Charity auction checklist: what to arrange and when

A charity auction needs more than donated items and a lively auctioneer. You need a clear fundraising target, written auction terms, a reliable payment process and enough time to photograph, register and price every lot. Work backwards from the auction date: secure the venue and suppliers first, then build the lot list, invite guests and prepare the room. This checklist keeps registrations, bidding, catering, volunteers and item storage connected so small omissions do not cause delays on the night.

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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

Confirm auction date and location
Set the charity and fundraising goal
2 people
Set budget and admission price
2 people
Draft auction terms
2 people
Book the auctioneer
Arrange Music and Technical Support
2 people
Approach sponsors and donors
3 people
Collect auction items
3 people
Register auction items
2 people
Photograph auction items
2 people
Prepare lot list and starting bids
2 people
Set payment method
2 people
Send invitations
2 people
Publish online promotion
2 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Make reservations
Assign volunteers
2 people
Create run sheet and floor plan
2 people
Create payment and registration forms
2 people
Print auction lots and bid cards
2 people
Design signage
Collect auction items
3 people
Store auction items securely
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack lots
2 people
Set out cash and change
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up auction tables
3 people
Place lot cards
2 people
Hang up decorations
3 people
Set up the sound system
2 people
Test microphone
2 people
Check the lighting
2 people
Prepare snacks and drinks
3 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome guests
3 people
Distribute bidding numbers
2 people
Explain auction items
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Register bids
2 people
Open the auction
2 people
Auction lots
3 people
Check bids
2 people
Register sold lots
2 people
Serve break drinks
3 people
Secure auction proceeds in the meantime
2 people
Inform winners
2 people
Handle payments
3 people
Guide the handout of auction items
3 people
See off guests
2 people
Collect lost and found items
Store leftovers safely
2 people

Aftercare

Count auction proceeds
2 people
Take down the sound system
2 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Check keys and access
Return rental equipment
2 people
Follow up on outstanding payments
2 people
Transfer Proceeds
2 people
Send donors payment confirmation
2 people
Confirm winners' pickup arrangements
2 people
Archive auction records
Publish thank-you message
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Auction tableqty 2
Stoolsqty 4
Coat racksqty 2
Clothes hangersqty 40

Tableware

Platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 90
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Laptopsqty 2
Tabletsqty 2
Card machine
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Label printer
Printer
Spare batteriesqty 20

Lighting

LED lampsqty 8
Mood lightingqty 6
Lamp Standsqty 4

Decorations

Tableclothsqty 10
Chair coversqty 90
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 8
Wayfinding signsqty 8
Tapeqty 6
Ropeqty 2
Poster puttyqty 4
Photo framesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 10
Small bowlsqty 20
Pliersqty 8
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 8
Bottle openersqty 4
Wine openersqty 4
Ice containersqty 4

Catering

Groceries

Auction materials

Bid cardsqty 80
Bid cardsqty 100
Bid numbersqty 100
Lot stickersqty 100
Clipboard boardsqty 12
Pensqty 40
Markersqty 12
Notepadsqty 12
Cash box
Cash counting tray
Envelopesqty 120
Receiptsqty 150
Shipping boxesqty 30
Gift ribbonqty 4
Wrapping paperqty 6
Bubble wrapqty 2
Duct tapeqty 4
Scissorsqty 8
Calculatorsqty 4
Bindersqty 6
Storage cratesqty 12
Camera
Tripod

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 3
Toilet paper holdersqty 3

Safety

Flashlightsqty 4
Cable matsqty 8
Warning signsqty 4
Cable tapeqty 4

Tips

Set the fundraising goal, budget and admission price before approaching sponsors. Put the auction terms in writing, including payment deadlines, collection arrangements and what happens if a winning bidder does not pay.
Give donors a firm submission deadline at least 3–4 weeks before the auction. Photograph and register each item as it arrives, then store it securely with a matching lot number so nothing is lost or misidentified.
Prepare the lot list and starting bids at least 7 days before the event. Print bid cards, auction signage and registration forms, and keep a digital copy on a laptop or tablet in case printed materials go missing.
Build the run sheet around fixed timings: allow 30–45 minutes for guest registration, schedule payment immediately after the final lot, and brief volunteers on who handles cards, cash, winning bids and item collection.
Confirm technical and catering details no later than 7 days before the auction. Test the sound system and wireless microphones in the room, check extension cords and charging cables, and confirm dietary requirements and table settings with the caterer.

Frequently asked questions

How far in advance should I start planning a charity auction?: Start at least 10–12 weeks before the auction date. Book the venue and auctioneer first, then allow 3–4 weeks to secure, photograph and register donated items and at least 7 days to finalise the lot list and run sheet.
How many auction items do I need for a charity auction?: There is no fixed number, but plan the programme around the time available: a live lot usually takes 3–5 minutes to present and sell. For a 60-minute auction, prepare roughly 12–20 well-described lots rather than stretching the programme with unclear items.
When should charity auction invitations be sent?: Send invitations 4–6 weeks before the event and close registrations around 3–5 days beforehand. This gives you time to confirm attendance, collect dietary requirements and order the right amount of catering.
How long should guests have to pay for auction items?: Settle winning bids immediately after the auction, with a clearly stated deadline such as 30 minutes after the final lot. For unpaid or collected-later items, put the payment and collection deadline in the auction terms before guests bid.

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