What you need for an art auction

An art auction needs more than artwork and bidding forms. Guests must be able to find the registration desk, view lots clearly, hear the auctioneer and pay without delays. Plan furniture for both the display and bidding areas, then match glasses, cups and plates to the number of guests. Payment equipment, extension leads and lighting are easy to overlook, especially when the venue is not normally used for exhibitions. Use this list alongside your event plan and confirm hire items before invitations go out.

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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
- Coffee beans - 3 kilograms
- Black tea - 200 bags
- Herbal tea - 100 bags
- Hot chocolate - 5 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 200 cups
- White sugar - 2 kilogram
- Brown sugar - 1 kilogram
- Sweeteners - 250 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 12 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 6 bunches
- Ice cubes - 15 kilograms
- Baguettes - 20 pieces
- Mini croissants - 120 pieces
- Mini chocolate croissants - 120 pieces
- Unsalted butter - 2 kilograms
- Strawberry jam - 3 jars
- Sliced cheese - 3 kilogram
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Apples - 8 kilograms
- Pears - 5 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Bell pepper strips - 3 kilograms
- Mixed salad - 3 kilograms
- Pesto dip - 2 kilogram
- Yogurt dip - 2 kilogram
- Baguettes - 12 pieces
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Cheese straws - 100 pieces
- Falafel balls - 120 pieces
- Mini meatballs - 120 pieces
- Wraps - 100 pieces
- Chicken breast slices - 2 kilograms
- Smoked salmon - 2 kilogram
- Avocados - 30 pieces
- Cream cheese with herbs - 2 kilograms
- Sun-dried tomatoes - 2 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted cashews - 3 kilogram
- Party nuts - 3 kilogram
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Mini brownies - 120 pieces
- Mini muffins - 120 pieces
- Macarons - 100 pieces
- Banana bread - 6 pieces
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Cleaning gloves - 6 pairs

Tips

Provide one reception desk and one separate auction table so registration, bidding and payment do not form a single queue. For more than 50 guests, add a second payment point or a clearly marked waiting area.
Allow at least one display surface or pedestal for each large artwork, and leave clear space around framed pieces. Keep lot numbers visible and place the catalogue where guests can consult it before bidding.
For drinks, plan roughly 2 to 3 glasses per guest during the first hour, then add 1 glass per person for each additional hour. Include water glasses and carafes even if wine or champagne is being served.
Test the wireless microphone, speakers, mixer and laptop in the room at least 2 hours before doors open. Bring extension cords and power strips, and tape or cover cables so guests cannot trip over them.
Prepare payment equipment for the busiest 30 minutes after the final lot. Keep the payment terminal, cash drawer, payment forms and a laptop together at one staffed table, with a backup power connection nearby.

Frequently asked questions

What equipment do I need for an art auction?: At minimum, plan a wireless microphone, speakers, mixer and laptop for the auctioneer, plus a payment terminal or cash drawer for sales. Test all audio and payment equipment at least 2 hours before guests arrive.
How many glasses do I need for an art auction?: Allow 2 to 3 wine or champagne glasses per guest for the first hour, then 1 additional glass per guest for every extra hour. Add water glasses and at least 1 water carafe per 10 guests.
How many tables and chairs are needed for an art auction?: Provide seating for the guests who will actively bid, then add standing space around the display area and high tables for conversation. Confirm the final count after registrations close, ideally 3 to 5 days before the auction.
What should I prepare for auction payments?: Prepare one payment terminal, cash drawer and payment overview for each payment point, with printed payment forms as a fallback. Reconcile winning bids and payment status within 30 minutes of the final sale.

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