Charity auction checklist: what to arrange and when

A charity auction has two timelines: raising valuable auction items and preparing a smooth event night. Start by setting the date, fundraising goal, venue, and permit requirements, then secure the auctioneer and build the item catalog. In the final weeks, manage registrations, dietary requirements, volunteers, equipment, payments, and chilled supplies. This checklist keeps those jobs in the right order so donated items, guests, and the auction team are ready before doors open.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set auction date and goal
2 people
Reserve venue
Check permits
Book the auctioneer
Arrange music management
Present the charity
2 people
Approach sponsors
3 people
Acquire auction items
3 people
Register auction items
2 people
Photograph auction items
2 people
Set starting prices
2 people
Compile the auction catalog
2 people
Design invitations
Send invitations
2 people
Post online promotion
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder
Assign volunteers
2 people
Print the run sheet
Check the shopping list
2 people
Collect auction items
3 people
Do the shopping
3 people
Store chilled products
2 people
Check auction items
2 people
Prepare the payment procedure
2 people

Event

Open venue
2 people
Check the hall and toilets
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up auction table
3 people
Display auction items
4 people
Lay out auction numbers
2 people
Test sound equipment
2 people
Test presentation screen
Prepare snacks
4 people
Chill drinks
2 people
Set out coffee and tea
2 people
Staff the reception desk
3 people
Register guests
3 people
Hand out auction numbers
2 people
Serve welcome drinks
3 people
Give the opening speech
Explain the charity
Guide auction rounds
3 people
Register bids
3 people
Present the auction items
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Announce break
Restock the buffet
3 people
Process payments
3 people
Distribute prize items
3 people
Announce interim standings
Guide the Final Auction Round
3 people
Announce the final amount
See off guests
3 people
Secure cash
2 people

Aftercare

Pack auction items
3 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Lock up the venue
2 people
Follow up on outstanding payments
2 people
Deliver uncollected items
2 people
Return leftover materials
2 people
Transfer donation proceeds
2 people
Send thank-you message
2 people
Publish results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Dinner platesqty 120
Dessert platesqty 120
Glassesqty 150
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Payment terminal
Calculatorsqty 3

Lighting

Atmosphere lightsqty 10
LED string lightsqty 6

Decorations

Tableclothsqty 12
Napkin holdersqty 12
Flower arrangementsqty 12
Menusqty 120
Auction signsqty 120
Lot numbersqty 80
Wayfinding signsqty 8
Name badgesqty 120
Pensqty 30
Photo framesqty 20
Display standsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 10
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Waste binsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Start collecting auction items as soon as the date and fundraising goal are agreed. Record each item, take a clear photo, set a starting price, and confirm whether it needs special storage or collection.
Allow time for the auction catalog to be accurate before invitations go out. A last-minute item change can affect descriptions, photographs, starting prices, table displays, and the auctioneer’s preparation.
Test the full sound and presentation setup at the venue at least one day before the auction. Check both wireless microphones, speakers, microphone stands, the laptop, presentation screen, extension cords, and power strips from the auctioneer’s position.
Close registration early enough to use the numbers. Send the reminder after registrations are processed, then use the final guest count to plan seating, plates, glasses, coffee cups, dietary options, and buffet service.
Assign volunteers to specific jobs rather than giving everyone a general role. Include separate cover for guest registration, auction-item checks, payment-terminal support, calculations, collecting sold items, and keeping the run sheet on time.

Frequently asked questions

How far in advance should I plan a charity auction?: Start at least 8 to 12 weeks before the event. The venue, permits, auctioneer, sponsors, donated items, invitations, catalog, and volunteer rota all need time, and item collection often takes longer than expected.
How many auction items do I need for a charity auction?: There is no fixed number, but plan the running time before accepting more items. Allow roughly 2 to 4 minutes per live auction item, including bidding and payment notes, so 30 items can take about 1 to 2 hours.
When should I send charity auction invitations?: Send the main invitations about 4 to 6 weeks before the auction, with a clear registration deadline. Send a reminder 7 to 10 days before the event, once you have the latest timing and practical information.
When should I collect and check donated auction items?: Collect items no later than 3 to 7 days before the auction, and check every item again on the event day. This gives you time to photograph missing items, correct catalog details, arrange chilled storage, and alert the auctioneer to changes.

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.