What you need for a company auction

A company auction needs more than lots and a bidding table. You also need a clear registration point, a working payment setup, enough equipment for the auctioneer, and practical supplies for displaying and moving items. Plan tableware and drinks around the number of registered visitors, then add a small buffer so the coffee station and payment desk do not run short. Use this list alongside your lot catalogue and venue plan before shopping.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé wine - 6 bottles
- Bubbles - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Party nuts - 4 kilograms
- Olives - 3 jars
- Mixed cheese - 4 kilograms
- Fuet - 2 kilogram
- Grapes - 4 kilograms
- Apples - 4 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 2 kilograms
- Tzatziki - 2 kilogram
- Baguettes - 15 pieces
- Mini wraps - 100 pieces
- Cream cheese - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Young cheese slices - 2 kilograms
- Hummus wraps - 40 pieces
- Chicken satay - 100 pieces
- Vegetarian quiche - 6 pieces
- Green salad - 6 kilograms
- Pasta salad - 6 kilogram
- Potato salad - 5 kilograms
- Tomato soup - 10 liters
- Baguettes for buffet - 12 pieces
- Herb butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 3 kilograms
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Aluminum trays - 100 pieces
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tips

Set up separate registration and payment desks. Allow one laptop, printer and payment terminal for each active desk, plus charging cables and a power strip at both stations.
Plan seating and display furniture by function: tables for lots, buffet tables for catering, chairs for guests, and high tables or bar stools for standing conversations. Keep transport carts available for moving heavier lots.
For the first hour, allow two to three drinks per guest, then one drink per guest per hour. Match coffee cups, water glasses, wine glasses and beer glasses to the confirmed visitor list, adding at least 10% extra.
Test the sound system, wireless microphone, presentation screen and laptop before guests arrive. Pack extension cords, power strips and flashlights; auction venues often have too few accessible sockets and poor light around lot labels.
Prepare the payment desk before bringing lots into the room. Keep bid cards, printed catalogues, lot labels, a printer and payment supplies together, and leave a clear route for transport carts from unloading to the display area.

Frequently asked questions

How much food and drink do I need for a company auction?: For the first hour, budget two to three drinks per guest, then one drink per guest per hour. Order catering from the confirmed visitor list, and add about 10% extra portions and tableware for late registrations or breakage.
How many chairs and tables do I need for a company auction?: Provide one chair per expected seated guest and use separate tables for registration, payments, lots and catering. Finalise the quantities after registrations close, ideally at least 48 hours before the auction.
What equipment is needed at the payment desk?: Prepare a laptop, printer, payment terminal, charging cables, power strips and the required payment materials. Test every device at least one day before the auction and keep a backup power connection available.
When should I buy supplies for a company auction?: Buy disposable supplies, drinks and catering items after the visitor list and dietary requirements are confirmed, usually two to three days before the event. Check equipment, printed catalogues and lot labels no later than the day before.

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