Tableclothsqty 10
Flower arrangementsqty 8
Name card holdersqty 100
Photo backdrop
Balloon archesqty 2
Artist signsqty 40
Vasesqty 12

Auction materials

Auction hammer
Paddle signsqty 120
Bid formsqty 150
Lottery cardsqty 60
Catalogsqty 130
Payment formsqty 120
Receipt bookletsqty 4
Clipboardsqty 12
Pensqty 60
Pencilsqty 30
Measuring tapesqty 3
Glovesqty 12
Bubble wrapqty 4
Moving blanketsqty 12
Plastic containersqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the auction rules before inviting guests. Include registration, bidding increments, payment deadlines and what happens if a winning bidder leaves without paying.
Finish artwork registration and photography before compiling the catalogue. Check every artist name, title, medium and starting price against your records before printing.
Assign lot numbers only after the artwork list is final. Use the same number on the catalogue, display label, bid form and auctioneer’s running order.
Confirm catering numbers after registration closes, and collect dietary requirements at the same time. Plan tableware for the actual menu, including wine, water, coffee and dessert service.
Test the microphone, speakers, mixer, laptop and payment terminal at the venue at least 24 hours before the auction. Check extension cords, power strips and charging arrangements rather than discovering gaps during bidding.

Frequently asked questions

How far in advance should I organise an art auction?: Set the date and venue at least 8 to 12 weeks ahead. Aim to have artists, artwork details, starting prices and photographs confirmed 4 to 6 weeks before the event so the catalogue and invitations can be completed on time.
When should artwork be registered for an auction?: Register each artwork as soon as it is accepted, preferably no later than 6 weeks before the auction. Verify artist details, title, dimensions and starting price before assigning the final lot number.
How many bid forms and name badges do I need?: Prepare at least one bid form and one name badge per expected bidder, plus 10 to 15 percent spare. For 80 expected bidders, print about 90 forms and badges so late registrations and damaged copies do not interrupt the event.
When should payment arrangements be finalised for an art auction?: Choose the payment method at least 3 weeks before the auction and test the payment terminal during the final venue check. Prepare the payment overview and forms at least 3 days beforehand, with a clear process for winning bidders immediately after the auction.

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.