How to organise a charity auction

A charity auction works best when the fundraising, event logistics and payment process are planned together. Start by confirming the charity, setting the date and venue, and fixing a budget before you approach sponsors or collect auction items. Each lot then needs a number, photograph, description and starting price so guests can browse the catalogue easily. Leave enough time for registration, catering, volunteers, sound checks and payment testing rather than treating them as last-minute jobs.

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

1
Set auction date
2 people
2
Reserve auction venue
2 people
3
Confirm the charity
2 people
4
Draft auction terms
2 people
5
Set the budget
2 people
6
Approach sponsors
3 people
7
Collect auction items
4 people
8
Register auction items
3 people
9
Photograph auction items
2 people
10
Number the lots
3 people
11
Create lot descriptions
3 people
12
Set starting prices
3 people
13
Compile the auction catalog
3 people
14
Design invitations
2 people
15
Send invitations
3 people
16
Post online promotion
2 people
17
Hang posters
3 people
18
Process registrations
2 people
19
Collect dietary requirements
2 people
20
Order catering
2 people
21
Assign volunteers
2 people
22
Confirm auctioneer
2 people
23
Test music and microphone
2 people
24
Record payment method
2 people
25
Prepare payment forms
2 people
26
Check the shopping list
2 people
27
Do the shopping
3 people
28
Bring in auction items
4 people
29
Set up the lots
4 people
30
Prepare registration table
2 people
31
Chill drinks
2 people
32
Prepare snacks
4 people
33
Set up tables
4 people
34
Set up chairs
4 people
35
Set up auction area
4 people
36
Display lots
4 people
37
Hang decorations
3 people
38
Set up lighting and sound
2 people
39
Prepare registration materials
2 people
40
Set up the payment point
2 people
41
Brief volunteers
4 people
42
Retest the equipment
2 people

Event

43
Staff the reception desk
2 people
44
Register guests
3 people
45
Hand out auction catalogs
2 people
46
Serve snacks
3 people
47
Serve drinks
2 people
48
Refill drinks
2 people
49
Explain the lots
2 people
50
Open the auction
51
Auction lots
3 people
52
Register bids
4 people
53
Mark sold lots
2 people
54
Restock break snacks
2 people
55
Process payments
3 people
56
Handing parcels over to buyers
3 people
57
Secure the proceeds
2 people
58
Close the auction

Aftercare

59
Collect lots and materials
4 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Clean the venue
4 people
64
Remove decorations
2 people
65
Pack equipment
2 people
66
Collect lost property
67
Store leftover food
2 people
68
Register unclaimed lots
2 people
69
Email no-show buyers
2 people
70
Check the auction proceeds
2 people
71
Transfer Proceeds
2 people
72
Thank sponsors
2 people
73
Return rented items
3 people
74
Archive auction records
2 people
75
Report proceeds to the charity
2 people

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

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

Confirm the charity and write down how proceeds, costs and donations will be handled before sponsors or donors are approached. This prevents disagreements when the first auction items arrive.
Set a firm cut-off for auction items, ideally at least 10 days before the event. You need time to photograph each lot, assign lot numbers, write descriptions, set starting prices and print the catalogue.
Use one registration record for every guest and capture dietary requirements before ordering catering. Print payment forms as a backup even if you plan to use a payment terminal.
Test the microphone, speakers, mixer and laptop at the venue at least one day before the auction. Check extension cords and power strips too, because a working microphone is useless if the setup cannot reach a safe power source.
Assign volunteers to specific points: registration, lot display, bidder support, payment and pack-down. Keep a written payment record and arrange how winning bidders will collect their items before bidding starts.

Frequently asked questions

How far in advance should you organise a charity auction?: Allow at least 8 to 12 weeks for a small charity auction. This gives you time to confirm the charity and venue, collect items, promote the event, arrange catering and test the payment process.
When should auction items be collected?: Set the final collection deadline about 10 days before the auction. Items received by then can be photographed, numbered, described, priced and included in the printed or digital catalogue.
How many auction items do you need for a charity auction?: For a small event, plan roughly 20 to 40 lots, depending on the number of guests and the length of the programme. A clear catalogue with fewer well-presented lots is easier to manage than a long list assembled at the last minute.
How do you handle payments at a charity auction?: Record the payment method for each winning bidder and prepare both a payment terminal and printed payment forms. Test the terminal and bring a backup process at least one day before the event so payments do not delay collection.

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.