Auction shopping list: what to buy and bring

An auction needs more than tables and a hammer. You’ll need clear lot materials, a reliable way to take payments, working sound equipment, and enough cups, glasses and serving items for guests. Print the catalogue and lot lists before setup, then test the card terminal, printer and microphone on site. This list also helps you catch easy-to-forget items such as extension leads, change, coolers and a handcart for moving auction lots.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Foldable tablesqty 3
Clothes racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Laptop
Printer
Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Hand truckqty 2

Kitchen

Thermos flasksqty 6
Serving spoonsqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Ice packsqty 20

Auction materials

Bid numbersqty 100
Lot cardsqty 150
Adhesive labelsqty 300
Pensqty 30
Clipboardsqty 10
Cash boxqty 2
Calculatorsqty 3
Storage boxesqty 12

Decorations

Tableclothsqty 12
Buntingqty 10
Directional signsqty 8
Information boardsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 kg
- Assorted Tea - 200 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Milk - 12 liters
- Coffee creamer - 6 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Bitterballen - 400 pieces
- Mini cheese soufflés - 200 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Cheese cubes - 3 kg
- Sausage slices - 2 kg
- Grapes - 3 kg
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kg
- Baguettes - 8 pieces
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Paper plates - 150
- Stir sticks - 200 pieces
- Ice cubes - 10 kg
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Prepare at least one bidder number per registered bidder, plus 10% spare numbers for walk-ins, replacements or damaged cards.
Bring one lot card for every auction item and keep a spare stack of at least 10 cards. Number the cards to match the catalogue and the items on display.
Test the payment terminal, laptop and printer at least 24 hours before the auction, then pack a backup payment method and enough cash and change for opening transactions.
Count serving supplies against your guest list: plan at least one cup, glass, plate and cutlery set per guest, with 10% extra for breakages and replacements.
Pack extension leads, power strips and cable covers with the speakers, mixer and wireless microphone. Label each cable before loading so setup does not depend on guesswork.

Frequently asked questions

What do I need for a charity auction?: Bring bidder numbers, lot cards, a printed catalogue, sale cards, a payment terminal, a laptop and printer. You’ll also need tables for display and registration, chairs, a microphone, speakers and basic serving supplies if refreshments are provided.
How many bidder numbers should I print?: Print one number for every confirmed bidder and add at least 10% spare numbers. For 80 registered bidders, prepare 88 numbers so you can handle walk-ins, replacements and damaged cards.
How much tableware do I need for an auction?: Plan one coffee cup, glass, plate and cutlery set per expected guest, plus 10% extra. For 100 guests, prepare 110 of each item where possible, along with serving trays, serving spoons and tongs.
When should I test the auction equipment?: Test the payment terminal, printer, laptop, speakers and wireless microphone at least 24 hours before the event. Repeat a short sound and payment check during setup, ideally 2 hours before guests arrive.

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