What to Buy for an Auction Night

An auction night needs more than numbered lots and a bidder list. You will need a clear registration point, reliable sound equipment, payment supplies, refreshments and a secure way to handle items before pickup. Plan quantities around your guest count, then add a small buffer for cups, plates and printed catalogs. This checklist helps you buy or bring the items that are easy to overlook, especially payment equipment, extension leads and storage containers for smaller lots.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Coffee milk - 8 packs
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Granulated sugar - 3 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 8 jars
- Cucumber - 10 pieces
- Cherry tomatoes - 8 trays
- Grapes - 6 kilos
- Apples - 80 pieces
- Cheese cubes - 6 kilos
- Brie - 12 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Baguettes - 20 pieces
- Toast crackers - 20 packs
- Crackers - 12 packs
- Vegetable spread - 8 containers
- Mini quiches - 240 pieces
- Vegetarian puff pastry snacks - 240 pieces
- Bitterballen - 240 pieces
- Vegan snacks - 120 pieces
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Ice cubes - 20 kilo
- Lemons - 20 pieces
- Peppermints - 6 bags
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Stirrers - 500 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Aluminum trash bags - 30 pieces
- Velcro - 4 rolls
- Tape - 12 rolls
- Marker pens - 3 boxes

Tips

Plan one registration table, one payment or pickup table, and separate lot tables so bidders can browse without blocking the entrance. For 50 guests, allow at least 3–4 tables for lots and 2 chairs at the registration desk.
For drinks, allow 2–3 servings per person during the first hour, then about 1 serving per person for each additional hour. Bring extra coffee cups and glasses, plus at least one kettle or coffee machine for every 30–40 guests.
Print one auction catalog per registered household or bidder, plus 10 extra copies. Keep a laptop and printer available for last-minute registration changes, and bring extension cords and power strips rather than relying on venue equipment.
Reserve a payment terminal at least 7 days before the auction and confirm its connection on the day. Pack a charger, a recorded payment method, and a secure place for receipts or payment records.
Bring storage bins for small lots, labels and packing materials at least 1 day before the event. Keep valuable lots in a secured area until the auction starts, and set aside a clearly marked pickup table for sold items.

Frequently asked questions

What should I buy for an auction night?: Buy or bring refreshments, cups, glasses, plates, cutlery, serving platters and basic kitchen equipment. You also need printed catalogs, labels, storage bins, a payment terminal and the cables required for microphones, speakers and a laptop.
How many drinks do I need for an auction?: Plan 2–3 drinks per person for the first hour, then about 1 drink per person for every additional hour. Add 10% extra cups and glasses so you are not short when guests stay longer or items are collected.
How many auction catalogs should I print?: Print one catalog per registered household or bidder, plus 10 extra copies. Finish printing at least 1 day before the auction so there is time to correct missing lot numbers or descriptions.
When should I reserve the payment terminal for an auction?: Reserve it at least 7 days in advance and test the connection on the day of the auction. Keep the charger and payment records together at the registration or payment desk, not in the equipment case.

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