Auction night checklist and planning guide

An auction night runs smoothly when item handling, bidder registration, payments, and room setup are planned in the right order. Start by confirming the venue and invitations, then gather and document every auction item before setting opening prices and printing catalogs. In the final days, prepare registration materials, payment equipment, refreshments, and staff assignments. On the day, allow time to label displays, test the microphone and speaker, and set up a clear registration and payment flow.

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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
Send invitations
2 people
Collect auction items
3 people
Process registrations
Collect dietary requirements
Register auction items
2 people
Create auction catalog
2 people
Set starting prices
2 people
Arrange payment method
Assign auction staff
Check the shopping list
Do the shopping
2 people
Check auction items
2 people
Label auction items
2 people
Print catalogs and forms
Prepare snacks
3 people
Chill drinks
2 people
Pack auction cases
2 people

Event

Set out the room layout
2 people
Set up tables and chairs
4 people
Display auction items
3 people
Set up registration desk
2 people
Test sound equipment
2 people
Set up the buffet and drinks table
3 people
Reception and registration
3 people
Distribute bidding numbers
2 people
Explain the auction rules
Run the auction
Register bids
2 people
Present the auction items
2 people
Serve snacks
2 people
Refill drinks
2 people
Handle payments
2 people
Hand out won items
3 people

Aftercare

Pack leftovers
2 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Complete auction administration
2 people
Follow up on unpaid amounts
Transfer the proceeds
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Presentation table
Buffet tablesqty 2

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Equipment

Microphone
Speaker
Laptop
Printer
Payment terminal
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Administration

Bid numbersqty 70
Auction catalogsqty 80
Registration formsqty 80
Sales receiptsqty 80
Notepadsqty 6
Ballpoint pensqty 30
Clipboardsqty 6
Calculatorsqty 2
Cash box
Label stickersqty 150
Printer paperqty 2

Decorations

Tableclothsqty 10
Name badgesqty 80
Welcome sign
Directional signsqty 6

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 8

Catering

Groceries

Tips

Set a firm deadline for auction items at least 7 days before the event. This leaves time to register each item, check its condition, assign a label, and include it in the catalog.
Close registrations and dietary requirements 3 to 5 days before auction night. Print registration forms, bid numbers, catalogs, and sales receipts only after the attendee details are final.
Assign separate people to registration, auction administration, payments, and item collection. For a busy auction, plan at least 2 people at the registration desk during the first 30 minutes.
Test the microphone, speaker, laptop, printer, and payment terminal before guests arrive. Keep extension cords, power strips, printer paper, pens, and a calculator together so a small technical problem does not stop the auction.
Set up the room in this order: tables and chairs, auction displays, registration desk, buffet and drinks table, then signage and paperwork. Keep sold-item collection and the cash box away from the main refreshment area to reduce queues and mix-ups.

Frequently asked questions

How far in advance should I start planning an auction night?: Start at least 6 weeks before the event to reserve the venue, send invitations, collect auction items, and arrange staff. Set the item and registration deadlines no later than 7 days and 3 to 5 days before the event.
How many auction items do I need for an auction night?: There is no fixed number, but plan the running order around the time available rather than collecting items indefinitely. Allow roughly 2 to 4 minutes per item for description, bidding, and recording, then add 30 minutes for registration and payment handling.
When should I print the auction catalog and forms?: Print the auction catalog, registration forms, bid numbers, and receipts 2 to 3 days before the event, after item details and starting prices are confirmed. Print a small spare batch of each form in case of changes or lost paperwork.
How long before the auction should the room be set up?: Allow at least 2 hours for tables, chairs, item displays, the registration desk, buffet, drinks, and equipment testing. Finish the microphone, speaker, laptop, and payment-terminal checks at least 30 minutes before guests arrive.

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