Auction shopping list: what to buy and bring

An auction needs more than lots and a bidding system. You also need a clear way to display items, identify lots, record bids, take payments and keep guests comfortable while the sale runs. Plan tables, clothing racks or transport carts according to the types of lots you have. For refreshments, count crockery and drinks for the full audience, not only registered bidders. This list helps you check the easy-to-forget supplies before auction day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Stoolsqty 6
Clothes racksqty 4
Transport cartsqty 3
High tablesqty 6

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Cash register
Coolersqty 4
Flashlightsqty 4

Tableware

Platesqty 120
Coffee cupsqty 100
Glassesqty 120
Wine glassesqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pitcherqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 10
Pliersqty 8
Coolersqty 4

Decorations

Tableclothsqty 14
Directional signsqty 8
Welcome sign
Number signsqty 110
Plot signsqty 120
Poster puttyqty 4
Presentation matsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 12
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea selection - 200 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Bitterballen - 600 pieces
- Mini cheese soufflés - 300 pieces
- Mini spring rolls - 300 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Savory nuts - 6 bags
- Salty sticks - 4 bags
- Cheese cubes - 3 kilo
- Dry sausage - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Baguettes - 12 pieces
- Crackers - 8 packs
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Ham - 1 kilo
- Chicken breast slices - 1 kilo
- Vegetarian Spread - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olives - 2 kilos
- Pickles - 2 jars
- Napkins - 600 pieces
- Paper snack trays - 600 pieces
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Ice cubes - 20 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Trash bags - 60 pieces
- Freezer bags - 2 boxes
- Aluminium trays - 50 pieces
- Labels - 300 pieces
- Pens - 30 pieces
- Markers - 12 pieces
- Notepads - 10 pieces
- A4 paper - 2 packs
- Envelopes - 150 pieces
- Tape - 6 rolls
- Rope - 2 rolls
- Duct tape - 4 rolls
- Change coins - 150 euro
- Change money notes - 350 euro

Tips

Prepare one numbered lot card for every auction item, plus at least 10 spare cards for last-minute additions or replacements. Keep printed lot descriptions and photos together so the auctioneer can identify each item quickly.
Count seating and display furniture separately. Use tables for small lots, clothing racks for garments and transport carts for heavy or grouped items; allow a clear route between the display area and the bidding area.
Test the microphone, speakers, projector, printer and payment equipment at least 24 hours before the auction. Pack extension cables and power strips with the equipment instead of assuming the venue will provide them.
For drinks, plan two to three servings per guest for the first hour, then about one serving per guest for each additional hour. Put drinks in cool boxes before guests arrive and keep coffee, hot water and thermos flasks ready for refills.
Bring more printed materials than the exact registration count: print around 10% extra bidder numbers, programs and payment records. Pack pens, tape, labels and a cash register or card terminal in one clearly marked checkout box.

Frequently asked questions

What do I need for an auction at home or in a small venue?: You need display tables or racks, lot cards, bidder numbers, printed descriptions, a microphone if the room is large, and a way to accept payments. Add seating, glasses, cups and drinks based on the number of guests, plus at least 10% extra printed materials.
How many tables do I need for an auction?: The number depends on the size and type of the lots, but plan one standard table for every 10 to 15 small lots as a starting point. Add clothing racks for garments and transport carts for heavy items so tables do not become overcrowded.
How much food and drink should I buy for an auction?: Plan two to three drinks per person during the first hour and one more per person for every additional hour. For snacks or light catering, count one serving per guest and add 10% for volunteers, staff and unexpected attendees.
How early should I prepare auction supplies?: Order or collect equipment at least one week before the auction, and finish printing lot cards, programs and bidder numbers 24 to 48 hours beforehand. Test payment, sound and projection equipment at least 24 hours before guests arrive.

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.