Company auction checklist: what to arrange and when

A company auction involves more than displaying lots and calling bidders to the room. You need time to inventory, photograph and describe every lot, prepare the catalog, register visitors and set up payment before guests arrive. This checklist covers the main sequence, from confirming the date and auctioneer to bringing the lots, testing the microphone and closing the payment desk. Start early if the catalog must be printed or the lots need transport.

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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 the auction date
Set the auction location
Book the auctioneer
Draft invitations
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Set payment terms
2 people
Create registration forms
Assign lot numbers
2 people
Inventory the lots
3 people
Photograph lots
2 people
Describe lots
2 people
Set Lot Prices
2 people
Compile the catalog
2 people
Have catalogue printed
Print plot labels
Prepare bid cards
2 people
Prepare the payment desk
2 people
Order catering
Test the equipment
2 people
Confirm the visitor list
Send reminder
Do the shopping
2 people
Bring lots to the venue
3 people
Check plots
2 people
Set up tables and chairs
4 people
Set up auction stage
3 people
Display lots
4 people
Label the plots
2 people
Lay out catalogs
2 people
Set up registration desk
2 people
Set up the payment point
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up the buffet
3 people
Test audio and microphone
2 people
Post auction rules

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Issue bid cards
2 people
Present the lots
2 people
Explain the auction rules
Guide the first auction round
3 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Register sold lots
2 people
Record bids
2 people
Support the second auction round
3 people
Serve the buffet
3 people
Guide the third auction round
3 people
Process payments
3 people
Support distribution of purchases
3 people
Mark unsold lots
2 people
Check final payments
2 people
Wave goodbye to visitors
2 people
Collect lost and found items

Aftercare

Store lots securely
3 people
Secure cash and documents
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
3 people
Dismantle technical equipment
2 people
Follow up on outstanding payments
2 people
Handle unsold lots
2 people
Process lot proceeds
2 people
Send buyer emails
Check leftovers
2 people
Return rental items
2 people
Archive sales administration

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 6
Buffet tablesqty 3
Registration desk
Payment desk
High tablesqty 6
Clothes racksqty 2
Transport cartsqty 3

Equipment

Laptopqty 2
Printer
Payment terminalqty 2
Sound system
Wireless microphoneqty 2
Presentation screen
Extension cordsqty 6
Power stripsqty 8
Charging cablesqty 6
Flashlightsqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Beer glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chicken thighsqty 4
Serving traysqty 8
Food warmersqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 12
Directional signsqty 8
Welcome sign
Auction rules boardqty 2
Plot signsqty 120
Bid cardsqty 100
Catalogsqty 100
Plot labelsqty 120
Name stickersqty 100
Pensqty 120
Clipboardsqty 20
Tapeqty 8
Scissorsqty 6
Markersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 8
Hand soap dispensersqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Table lampsqty 6

Catering

Groceries

Tips

Confirm the date, venue and auctioneer before sending invitations. Give yourself at least 6–8 weeks if you need printed catalogs, catering and equipment hire.
Inventory every lot before assigning lot numbers. Photograph and describe each item in the same order, then use that information for the catalog, lot labels and bid cards.
Set payment terms before registration opens. Decide which payment methods the payment terminal will accept, who runs the payment desk and how winning bids are recorded.
Close guest registration 3–5 days before the auction, then send a reminder with the start time, venue details and payment information. Use the final visitor list to check seating and catering numbers.
Test the sound system, wireless microphone, presentation screen, laptop, printer and payment terminal at the venue at least 2 hours before doors open. Bring extension cords, power strips, charging cables and flashlights as backups.

Frequently asked questions

How far in advance should I organise a company auction?: Allow 6–8 weeks for a straightforward auction. Start earlier if there are many lots, a printed catalog, specialist transport or a large catering order.
When should auction lots be photographed and numbered?: Complete the inventory first, then assign lot numbers before photographing and writing descriptions. Aim to finish the lot data at least 2 weeks before the auction so the catalog and labels can be prepared.
How long before a company auction should invitations be sent?: Send invitations 4–6 weeks before the event and request registrations by 3–5 days before auction day. Send the final reminder once the visitor list and dietary requirements are confirmed.
What equipment should be tested before the auction starts?: Test the microphone, sound system, presentation screen, laptop, printer and payment terminal at least 2 hours before guests arrive. Check every extension cord, power strip and charging cable while the equipment is connected.

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.