Auction planning checklist: what to arrange and when

A successful auction depends on more than collecting items and finding an auctioneer. You need clear submission rules, numbered lots, reliable descriptions, a published catalogue and a payment process that works when several buyers are waiting. This checklist takes you from setting the date and venue through registration, room setup, bidding and refreshments. Use it to keep consignors, volunteers and bidders informed, and to catch the details that are often left until the final day.

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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
Draw up auction rules
2 people
Book the auctioneer
Publish return conditions
Send invitations
2 people
Open the registration form
Collect auction lots
4 people
Register lots
2 people
Number the lots
2 people
Write Lot Descriptions
2 people
Take parcel photos
2 people
Publish online catalog
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Assign volunteers
2 people
Record the payment procedure
2 people
Design lot cards
Print lot cards
2 people
Prepare bid numbers
2 people
Print the program
Check the shopping list
2 people
Do the shopping
3 people
Bring lots to the venue
4 people
Chill drinks
2 people
Set up the register and change
2 people

Event

Open venue
2 people
Set up the reception area
3 people
Set up tables
4 people
Set up chairs
4 people
Display lots
5 people
Place lot cards
3 people
Set up auction table
2 people
Test sound equipment
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Brief volunteers
2 people
Staff the registration table
2 people
Welcome visitors
3 people
Issue bid numbers
2 people
Explain payment terms
Open the auction
Auction lots
3 people
Register bids
2 people
Mark sold lots
2 people
Distribute lots to buyers
3 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Collect tableware
2 people
Secure the cash register
2 people
Register unsold lots
2 people
Record outstanding payments
2 people
Close the auction
Wave goodbye to visitors
2 people

Aftercare

Safely package lots
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Close the register
2 people
Chill leftovers
2 people
Check doors and windows
2 people
Send buyer payment reminder
Return unsold lots
3 people
Record the proceeds
2 people
Return borrowed materials
2 people
Confirm buyer arrangements
Follow up on unclaimed lots

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Stoolsqty 6
Clothes racksqty 4
Transport cartsqty 3
High tablesqty 6

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Cash register
Coolersqty 4
Flashlightsqty 4

Tableware

Platesqty 120
Coffee cupsqty 100
Glassesqty 120
Wine glassesqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pitcherqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 10
Pliersqty 8
Coolersqty 4

Decorations

Tableclothsqty 14
Directional signsqty 8
Welcome sign
Number signsqty 110
Plot signsqty 120
Poster puttyqty 4
Presentation matsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 12
Glovesqty 12

Catering

Groceries

Tips

Publish the submission rules before opening registration. State the deadline, accepted items, required information and how unsold lots will be handled, so you do not have to renegotiate terms with consignors later.
Give every lot one number and use that number on its description, photographs, catalogue entry and lot card. Check the sequence twice before printing; duplicate or missing numbers cause delays at the auction desk.
Test the complete payment setup at least 48 hours before doors open. Confirm the card terminal, cash point, receipt process and backup procedure, then make sure volunteers know where paid lots are released.
Create a timed room plan for receiving, displaying and collecting lots. Leave clear routes between tables, clothing racks or other displays, and keep transport carts available for moving sold items safely.
Pack event-day materials by function rather than by purchase date: registration, bidding, sales and refreshments. Put the microphone, speakers, laptop, projector, extension leads and power strips through a full test before the first guests arrive.

Frequently asked questions

How far in advance should I organise an auction?: Set the date and venue at least 8 to 12 weeks ahead. Open item submissions early enough to photograph, register and describe every lot before publishing the catalogue.
When should auction lots be numbered and photographed?: Number and photograph lots as soon as they are accepted, ideally no later than 2 weeks before the auction. This leaves time to correct descriptions and print lot cards and programmes.
How many volunteers do I need for an auction?: For a small auction, plan on at least 5 volunteers: registration, lot handling, auction support, payments and collection. Add one volunteer for roughly every 50 to 75 lots or for each separate collection area.
When should I test the auction equipment?: Test the microphone, speakers, laptop, projector, payment terminal and power connections 48 hours before the event, then repeat a short sound and payment check 60 minutes before opening.

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.