Charity auction checklist: what to arrange and when

A charity auction needs more than donated items and an auctioneer. You must confirm the charity, venue and auction terms before promoting the event, then catalogue and price every lot before invitations go out. This checklist covers the practical sequence, from collecting and photographing items to registering guests, serving food and taking payments. It also helps you spot details that are often left until the last week, such as dietary requirements, microphone testing and clearly labelled lots.

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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

Set auction date
2 people
Reserve auction venue
2 people
Confirm the charity
2 people
Draft auction terms
2 people
Set the budget
2 people
Approach sponsors
3 people
Collect auction items
4 people
Register auction items
3 people
Photograph auction items
2 people
Number the lots
3 people
Create lot descriptions
3 people
Set starting prices
3 people
Compile the auction catalog
3 people
Design invitations
2 people
Send invitations
3 people
Post online promotion
2 people
Hang posters
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Order catering
2 people
Assign volunteers
2 people
Confirm auctioneer
2 people
Test music and microphone
2 people
Record payment method
2 people
Prepare payment forms
2 people
Check the shopping list
2 people
Do the shopping
3 people
Bring in auction items
4 people
Set up the lots
4 people
Prepare registration table
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up tables
4 people
Set up chairs
4 people
Set up auction area
4 people
Display lots
4 people
Hang decorations
3 people
Set up lighting and sound
2 people
Prepare registration materials
2 people
Set up the payment point
2 people
Brief volunteers
4 people
Retest the equipment
2 people

Event

Staff the reception desk
2 people
Register guests
3 people
Hand out auction catalogs
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Explain the lots
2 people
Open the auction
Auction lots
3 people
Register bids
4 people
Mark sold lots
2 people
Restock break snacks
2 people
Process payments
3 people
Handing parcels over to buyers
3 people
Secure the proceeds
2 people
Close the auction

Aftercare

Collect lots and materials
4 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Remove decorations
2 people
Pack equipment
2 people
Collect lost property
Store leftover food
2 people
Register unclaimed lots
2 people
Email no-show buyers
2 people
Check the auction proceeds
2 people
Transfer Proceeds
2 people
Thank sponsors
2 people
Return rented items
3 people
Archive auction records
2 people
Report proceeds to the charity
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Stoolsqty 6
Clothes racksqty 2
Presentation tablesqty 4
Bollardsqty 8

Tableware

Platesqty 120
Dessert platesqty 120
Glassesqty 150
Coffee cupsqty 100
Coffee spoonsqty 100
Forksqty 120
Knivesqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 8

Equipment

Microphoneqty 2
Speakersqty 2
Mixer
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Laptopqty 2
Printer
Label printer
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Snack warmersqty 4

Lighting

String lightsqty 6
Standing lampsqty 4

Decorations

Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Charity bannerqty 2
Directional signsqty 10
Photo framesqty 10

Catering

Pitchersqty 12
Thermos flasksqty 6
Drink dispensersqty 4
Ice packsqty 16
Serving cartsqty 2
Groceries

Paperwork

Auction catalogsqty 150
Bid formsqty 150
Registration formsqty 150
Payment receiptsqty 150
Bid cardsqty 120
Announcement postersqty 30
Name stickersqty 150
Pensqty 80
Markersqty 12
Sticky notesqty 10
Printer paperqty 2
Clipboardsqty 12
Envelopesqty 200
Tapeqty 8
Ropeqty 2
Scissorsqty 6
Staplersqty 4
Staplesqty 4
Labelsqty 300
Cash register rollsqty 4
Cash box
Bid signsqty 120
Reserve bidding signsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Spongesqty 12
Cleaning clothsqty 24
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet brushesqty 4
Hand broomsqty 4
Waste binsqty 10
Trash bin linersqty 30

Auction materials

Auction hammer
Auction stand
Presentation boardqty 2
Parcel cratesqty 20
Transport cartsqty 3
Tarpaulinsqty 6
Ratchet strapsqty 12
Portable display casesqty 4

Tips

Set the auction date only after checking the venue and auctioneer’s availability. Allow at least 8–12 weeks for collecting lots, approaching sponsors and promoting the event.
Give every auction item a lot number, photograph and short description before printing the catalogue. Keep a master list with the donor, starting price and final sale price.
Decide how guests will pay before sending invitations. Test the payment terminal, prepare payment forms and keep a laptop and printer available for registration or last-minute updates.
Confirm catering numbers after collecting dietary requirements, ideally 7–10 days before the auction. Plan serving platters, trays, plates, glasses and separate coffee equipment rather than relying on the venue’s supplies.
Test the microphone, speakers and mixer in the actual room at least 2 hours before guests arrive. Check extension cords, power strips and the microphone stand, and keep the auctioneer’s lot order beside the sound desk.

Frequently asked questions

How far in advance should I plan a charity auction?: Start planning 8–12 weeks before the auction date. That gives you time to confirm the charity and venue, collect and catalogue lots, approach sponsors, recruit volunteers and send invitations.
How many auction items do I need for a charity auction?: There is no fixed number, but each item needs a lot number, photograph, description and starting price. Set a deadline at least 3–4 weeks before the event for donated items so the catalogue and promotion can be completed.
When should I confirm catering for a charity auction?: Collect dietary requirements during registration and confirm the catering order 7–10 days before the event. Recheck the final guest count and serving plan 48 hours beforehand.
When should I test the sound system at a charity auction?: Test the microphone, speakers and mixer in the venue at least 2 hours before guests arrive. This leaves time to solve cable, power or feedback problems before registration starts.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.