How to organise a company auction from start to finish

A company auction needs more than a catalogue and an auctioneer. Start by fixing the date, venue and auctioneer, then build the lot information and guest process around them. Give yourself enough time to photograph, describe and number every lot, while keeping registration, payment and catering practical for the expected attendance. The final week is about checking equipment, confirming visitors and moving the lots safely to the venue.

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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 the auction date
2
Set the auction location
3
Book the auctioneer
4
Draft invitations
2 people
5
Send invitations
6
Process registrations
2 people
7
Collect dietary requirements
8
Set payment terms
2 people
9
Create registration forms
10
Assign lot numbers
2 people
11
Inventory the lots
3 people
12
Photograph lots
2 people
13
Describe lots
2 people
14
Set Lot Prices
2 people
15
Compile the catalog
2 people
16
Have catalogue printed
17
Print plot labels
18
Prepare bid cards
2 people
19
Prepare the payment desk
2 people
20
Order catering
21
Test the equipment
2 people
22
Confirm the visitor list
23
Send reminder
24
Do the shopping
2 people
25
Bring lots to the venue
3 people
26
Check plots
2 people
27
Set up tables and chairs
4 people
28
Set up auction stage
3 people
29
Display lots
4 people
30
Label the plots
2 people
31
Lay out catalogs
2 people
32
Set up registration desk
2 people
33
Set up the payment point
2 people
34
Chill drinks
2 people
35
Set out coffee and tea
2 people
36
Prepare snacks
3 people
37
Set up the buffet
3 people
38
Test audio and microphone
2 people
39
Post auction rules

Event

40
Staff the registration desk
2 people
41
Welcome visitors
2 people
42
Issue bid cards
2 people
43
Present the lots
2 people
44
Explain the auction rules
45
Guide the first auction round
3 people
46
Serve drinks
2 people
47
Refill drinks
2 people
48
Serve snacks
2 people
49
Register sold lots
2 people
50
Record bids
2 people
51
Support the second auction round
3 people
52
Serve the buffet
3 people
53
Guide the third auction round
3 people
54
Process payments
3 people
55
Support distribution of purchases
3 people
56
Mark unsold lots
2 people
57
Check final payments
2 people
58
Wave goodbye to visitors
2 people
59
Collect lost and found items

Aftercare

60
Store lots securely
3 people
61
Secure cash and documents
2 people
62
Collect tableware
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Put furniture back
3 people
66
Dismantle technical equipment
2 people
67
Follow up on outstanding payments
2 people
68
Handle unsold lots
2 people
69
Process lot proceeds
2 people
70
Send buyer emails
71
Check leftovers
2 people
72
Return rental items
2 people
73
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

Set the date, venue and auctioneer first, then send invitations early enough to collect registrations and dietary requirements before catering is ordered. Keep the payment terms visible on the invitation and registration form.
Create one master record for the lots. Assign each lot a number, photograph it, write its description and set its price before compiling the catalogue; late changes create mismatched labels and bid cards.
Plan the room around three separate flows: registration on arrival, bidding in front of the auctioneer and payment at the end. Put the registration desk and payment desk in different areas so queues do not block the auction.
Test the sound system, wireless microphone, presentation screen, laptop, printer and payment terminal before guests arrive. Check every extension cord, power strip and charging cable rather than assuming the venue has enough connections.
Treat transport as part of the schedule, not an afterthought. Bring the lots to the venue before the auction starts and allow time to place labels, arrange tables and confirm that fragile or bulky items can be moved with transport carts.

Frequently asked questions

How far in advance should I organise a company auction?: Fix the date, venue and auctioneer at least 8 to 12 weeks before the event. Send invitations early in that period so registrations, dietary requirements and the visitor list can be processed before the final week.
When should company auction lots be photographed and numbered?: Photograph, describe and assign numbers to every lot at least 3 weeks before the auction. This leaves time to compile and print the catalogue, prepare lot labels and correct errors before guests receive the final information.
How do I organise payment at a company auction?: Set the payment terms before invitations are sent and prepare a dedicated payment desk. Test the payment terminal and printed forms at least 1 day beforehand, and keep a clear process for recording each winning bid.
When should catering be ordered for a company auction?: Order catering once registrations and dietary requirements are sufficiently known, usually 7 to 10 days before the auction. Confirm the visitor list and final quantities again 2 to 3 days before the event.

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.