How to organise a charity auction without losing track

Start by fixing the date, venue, charity and fundraising target before asking for donations. Then build the auction around the items you can secure: record each lot, photograph it, set a starting bid and write clear terms. Guest registration, payment and catering need decisions early enough to avoid last-minute changes. In the final week, confirm the auctioneer, technical setup, volunteers and room layout, then use one run sheet to keep the evening moving.

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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

1
Confirm auction date and location
2
Set the charity and fundraising goal
2 people
3
Set budget and admission price
2 people
4
Draft auction terms
2 people
5
Book the auctioneer
6
Arrange Music and Technical Support
2 people
7
Approach sponsors and donors
3 people
8
Collect auction items
3 people
9
Register auction items
2 people
10
Photograph auction items
2 people
11
Prepare lot list and starting bids
2 people
12
Set payment method
2 people
13
Send invitations
2 people
14
Publish online promotion
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Order catering
2 people
18
Make reservations
19
Assign volunteers
2 people
20
Create run sheet and floor plan
2 people
21
Create payment and registration forms
2 people
22
Print auction lots and bid cards
2 people
23
Design signage
24
Collect auction items
3 people
25
Store auction items securely
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Pack lots
2 people
30
Set out cash and change
2 people
31
Open venue
2 people
32
Set up tables and chairs
4 people
33
Set up registration desk
2 people
34
Set up auction tables
3 people
35
Place lot cards
2 people
36
Hang up decorations
3 people
37
Set up the sound system
2 people
38
Test microphone
2 people
39
Check the lighting
2 people
40
Prepare snacks and drinks
3 people
41
Brief volunteers
2 people

Event

42
Staff the registration desk
2 people
43
Welcome guests
3 people
44
Distribute bidding numbers
2 people
45
Explain auction items
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Register bids
2 people
50
Open the auction
2 people
51
Auction lots
3 people
52
Check bids
2 people
53
Register sold lots
2 people
54
Serve break drinks
3 people
55
Secure auction proceeds in the meantime
2 people
56
Inform winners
2 people
57
Handle payments
3 people
58
Guide the handout of auction items
3 people
59
See off guests
2 people
60
Collect lost and found items
61
Store leftovers safely
2 people

Aftercare

62
Count auction proceeds
2 people
63
Take down the sound system
2 people
64
Remove decorations
3 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clear tables and chairs
4 people
68
Clean the venue
4 people
69
Check keys and access
70
Return rental equipment
2 people
71
Follow up on outstanding payments
2 people
72
Transfer Proceeds
2 people
73
Send donors payment confirmation
2 people
74
Confirm winners' pickup arrangements
2 people
75
Archive auction records
76
Publish thank-you message
77
Store leftover materials
2 people

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

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 the fundraising target and budget before approaching donors. This gives sponsors a clear reason to contribute and helps you decide whether admission should cover catering and basic event costs.
Collect auction items on a fixed schedule rather than waiting until the final week. Record the donor, description, restrictions and estimated value for every lot, then store items securely until the auction.
Prepare the lot list and starting bids at least 7 days before the event. Print bid cards and signage after the list is final, with a clear lot number, description and bidding instructions for each item.
Test registration and payment before guests arrive. Set up the registration desk with the forms, tablets or laptop, card machine, chargers and a backup payment option, and allow at least 60 minutes for guest check-in.
Write a timed run sheet for the auctioneer, catering team, music or technical support and volunteers. Include lot order, meal service, payment collection and collection of auction items so no winning bidder is left waiting.

Frequently asked questions

How far in advance should you organise a charity auction?: Allow at least 8 to 12 weeks. Use the first 2 weeks to confirm the date, venue, charity, budget and fundraising goal; donor outreach and guest promotion should follow immediately.
How many auction items do you need for a charity auction?: For a small event, plan around 15 to 30 well-described lots rather than collecting as many items as possible. Leave enough time to photograph, register and price every lot before printing the final list.
When should charity auction invitations be sent?: Send invitations 4 to 6 weeks before the event, with a registration deadline about 7 days before it. Keep the final week for dietary updates, seating or reservation changes and volunteer confirmations.
How do you run payments at a charity auction?: Choose the payment method before invitations go out and test it at least 3 days beforehand. After the final lot, allow 30 to 45 minutes for payment and item collection, with a clearly marked desk and a record of every winning bid.

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.