Auction planning checklist

An auction runs smoothly when every lot, bidder and payment step is traceable. Start by fixing the date and venue, then set the auction terms and appoint an auctioneer. Give yourself time to recruit volunteers, collect and register the auction items, and prepare the catalog, lot cards and bidder numbers. In the final week, confirm tables, seating, sound equipment, payment options, signage and refreshments. Use the full checklist below to keep preparation in the right order.

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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
Draft auction terms
2 people
Book the auctioneer
Recruit volunteers for tasks
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit auction items
3 people
Register auction items
2 people
Number auction items
2 people
Photograph auction items
2 people
Compile the catalog
2 people
Print ballot lists
2 people
Prepare sales cards
2 people
Determine payment method
2 people
Arrange cash and change
2 people
Test payment terminal
2 people
Reserve tables and chairs
Reserve audio equipment
Check permits
2 people
Check insurance
Prepare parking signs
Create route and signage
2 people
Do the shopping
3 people
Collect the plots at the venue
4 people
Check lots for damage
3 people
Store lots securely
3 people
Prepare coffee and tea
2 people
Fill coolers
2 people
Set up tables
4 people
Set up chairs
4 people
Display lots
5 people
Number the lots
3 people
Set up registration desk
2 people
Set up payment desk
2 people
Set up sound equipment
2 people
Test microphone
2 people
Hang decorations
3 people
Place information signs
2 people
Clear the walkways
2 people
Check toilets

Event

Receive participants
3 people
Issue bid numbers
2 people
Explain the lots
2 people
Open the auction
Auction lots
3 people
Register bids
2 people
Present the lots
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Mark sold lots
2 people
Settle up with buyers
3 people
Handing parcels over to buyers
4 people
Set aside unsold lots
2 people
Close the auction

Aftercare

Close the cash register
2 people
Pack leftovers
3 people
Return the lots
4 people
Take down tables and chairs
4 people
Dismantle audio equipment
2 people
Remove decorations
3 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Return the deposit and key
Archive sales administration
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Foldable tablesqty 3
Clothes racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Laptop
Printer
Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Hand truckqty 2

Kitchen

Thermos flasksqty 6
Serving spoonsqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Ice packsqty 20

Auction materials

Bid numbersqty 100
Lot cardsqty 150
Adhesive labelsqty 300
Pensqty 30
Clipboardsqty 10
Cash boxqty 2
Calculatorsqty 3
Storage boxesqty 12

Decorations

Tableclothsqty 12
Buntingqty 10
Directional signsqty 8
Information boardsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Register each auction item as soon as it arrives, then assign a lot number and take a clear photo. Waiting until the final week makes missing descriptions and duplicate numbers much more likely.
Set a firm deadline for donated lots and publish the auction terms before sending invitations. Include payment methods, collection arrangements and any rules bidders need to know.
Test the wireless microphone, speakers, mixer, laptop, printer and payment terminal at the venue at least 24 hours before the auction. Bring extension leads and power strips rather than assuming the room has enough outlets.
Prepare the catalog, printed lot lists, sale cards and bidder numbers before guests arrive. Print a small reserve set of lot lists and sale cards in case pages are lost or damaged.
Count cash and change before opening, and assign separate volunteers to registration, payments and lot collection. Keep a written record for every sale so unpaid or uncollected lots can be followed up after the event.

Frequently asked questions

How far in advance should I start organizing an auction?: Start at least 8 to 12 weeks before the auction. You need time to confirm the venue and auctioneer, recruit volunteers, collect and photograph lots, send invitations and prepare the catalog.
When should auction lots be numbered and photographed?: Number and photograph each lot as soon as it is accepted, ideally no later than 2 weeks before the auction. Use the same lot number on the item, catalog entry, lot card and sale record.
How many volunteers do I need for an auction?: Plan for at least 1 volunteer per 25 to 30 expected bidders, with separate coverage for registration, the auctioneer, payments and lot collection. For a busy auction, add one helper for every additional 30 bidders.
When should I test the auction equipment?: Test the microphone and sound system at the venue at least 24 hours beforehand, and test the payment terminal and printer again on the morning of the auction. Keep spare cables, paper and a manual payment record available.

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.