What you need for a charity auction

A charity auction needs more than donated lots and a room. You need a clear registration point, tables for displaying items, bid cards, reliable payment equipment and enough servingware for guests. Plan equipment around the number of bidders, auction lots and volunteers rather than buying one of everything. The easiest items to forget are charging cables, extension cords, spare batteries, labels and secure storage materials for auction items before the event.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Brown rolls - 60 pieces
- White rolls - 60 pieces
- Whole grain bread - 4 loaves
- Butter - 4 packs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 8 tubs
- Chicken breast topping - 2 kilos
- Smoked salmon - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty crackers - 8 packs
- Olives - 6 jars
- Mixed nuts - 6 bags
- Raisins - 4 bags
- Mini quiches - 120 pieces
- Mini spring rolls - 120 pieces
- Stuffed wraps - 80 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 30 pieces
- Meatballs - 120 pieces
- Mustard - 3 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Chili sauce - 2 bottles
- Cookies - 8 packs
- Brownies - 80 pieces
- Apple pie - 6 pies
- Vegan cake - 2 cakes
- Gluten-free cookies - 4 packs
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Stir sticks - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

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 up a registration desk with a laptop or tablet, printed registration and payment forms, bid cards, pens and a printer or label printer. Have at least one charged device and one spare charging cable ready before guests arrive.
Match display space to the number of auction lots. Use auction tables with clear lot labels, and keep valuable or fragile items where volunteers can watch them throughout registration and the auction.
For card payments, prepare a card machine, charging cable, extension cord and power strip at least one day ahead. Test the connection and keep a second payment option available if the main device fails.
Count tableware by guest rather than by table: provide one plate, dessert plate, fork, knife, coffee cup and water glass per person, then add roughly 10% extra for breakages and replacements.
Check the room’s sound and lighting before setup. A sound system, wireless microphones, microphone stands and spare batteries should be tested several hours before the auction, while LED lamps help illuminate lot displays and payment areas.

Frequently asked questions

What do I need for a charity auction registration desk?: Prepare one desk, at least one laptop or tablet, registration and payment forms, bid cards, pens and a printer or label printer. For a busy event, use one registration point per 75 to 100 guests so queues stay manageable.
How many bid cards do I need for a charity auction?: Prepare one bid card for every registered bidder, plus at least 10% extra. For 100 bidders, print 110 cards and keep additional blank cards available for late registrations or replacements.
How much tableware do I need for a charity auction?: Plan one plate, dessert plate, fork, knife, coffee cup and water glass per guest, then add 10% extra. For 80 guests, that means at least 88 of each regularly used item, adjusted for the menu.
When should I test the auction equipment?: Test the sound system, microphones, laptops, tablets, card machine and lighting at least 3 hours before guests arrive. Charge devices the night before and keep spare batteries, charging cables and extension cords on site.

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