What you need for an auction night

An auction night needs more than auction items and a room. You will need a clear registration setup, bid numbers, printed catalogs, payment supplies and a reliable way to announce each lot. Plan drinks and snacks for the full evening, then add time for chilling, labeling and packing everything. This shopping list covers the practical supplies that are easy to overlook until guests are already arriving.

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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
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Baguettes - 10 pieces
- Butter - 1 kilogram
- Herb butter - 8 tubs
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Salami - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Olives - 4 jars
- Mixed nuts - 2 kilograms
- Mini frikandel rolls - 120 pieces
- Mini cheese rolls - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Apples - 40 pieces
- Grapes - 4 kilograms
- Brownies - 80 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 10 pieces
- Trash bags - 50 pieces

Tips

Prepare at least one bid number, registration form and pen per guest, plus 10% extra for replacements. Keep the numbers at the registration desk with clipboards so guests can complete the process quickly.
Print auction catalogs, forms and receipts before event day, and bring spare printer paper. Print at least 10% more copies than your expected guest count in case of damage, changes or late registrations.
Allow one glass per guest for the first serving round, then add 20% extra for breakage and refills. Chill drinks several hours before guests arrive and use coolers if the buffet refrigerator is too small.
Bring a payment terminal, cash box and calculators even if most guests are expected to pay electronically. Test the terminal and sound equipment at least 60 minutes before registration opens.
Label every auction item before doors open and keep label stickers, notepads and pens at the display tables. This prevents winning bids, receipts and items from being matched incorrectly during collection.

Frequently asked questions

What supplies do I need for an auction night?: Plan for bid numbers, auction catalogs, registration forms, sales receipts, pens, clipboards and label stickers. You also need tables, chairs, display and buffet equipment, glasses, plates, cutlery, drinks, snacks, a microphone, speaker and payment method.
How many bid numbers and catalogs should I print?: Prepare one bid number and one catalog per registered guest, plus at least 10% extra. For 80 guests, print 88 numbers and catalogs so late registrations and replacements are covered.
How much food and drink do I need for an auction evening?: Allow about two to three drinks per person during the first hour, then one drink per person for each additional hour. For snacks, plan roughly 6 to 8 small portions per guest when the auction is not a full dinner.
When should I prepare the auction supplies?: Collect and label auction items at least one day before the event. Print catalogs and forms the day before, chill drinks several hours ahead, and finish the room and equipment check at least 60 minutes before registration.

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