Auction night checklist and planning timeline

An auction night runs smoothly when the work is split into clear stages: publish the date, register guests, prepare every lot, and set up payments before doors open. Give yourself time to photograph and number lots, write descriptions, print the catalog, and confirm the auctioneer and volunteers. On the day, keep registration, bidding, payment, and collection separate. This checklist helps you spot the details that are easy to leave until the last minute, especially equipment testing, dietary requirements, and secure lot storage.

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

Publish the auction date and times
2 people
Send invitations
2 people
Open registrations
Publish auction terms
2 people
Book the auctioneer
Recruit volunteers
2 people
Confirm venue and hall
2 people
Process registrations
2 people
Collect dietary requirements
Inventory auction lots
3 people
Number the lots
3 people
Write Lot Descriptions
2 people
Set minimum prices
2 people
Take parcel photos
2 people
Prepare the auction catalog
2 people
Print auction catalog
2 people
Record payment method
2 people
Reserve payment terminal
Order catering
2 people
Reserve chairs and tables
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
2 people
Bring lots to the venue
3 people
Store lots securely
2 people
Prepare registration lists
2 people
Create payment and receipt forms
2 people
Print lot stickers
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Display lots
4 people
Place lot signs
2 people
Set up auction tables
2 people
Connect the sound system
2 people
Test the microphone and speakers
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Hang up decorations
2 people
Lay out auction materials
2 people
Brief volunteers
2 people

Event

Staff the check-in desk
3 people
Register visitors
3 people
Issue bid numbers
2 people
Hand out auction catalogs
2 people
Explain the lots
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Announce auction rules
Auction lots
3 people
Register bids
2 people
Mark sold lots
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect used dishes
2 people
Check payments
2 people
Inform winners
2 people
Prepare lots for pickup
3 people
Hand out lots
3 people
Close the register
2 people

Aftercare

Store remaining lots securely
2 people
Follow up on outstanding payments
2 people
Report unclaimed lots
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Disconnect sound equipment
2 people
Return borrowed materials
2 people
Archive auction records
Transfer the proceeds
2 people
Send thank-you messages
2 people
Archive invoices and receipts

What to bring

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

Furniture

Tablesqty 12
Chairsqty 140
Registration desk
Lot tablesqty 6
Pickup tableqty 2
Stoolsqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Laptopqty 2
Printer
Presentation screen

Tableware

Coffee cupsqty 140
Glassesqty 180
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Bottle openersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12

Decorations

Tableclothsqty 12
Balloonsqty 100
Buntingqty 8
Flower arrangementsqty 8
Directional signsqty 8

Lighting

LED light stringsqty 6
Table lampsqty 6

Auction materials

Bid numbersqty 150
Plot signsqty 100
Lot stickersqty 120
Auction catalogsqty 150
Bid formsqty 200
Receipt copiesqty 150
Pen setsqty 30
Clipboardsqty 12
Crates for lotsqty 12
Cash box
Number standsqty 150
Storage binsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Towelsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Publish the auction date, opening time, and closing time before sending invitations, then open registrations early enough to process names and dietary requirements before catering is ordered.
Finish the lot inventory before writing descriptions or setting minimum prices. Number each lot consistently and match the number on the item, catalog entry, parcel photo, and collection record.
Test the wireless microphones, speakers, mixer, laptop, presentation screen, printer, and payment terminal at the venue at least one day before the auction. Pack extension cords and power strips with the equipment rather than assuming the venue has enough.
Set up separate areas for registration, lot viewing, payment, and collection. Keep valuable lots in secure storage until they are displayed, and do not leave paid items mixed with lots still awaiting payment.
Plan food and drinks around the auction schedule, not just the guest count. Confirm dietary requirements before ordering, and check that coffee cups, glasses, plates, cutlery, serving utensils, coolers, and thermos flasks are ready before guests arrive.

Frequently asked questions

How far in advance should I plan an auction night?: Start at least 6 to 8 weeks ahead. Publish the date, book the auctioneer and venue, recruit volunteers, and open registrations first; complete the catalog and equipment test during the final 7 days.
When should auction lots be numbered and photographed?: Inventory and number the lots 2 to 3 weeks before the event, then take parcel photos and write descriptions from that final list. Allow at least 3 days to proof and print the auction catalog.
How many volunteers do I need for an auction night?: Plan for at least 1 volunteer at registration, 1 at payments, 1 managing collection, and 1 to 2 handling lots and bidder queries. For a busy auction, add one person for every 30 to 40 expected guests.
When should I test the auction equipment?: Run a full sound, presentation, printing, and payment test at least 24 hours before doors open. Repeat a quick microphone and terminal check 60 minutes before guests arrive, with spare cables and a backup power strip ready.

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.