What you need for an art auction

An art auction needs more than artwork and a bid sheet. Guests need a clear way to view each lot, register, pay, eat, and move through the room without crowding. This shopping list covers the core furniture, serving items, lighting, presentation equipment, and payment tools for the event. Match quantities to your guest count, then add a small buffer for glasses, plates, chairs, and printed bidding materials.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception tablesqty 2
Guest tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Exhibition wallsqty 8
Pedestal Blocksqty 6
Coat racksqty 2
Bollardsqty 10

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash register terminalsqty 2
Card machine

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 12
Light cablesqty 4

Decorations

Table runnersqty 10
Flower arrangementsqty 8
Photo framesqty 8
Information boardsqty 12
Direction arrowsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Ice bucketsqty 4
Bottle openersqty 4
Corkscrewsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 2

Auction materials

Bid cardsqty 100
Lottery cardsqty 100
Clipboardsqty 10
Bindersqty 6
Pensqty 120
Calculatorsqty 3
Cash boxesqty 2
Transport blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 30
Measuring tapeqty 2
Picture hooksqty 40
Mounting tapeqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- White beer - 24 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini wraps - 120 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Pesto - 6 jars
- Smoked chicken breast - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 1,5 kilogram
- Goat cheese - 1 kilogram
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Strawberries - 3 kilograms
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice crackers - 4 bags
- Mini quiches - 120 pieces
- Vegetable croquettes - 120 pieces
- Meatballs - 120 pieces
- Mini spring rolls - 120 pieces
- Mustard - 4 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Chili sauce - 3 bottles
- Garlic sauce - 3 bottles
- Crackers - 12 packs
- Cookies - 12 packs
- Brownies - 100 pieces
- Lemons - 20 pieces
- Fresh mint - 8 bunches
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cocktail sticks - 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
- Blue trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan one chair per seated guest, then add 5–10% extra for late arrivals and volunteers. Provide enough reception and guest tables for registration, food service, catalogues, and payment.
Use one display position per artwork, allowing space between pieces for labels and bidders to circulate. Pedestal blocks and exhibition walls are useful for separating three-dimensional and wall-mounted lots.
Prepare at least one wine glass and one water glass per expected guest, plus 10–15% extra. Add coffee cups, plates, dessert plates, and cutlery based on the catering format rather than guest count alone.
Test the laptop, projector, screen, speakers, wireless microphone, microphone stand, extension cords, and power strips together before guests arrive. Keep cables away from walkways and use LED spotlights to illuminate artwork without creating glare on projected information.
Set up the card machine and cash register terminals before registration opens, and keep a clear payment area near the exit. Bring coolers for drinks and serving platters and utensils for catering so food service does not compete with the auction table.

Frequently asked questions

How many chairs do I need for an art auction?: Start with one chair per guest who will be seated, then add 5–10% extra. For 80 guests, prepare about 84–88 chairs, while keeping standing space around the artwork and bidding area.
How many glasses should I buy for an art auction?: Allow one wine glass and one water glass per guest, plus 10–15% spare. For 60 guests, that means roughly 66–69 of each type if both drinks are served throughout the event.
What equipment is needed to run an art auction?: Prepare a laptop, projector, projection screen, speakers, wireless microphone, microphone stand, extension cords, and power strips. Test everything at least one day before the auction and keep a backup connection or presentation copy available.
How early should I set up the payment area?: Set up and test the card machine and cash register terminals at least 60 minutes before registration or the auction starts. Allow another 15 minutes to check network access, power, receipts, and the process for recording each winning bid.

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.