Art auction checklist: what to arrange and when

An art auction needs more than a room, artworks and an auctioneer. You must create a reliable record for every lot, give bidders clear information, and test registration and payment before guests arrive. Start with the auction date and terms, then move through artist contact, artwork preparation, catalogue production, invitations and event-day setup. This checklist covers the practical work, including exhibition furniture, lighting, sound, registration, catering and payment arrangements.

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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
Set up the venue and room layout
2 people
Draft auction terms
2 people
Contact artists
2 people
Register artworks
2 people
Photograph artworks
2 people
Assign lot numbers
2 people
Write Lot Descriptions
2 people
Set starting prices
2 people
Compile the catalog
2 people
Have catalogue printed
Send invitations
2 people
Publish auction online
Open the registration form
Process registrations
2 people
Collect dietary requirements
Order catering
Arrange payment method
2 people
Make reservations
Confirm auctioneer
Confirm photographer
Assign volunteers
2 people
Check artworks
2 people
Label artworks
2 people
Do the shopping
2 people
Transport artworks
3 people
Protect the hall floor
2 people
Set up tables
3 people
Set up chairs
3 people
Set up exhibition walls
3 people
Hang artworks
3 people
Display artworks
3 people
Place lot signs
2 people
Set up registration desk
2 people
Set up auction table
2 people
Set up the payment point
2 people
Test sound equipment
2 people
Adjust the lighting
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Brief the auction team
6 people

Event

Open registration
3 people
Hand out catalogs
2 people
Welcome visitors
3 people
Guide the preview
3 people
Issue bid numbers
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Open the auction
2 people
Auction lots
4 people
Register bids
2 people
Mark sold lots
2 people
Serve break drinks
2 people
Process payments
3 people
Distribute proof of purchase
2 people
Hand out the artworks
3 people
Register unsold works
2 people
Wave goodbye to visitors
2 people

Aftercare

Pack artworks
3 people
Store artwork safely
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Dismantle exhibition walls
3 people
Clean the room
3 people
Store equipment safely
2 people
Collect lost property
Follow up on outstanding payments
2 people
Return unsold works
3 people
Return borrowed materials
2 people
Send sales overviews
2 people
Disburse the proceeds
2 people
Archive photos and documents

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Auction table
Stoolsqty 4
Exhibition wallsqty 8
Pedestalsqty 6
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Sound system
Wireless microphonesqty 2
Payment terminalqty 2
Extension cordsqty 6
Power stripsqty 6
Label printer

Lighting

LED spotlightsqty 10
Atmosphere lightsqty 6
Light standsqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6

Decorations

Tableclothsqty 12
Artwork labelsqty 100
Directional signsqty 8
Name badgesqty 30
Bid numbersqty 100
Plot signsqty 100
Artwork standsqty 12
Photo framesqty 10

Packaging

Bubble wrapqty 2
Moving blanketsqty 12
Plastic coversqty 40
Cardboard boxesqty 30
Packing tapeqty 8
Ropeqty 2

Office

Catalogsqty 100
Registration formsqty 100
Purchase receiptsqty 100
Pensqty 40
Clipboardsqty 10
Notepadsqty 10
Envelopesqty 100
Cash register
Cash box
Calculatorsqty 3
Number stickersqty 200

Safety

Non-slip matsqty 10
Cable traysqty 20
Work glovesqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the auction date before contacting artists or booking suppliers, then work backward from it. Allow at least 2 weeks for registrations and several days to process the details before the event.
Photograph and register every artwork before assigning lot numbers and writing descriptions. Keep the lot number consistent across the artwork label, catalogue, online listing and auctioneer’s notes.
Print the catalogue only after starting prices, lot descriptions and auction terms have been checked. Keep a digital copy on the laptop as a backup, and print a few extra copies for late arrivals.
Test the payment terminal, laptop, projector, microphones and sound system in the actual room at least 24 hours beforehand. Check extension cords and power strips so the registration desk and auction table do not share an overloaded outlet.
Set up the exhibition walls, pedestals, tables and labels before guests arrive, leaving a clear route to registration and the auction area. Prepare glasses, cups, plates, cutlery and serving trays separately so catering volunteers are not searching during bidding.

Frequently asked questions

How far in advance should I plan an art auction?: Start planning at least 8 to 12 weeks before the auction date. Use the first weeks for artist contact, artwork registration, terms and pricing, then leave time for catalogue printing, invitations, registrations and venue setup.
When should artworks be photographed and labelled?: Photograph and check the artworks before assigning final lot numbers and printing labels. Aim to complete this at least 2 weeks before the auction, so catalogue and online details can be corrected without a last-minute reprint.
How many microphones and auction staff do I need?: Plan for one wireless microphone for the auctioneer and one backup if the room is large or the programme is long. Assign registration, artwork-checking, payment and catering volunteers at least 1 week before the event, with each person given a specific station.
When should catering and dietary requirements be finalized for an art auction?: Collect dietary requirements during registration and confirm the final numbers with the caterer 3 to 5 days before the auction. Set out coffee machines, kettles, thermos flasks, coolers and serving platters before guests arrive so service does not interrupt bidding.

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.