Auction market checklist and planning guide

An auction market needs more than stalls and a room. You have to organise permits, insurance, auction rules, registrations, stallholders, payment handling and a clear programme before invitations go out. Work through the plan in stages so missing information does not delay the event. Pay particular attention to lot numbers, price tags, bid cards, cash handling and the sound system: these are easy to arrange too late and difficult to fix once guests arrive.

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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

Reserve venue
Check permits
Check insurance
Draw up auction rules
2 people
Create registration form
Create sales terms
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Set up stalls
2 people
Create auction program
2 people
Book the auctioneer
Secure stall holders
Prepare raffle lists
2 people
Make price tags
2 people
Record the payment procedure
2 people
Order cash
Check the shopping list
2 people
Do the shopping
3 people
Gather auction materials
2 people
Label stalls and materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Open venue
2 people
Check power outlets
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Set up auction stage
3 people
Connect the sound system
2 people
Hang lighting
2 people
Number the booths
2 people
Lay out ticket numbers
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Set up the catering table
2 people
Check toilets
Place waste bins
2 people

Event

Collect auction items
3 people
Register auction items
3 people
Welcome stallholders
2 people
Have stalls set up
3 people
Register visitors
3 people
Distribute program
2 people
Announce the opening
Present auction items
3 people
Register bids
2 people
Settle sold lots
3 people
Hand out lots
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Keep tables tidy
2 people
Empty trash bins
2 people
Announce the auction round
Conduct the evening auction
4 people
Register final bids
2 people
Complete final settlement
3 people
Return unsold lots
3 people
Check in the staple holders
2 people
See off the last visitors
2 people

Aftercare

Close the register
2 people
Secure cash
2 people
Compile auction administration
2 people
Take down the stalls
4 people
Clear tables and chairs
4 people
Turn off the sound system
2 people
Remove decorations
2 people
Wash dishes
3 people
Clean up catering
2 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Return materials
2 people
Store leftovers
2 people
Dispose of waste
2 people
Process payments to vendors
2 people
Archive sales data

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Cash desk table
Registration desk
Auction table
High tablesqty 8
Transport cartsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Mobile payment terminalqty 2
Calculatorsqty 3
Walkie-talkiesqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Cable reelsqty 3

Auction materials

Auction hammer
Parcel cratesqty 20
Lot numbersqty 250
Bid cardsqty 200
Price tagsqty 250
Clipboardsqty 12
Pensqty 30
Markersqty 12
Registration formsqty 250
Sales receiptsqty 300
Program bookletsqty 200
Cash registersqty 2
Cash boxesqty 2
Cash change traysqty 2
Cash

Decorations

Welcome sign
Direction signsqty 12
Booth numbersqty 18
Buntingqty 10
Balloonsqty 100
Tablecloth setsqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Storage binsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the rules before opening registration. Write down bidding, payment, collection and unsold-lot procedures at least 3–4 weeks before the market, then include the key points in the sales terms.
Close registrations early enough to prepare the room. Aim to confirm dietary requirements and stallholder details 5–7 days before the event, rather than trying to collect them at the registration desk.
Give every auction lot a number before setup begins. Prepare matching lot numbers, price tags, bid cards and parcel crates so the auctioneer, payment desk and buyers use the same references.
Test the practical payment route before guests arrive. Check the mobile payment terminal, calculators, cash desk, cash float and written payment procedure in one rehearsal at least 1 hour before opening.
Plan the venue layout around movement, not just appearance. Leave clear routes between the registration desk, market stalls, auction table and payment area, and test microphones, speakers, extension cords and cable reels before doors open.

Frequently asked questions

How far in advance should I organise an auction market?: Start venue, permit and insurance checks at least 8–12 weeks before the event. Book the auctioneer and confirm stallholders as soon as the date and venue are secure, then send invitations once the registration process is ready.
What should I prepare for an auction market auction?: Prepare the auction programme, rules, auction hammer, lot numbers, bid cards, price tags, clipboards, pens and parcel crates. Have the final lot list ready at least 1 day before the event so labels and announcements match.
How many drinks and snacks do I need for an auction market?: For the first hour, plan on 2–3 drinks per person, then adjust for the length of the event and weather. Prepare snacks for the expected attendance and chill drinks before opening; coffee and tea should be set out shortly before guests arrive.
When should I set up an auction market venue?: Allow at least 2–3 hours for furniture, stalls, registration, signage, lighting and sound setup. Finish the payment and microphone checks at least 30 minutes before opening, with the full team briefed on communication and collection procedures.

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