Auction night checklist: what to arrange and when

An auction night runs smoothly when the lots, guest registration and payment process are ready before the room is dressed. Start by setting the auction date, booking the room and auctioneer, then work backwards from the event to collect, photograph and number every lot. Allow time to publish the rules, process registrations and record dietary requirements. On the day, keep registration, bidding, refreshments and payment clearly separated so volunteers know where to direct guests.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the room
Set auction date
2 people
Set Auction Goal
2 people
Book the auctioneer
Record payment method
2 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Publish auction rules
Request auction items
3 people
Process registrations
2 people
Collect dietary requirements
Register lots
3 people
Photograph lots
2 people
Write Lot Descriptions
2 people
Assign lot numbers
2 people
Prepare lot list
Print lot list
Number bid cards
2 people
Create payment forms
Prepare sign-up sheet
Assign volunteers
2 people
Test music and microphone
2 people
Create a shopping list
2 people
Do the shopping
2 people
Check plots
3 people
Pack lots
3 people
Fill coolers
2 people
Open hall
2 people
Set up tables
4 people
Set out chairs
4 people
Set up registration desk
2 people
Display lots
4 people
Hang the plot sign
2 people
Set up the stage table
2 people
Set Up Microphone
2 people
Check lighting
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Staff the registration desk
2 people
Register visitors
2 people
Hand out bid cards
2 people
Explain the lots
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Open the auction
Announce lots
Register bids
2 people
Display lots
2 people
Refill drinks
2 people
Collect tableware
2 people
Restock break snacks
2 people
Record sales results
2 people
Process payments
3 people
Distribute Winning Lots
3 people
Mark remaining items
2 people
See visitors off
2 people

Aftercare

Close the register
2 people
Store lots securely
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Inventory Leftovers
2 people
Call unpaid lots
2 people
Transfer Proceeds
Return parcels
2 people
Return borrowed items
2 people
Archive payment details

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Stage table
Registration tablesqty 2
Lot tablesqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 8

Equipment

Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash boxqty 2
Calculatorsqty 3
USB sticksqty 2

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2
Washing-up bowlsqty 3

Decorations

Tableclothsqty 12
Plot Sign
Direction signsqty 6
Name badgesqty 120
Table numbersqty 12
Flower arrangementsqty 6
Lot cardsqty 120

Lighting

Table lampsqty 6
String lightsqty 4

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Trash binsqty 6
Rubber glovesqty 6

Paper goods

Bid cardsqty 120
Lot listsqty 150
Payment formsqty 150
Registration formsqty 150
Pensqty 40
Pencilsqty 20
Markersqty 12
Tapeqty 6
Labelsqty 300
Clipboardsqty 10
Envelopesqty 200
Receiptsqty 3

Other

Ropeqty 2
Scissorsqty 6
Utility knivesqty 2
Carry bagsqty 150
Packaging boxesqty 50
Bubble wrapqty 2
Gift ribbonqty 4
Roll containersqty 4

Tips

Set the auction goal and date before requesting donated lots. You need the date, venue details and collection deadline in the invitation so contributors know exactly what to provide and when.
Photograph and register each lot as soon as it arrives. Assign one lot number, a concise description and a display position to every item; do not leave the lot list until the final week.
Send invitations early enough to process registrations before the auction. Record dietary requirements as registrations arrive, rather than trying to collect them at the door.
Test the microphones, speakers, mixer, laptop, projector and screen in the actual room at least 24 hours before guests arrive. Check extension cords and power strips too, especially around the stage table and lot tables.
Prepare payment forms, the payment terminal, bid cards and a sign-up sheet together. Number bid cards in advance and give volunteers a simple handover process from winning bid to payment.

Frequently asked questions

How far in advance should I organise an auction night?: Set the date and reserve the room at least 8 to 12 weeks ahead. Book the auctioneer and start requesting lots immediately, then send invitations once the venue, date and basic auction rules are confirmed.
When should auction items be collected and catalogued?: Set a collection deadline 2 to 3 weeks before auction night. Photograph, register, describe and number each lot as it arrives, leaving the final week for checking the list and printing copies.
How many volunteers do I need for an auction night?: Plan for at least 1 volunteer at registration, 1 handling lot displays and 1 supporting payments, plus someone coordinating the room. Add one volunteer for roughly every 30 to 40 guests if the auction includes refreshments or many lots.
How much time should I allow for auction setup?: Allow 3 to 4 hours before guests arrive to arrange tables and chairs, set out the lots, prepare registration and test the sound and projection equipment. Keep at least 30 minutes free for last-minute payment or lot-list changes.

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.