Art auction shopping list

An art auction needs more than artwork and an auctioneer. You need a clear registration point, reliable payment equipment, good lighting, display furniture, and enough serving items for guests and volunteers. Use this shopping list alongside your venue plan, then confirm quantities after you know the guest count and number of lots. Order printed materials, labels, and catering supplies early so missing items do not delay registration or the sale.

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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
- Coffee - 2 kilos
- Tea bags - 200 pieces
- Decaf coffee - 250 grams
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Beer - 48 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini croissants - 100 pieces
- Mini cheese rolls - 100 pieces
- Mini quiches - 80 pieces
- Vegetarian wraps - 60 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Cooked ham - 1 kilo
- Smoked chicken - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Cheese sticks - 4 packs
- Cookies - 8 packs
- Brownies - 80 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Trash bags - 100 pieces
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 4 packs
- Kitchen gloves - 2 boxes

Tips

Prepare one registration setup for every 75 to 100 guests, including a table, chairs, laptop, power strip, and any forms or catalogues. Add a second station if you expect queues during the first 30 minutes.
Allow at least one display surface for every 10 to 15 artworks, depending on size. Use exhibition walls, pedestals, or tables, and leave clear space around framed or fragile pieces.
Plan two to three glasses per guest for the first hour, plus one plate and one cutlery set per person if food is served. Add at least 10% extra tableware for breakage, volunteers, and late arrivals.
Provide one wireless microphone for the auctioneer and a second microphone if bids or announcements will come from another position. Test the sound system and keep extension cords and power strips available before doors open.
Set up payment equipment at the auction table before guests arrive. Keep the payment terminal, laptop, catalogues, labels, and a secure place for sold-lot records together so checkout does not block registration.

Frequently asked questions

How many chairs do I need for an art auction?: Plan one chair per expected seated guest, then add 10% for late arrivals and volunteers. For 80 guests, prepare about 88 chairs and keep a few stools available for staff or bidders who need a different position.
How many glasses and plates should I buy for an art auction?: For a one-hour reception, allow two to three glasses per guest and one plate and cutlery set per guest when food is served. Add 10% extra, so 80 guests means roughly 176 to 264 glasses and 88 plates.
When should I order printed auction catalogues and labels?: Order catalogues and prepare lot labels at least 7 to 10 days before the auction, after lot numbers, descriptions, and starting prices are final. Keep a small batch of blank labels for last-minute corrections.
What payment equipment do I need for an art auction?: Use at least one payment terminal and one laptop at the payment point, with a tested power supply and backup payment method. For more than 100 guests, add a second checkout position to prevent queues after the final lot.

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