What you need for an auction night

An auction night needs more than tables and refreshments. Guests must be able to register quickly, see each lot clearly, hear the auctioneer, record bids, and pay without confusion. Plan separate supplies for registration, lot displays, the auction area, food and drinks, and payment. Buy or borrow items early, especially microphones, speakers, a payment terminal, coffee equipment, and enough extension cords for the room layout.

Organize this event for free with Lizzt

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
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini sandwiches - 240 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Snack nuts - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Mini pastries - 240 pieces
- Cake - 8 pieces
- Cookies - 10 packs
- Lemons - 3 kilos
- Herbal tea - 2 boxes
- Straws - 200 pieces
- Napkins - 500 pieces
- Coffee filters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Garbage bags - 4 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs

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 up separate registration tables and allow at least one chair per volunteer working there. Keep bid cards, payment forms, sign-up sheets, and printed lot lists together so guests do not queue at several places.
Give every lot a clearly visible number and place the matching lot list nearby. Use serving trays or small bowls for smaller items, and photograph or describe anything that guests cannot inspect easily from the room.
Test the wireless microphones, mixer, speakers, laptop, projector, and projection screen at least 2 hours before guests arrive. Bring extension cords and power strips, and check that cables do not cross walking routes.
For drinks, count one coffee cup or glass per guest for each service round, then add 10% spare. Provide coffee machines, kettles, thermos flasks, coolers, plates, cutlery, serving spoons, and trays before volunteers start serving.
Keep the payment terminal, payment forms, pens, and a clear payment queue at the exit. Charge and test the terminal before doors open, and bring a backup payment method if the venue’s connection is unreliable.

Frequently asked questions

What do I need for an auction night?: Prepare furniture for guests, registration, and lots; bid cards and payment forms; microphones and speakers; a laptop, projector, and screen; refreshments; and payment equipment. Keep at least 10% spare cups, glasses, plates, and cutlery beyond your guest count.
How many chairs and tables do I need for an auction?: Provide one chair per expected guest, plus seats for volunteers and the auctioneer. Plan separate tables for registration, the stage or auctioneer, and lot displays; allow at least 1 metre of clear access around each table.
How early should I prepare auction night supplies?: Confirm borrowed or hired equipment at least 2 weeks before the event. Finish shopping for disposable supplies and refreshments 2 to 3 days beforehand, then test all AV and payment equipment at least 2 hours before doors open.
How many glasses and coffee cups do I need for an auction night?: Start with one glass and one coffee cup per expected guest for each planned service round, then add 10% spare. For a 50-person event with one service round, prepare at least 55 of each, unless you have a reliable washing setup.

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.