Bike auction checklist: what to arrange and when

A bike auction involves more than displaying bicycles and calling out bids. Before invitations go out, you need a venue, registration process, payment facility and a reliable record for every bike. Each bicycle also needs an ownership check, technical inspection, auction number and catalogue entry. Use this checklist to move from planning and bike preparation to auction-day setup, with enough time to test payments and brief the team before buyers arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish auction date
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve auction venue
Reserve payment facility
Register auction bikes
3 people
Check bicycles for ownership
2 people
Inspect bikes technically
3 people
Clean bicycles
3 people
Carry out minor repairs
3 people
Assign auction numbers
2 people
Enter bike details
2 people
Create auction catalog
2 people
Print the catalog
Prepare ticket labels
2 people
Do the shopping
2 people
Test payment procedure
2 people
Brief the auction team
4 people
Open venue
2 people
Unload the bikes
5 people
Set up bikes
5 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Connect the sound system
2 people
Hang up signage
2 people
Set up the coffee station
2 people
Check the bikes and catalog
3 people
Test auction counter
2 people

Event

Register visitors
3 people
Issue bid cards
2 people
Show bikes
3 people
Open the auction
Auction bicycles
3 people
Record sales results
2 people
Refill drinks
2 people
Handle payments
3 people
Hand out bikes
4 people
Mark unsold bikes
2 people
Close the auction desk
2 people

Aftercare

Dismantle furniture
4 people
Store bicycles safely
3 people
Collect waste
3 people
Clean the venue
3 people
Inventory supplies
2 people
Return rental equipment
2 people
Follow up on unpaid lots
Handle unsold bikes
2 people

What to bring

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

Furniture

Registration tablesqty 2
Auction tablesqty 2
Chairsqty 100
Bicycle racksqty 8
Bicycle standsqty 80
Bollardsqty 8

Sports equipment

Auction bikesqty 80

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Laptop
Printer
Payment terminalsqty 2
Barcode scannersqty 2
Extension cordsqty 6
Power stripsqty 6
Bike pumpsqty 3
Bike repair standsqty 2
Tool casesqty 2
Cash boxqty 2

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Decorations

Auction banner
Signage boardsqty 12
Ticket holdersqty 80

Stationery

Bid cardsqty 120
Clipboardsqty 6
Pensqty 30
Receipt bookletsqty 4

Cleaning

Waste binsqty 8
Cleaning cart

Catering

Groceries

Tips

Set the auction date only after confirming the venue and payment facility. Publish the date once both are secured, then allow at least two weeks for invitations and registrations.
Give every bicycle one auction number and one complete catalogue entry. Record ownership details, technical findings and any minor repairs before printing the catalogue, rather than correcting it at the registration desk.
Test the full payment procedure before auction day, including payment terminals, barcode scanners and printed or digital records. A short test with at least two payment methods can expose missing cables, power strips or account settings.
Open the venue early enough to unload and position the bikes before registration starts. Keep registration tables, ticket holders, bid cards and pens together, and leave clear routes between bicycle stands, auction tables and seating.
Brief the auction team before doors open on bid handling, microphone use, bike numbers and payment handover. Check the sound system and wireless microphones in the actual room, because a setup that works in a small office may not cover the auction space.

Frequently asked questions

How far in advance should I announce a bike auction?: Publish the auction date at least two weeks before the event so buyers have time to register and plan their visit. Close or review registrations early enough to collect dietary requirements and prepare the registration desk.
How long does it take to prepare bikes for auction?: Allow several days for ownership checks, technical inspections, cleaning and minor repairs, depending on the number of bikes. Finish the bike records and assign auction numbers before printing the catalogue.
What should be tested before a bike auction starts?: Test payment terminals, barcode scanners, the laptop, printer and the complete payment process before auction day. On site, test the sound system and wireless microphones after the speakers and extension cords are connected.
How early should the venue open on auction day?: Open early enough to unload and arrange all bikes before guests arrive; allow at least 90 minutes for a medium-sized setup. Use that time for tables, chairs, bicycle stands, signage, registration materials and a final team briefing.

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