What you need for a charity auction

A charity auction needs more than auction items and bid sheets. Guests must be able to register, hear the auctioneer, view lots, eat comfortably and pay without delays. Plan furniture for both dining and display, then check the microphone, speakers, laptop and payment terminal before event day. Catering also requires separate service supplies, coffee equipment and a way to keep hot snacks at the right temperature. Use the full checklist below to track what must be bought, hired or brought along.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 kilo
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Salami - 2 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Grapes - 4 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free snacks - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 2 bottles
- Coffee filters - 2 boxes
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 6 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Nitrile gloves - 4 boxes
- Disinfectant wipes - 4 packs
- Paper bags - 150 pieces

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

Allow one chair per expected guest, plus a few spare seats for volunteers and late registrations. Use separate presentation tables so auction lots are visible without crowding dining tables.
Bring one microphone, a microphone stand, speakers and a mixer, then test the complete setup at the venue at least 24 hours before the auction. Pack extension cords and power strips with the audio equipment.
For plated catering, count one dinner plate, fork and knife per guest, with at least 10% extra. Add dessert plates and serving spoons separately; they are often forgotten when the menu includes cake or other desserts.
Plan coffee service independently from dinner service: provide coffee cups, coffee spoons, coffee machines and kettles, and check that the venue has enough power for all appliances running at once.
Prepare payment equipment before invitations go out. Test the payment terminal, printer and laptop at least 2 days beforehand, and keep printed payment forms available in case the connection fails.

Frequently asked questions

How many chairs do I need for a charity auction?: Plan one chair for every registered guest, plus 5 to 10 spare chairs for volunteers, speakers and unexpected attendees. Confirm the final number 3 to 5 days before the auction when registrations are nearly closed.
What equipment is needed for a charity auctioneer?: Use a microphone, microphone stand, speakers and mixer, with extension cords and power strips for the setup. Run a full sound check at least 24 hours before guests arrive, not just a quick microphone test.
How many plates and glasses should I buy for a charity auction?: Count one plate and one glass per guest, then add at least 10% extra for breakage and replacements. For 100 guests, that means at least 110 of each, plus separate dessert plates if dessert is served.
What payment supplies do I need for a charity auction?: Prepare a payment terminal, laptop, printer and printed payment forms, and test them at least 2 days before the event. Keep enough forms for every registered bidder, with 10% extra for corrections or duplicate receipts.

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