Estate Auction Checklist

An estate auction depends on accurate lot information, a clear bidding process, and a setup that keeps registration and payments moving. Start by fixing the auction date and venue, then prepare the terms, registration, lot numbers, photographs, and descriptions. In the final week, confirm the auctioneer, payment team, transport, and missing lot details. On the day, allow time to arrange tables, chairs, registration, payment, lot cards, bid numbers, and fragile items before guests arrive.

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

Confirm the auction date
Confirm the venue and room layout
2 people
Draft auction terms
2 people
Create registration form
Assemble prize list
3 people
Number the lots
3 people
Photograph lots
2 people
Write Lot Descriptions
2 people
Publish auction ad
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Make reservations
Confirm auctioneer
Assign the payment team
Check plots
4 people
Pack fragile items
3 people
Fill in missing lot details
2 people
Print lot cards
2 people
Prepare bid numbers
2 people
Check the shopping list
Do the shopping
3 people
Bring lots to the venue
4 people
Set up tables and chairs
4 people
Display lots by number
5 people
Place lot cards
3 people
Set up registration desk
2 people
Set up payment desk
2 people
Test sound system
2 people
Check the lighting
2 people
Hang up route signs
2 people
Chill drinks
2 people
Prepare coffee station
2 people
Conduct a safety check
2 people
Set out cash for the register
2 people
Set out refreshments
3 people
Prepare snacks
3 people
Hand out staff instructions

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Issue bid numbers
2 people
Arrange property viewings
3 people
Open the auction
2 people
Auction lots
3 people
Register sold lots
2 people
Take lots to the pickup area
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear tables
2 people
Process payments
3 people
Check auction item release
3 people
Mark unclaimed auction items
2 people
See off the last visitors
2 people

Aftercare

Pack leftovers
3 people
Close the register
2 people
Store lots securely
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Transfer lots to buyers
3 people
Follow up on outstanding payments
Sort remaining items
3 people
Return unsold items
3 people
Return borrowed materials
2 people
Handle the deposit and keys
Archive sales administration
2 people
Keep invoices and receipts
Send thank-you message
Transfer sales proceeds
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Foldable tablesqty 4
Registration desk
Payment counter
High tablesqty 6
Transport cartsqty 3

Equipment

Laptopqty 2
Printer
Speakerqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Calculatorsqty 3
Cash register
Payment terminal
Coolersqty 4
Hand trucksqty 2
Glue gunsqty 2
Staplersqty 3

Tableware

Coffee cupsqty 90
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice packsqty 16
Cutting boardsqty 4
Bread knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Coolersqty 2

Decorations

Tableclothsqty 12
Auction board
Directional signsqty 12
Welcome sign
Notice boardsqty 4
Photo framesqty 6
Table name cardsqty 20
Buntingqty 6

Lighting

LED lampsqty 12
Desk lampsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Paper goods

Registration formsqty 150
Bid cardsqty 150
Sales receiptsqty 150
Bid numbersqty 120
A4 paperqty 500
Notepadsqty 12
Ballpoint pensqty 40
Pencilsqty 20
Markersqty 12
Sticky notesqty 12
Adhesive labelsqty 500
Bindersqty 8
Envelopesqty 200
Receipt rollsqty 10
Paper wristbandsqty 150
Tapeqty 12
Packing tapeqty 12
Ropeqty 6
Cardboard sheetsqty 100
Bulletin board cardsqty 100
Plastic document sleevesqty 200
Clipboardsqty 12
Scissorsqty 6
Utility knivesqty 3
Rulersqty 4

Auction materials

Auction hammer
Field displaysqty 30
Presentation tablesqty 4
Number signsqty 120
Table numbersqty 20
Queue barriersqty 8
Barrier tapeqty 4
Storage cratesqty 30
Moving blanketsqty 20
Bubble wrapqty 4
Moving boxesqty 50
Wrapping paperqty 4
Carrier bagsqty 100
Hand terminalsqty 3
Cash boxqty 2
Document casesqty 4
Key labelsqty 50
Cable tiesqty 200
Work glovesqty 12

Tips

Finish the lot inventory before writing descriptions. Number every lot, photograph it, and fill in missing details before the auction ad is published so bidders receive consistent information.
Set a firm registration deadline and process forms as they arrive. Collect dietary requirements and send parking information before the event rather than trying to answer these questions at the registration desk.
Plan the room around three separate flows: registration, bidding, and payment. Place the registration desk near the entrance and keep the payment counter away from the auctioneer’s operating area.
Confirm transport capacity before moving the lots. Fragile items need secure packing, while hand trucks or transport carts can prevent damage and reduce the time needed to bring everything into the venue.
Complete a final equipment check at least 24 hours before the auction. Test the laptop, printer, microphone, speaker, payment terminal, cash register, extension cords, and chargers, and keep calculators available for payment checks.

Frequently asked questions

How far in advance should I plan an estate auction?: Start at least 4 to 6 weeks before the auction date. This gives you time to confirm the venue and auctioneer, prepare lot information, publish the advertisement, send invitations, and process registrations.
When should I number and photograph estate auction lots?: Number and photograph the lots after the inventory is checked, ideally 2 to 3 weeks before the auction. Write the descriptions only after missing details have been filled in, so the printed lot cards and published information match.
How many tables do I need for an estate auction?: Plan separate tables for registration, payment, lot display or sorting, and refreshments, then add at least 1 spare table for unexpected needs. Confirm the room layout early enough to check that there is also space for chairs, walkways, and transport carts.
When should I test the payment terminal and auction equipment?: Test the payment terminal, cash register, printer, microphone, speaker, laptop, and power connections at least 24 hours before guests arrive. Repeat a short check when setting up, because cables, chargers, and power strips are often left behind during transport.

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.