How to organise a music auction

A music auction works best when the lots, bidding rules and payment process are settled before invitations go out. Start by confirming the date and venue, then inventory and photograph every record, instrument or other music item you will sell. Give each lot a number, description and starting price so the catalogue, bid forms and display labels match. Leave the final days for registrations, catering, equipment testing and checking that every lot is present.

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
Confirm the auction date
2
Reserve venue
3
Draft auction terms
2 people
4
Inventory the music lot
2 people
5
Number the lots
2 people
6
Photograph lots
2 people
7
Write Lot Descriptions
2 people
8
Set starting prices
2 people
9
Create auction catalog
2 people
10
Have catalogue printed
11
Draft invitations
2 people
12
Send invitations
2 people
13
Post the online announcement
14
Open the registration form
15
Process registrations
16
Collect dietary requirements
17
Place catering order
18
Prepare bid forms
2 people
19
Copy lot lists
20
Set up the payment process
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Test equipment
2 people
24
Check auction lots
2 people
25
Open venue
2 people
26
Clean the room
3 people
27
Set up tables
3 people
28
Set up chairs
3 people
29
Set up the information desk
2 people
30
Set up registration desk
2 people
31
Display lots
3 people
32
Secure the lots
2 people
33
Lay out catalogs
2 people
34
Lay out bid cards
2 people
35
Connect the sound system
2 people
36
Test microphone
2 people
37
Start welcome music
38
Set up catering
3 people
39
Check the cash register and payment materials
2 people
40
Brief the auction team
4 people

Event

41
Welcome visitors
3 people
42
Register visitors
2 people
43
Issue bid cards
2 people
44
Explain the lots
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Announce auction rules
49
Lead the first auction round
2 people
50
Register bids
2 people
51
Mark sold lots
2 people
52
Announce break
53
Replenish tables and catering
2 people
54
Lead the second auction round
2 people
55
Register bids
2 people
56
Store sold lots safely
2 people
57
Process payments
3 people
58
Distribute won lots
3 people
59
Serve the evening break
2 people
60
Lead the third auction round
2 people
61
Register bids
2 people
62
Confirm final amounts
2 people
63
Process final payments
3 people
64
Issue the final lots
3 people
65
Say goodbye to visitors
2 people

Aftercare

66
Count and check the lots
2 people
67
Close the register
2 people
68
Turn off the sound system
2 people
69
Clean up catering
3 people
70
Wash dishes
3 people
71
Collect waste
2 people
72
Clean the room
3 people
73
Clear tables and chairs
3 people
74
Store lots securely
2 people
75
Lock up the venue
2 people
76
Collect return materials
2 people
77
Return borrowed equipment
2 people
78
Call unpaid lots
79
Archive plot overviews
80
Deposit sales revenue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Stoolsqty 6
Reception deskqty 2
Clothes racksqty 2

Equipment

Turntable
Amplifier
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projection screen
Projector
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 12

Lighting

Standing lampsqty 4
String lightsqty 4

Auction materials

Bid cardsqty 80
Plot signsqty 100
Lot stickersqty 120
Clipboardsqty 12
Bid formsqty 150
Auction catalogsqty 100
Pensqty 40
Markersqty 12
Paper carrier bagsqty 100
Price gun
Number rollsqty 2
Cash register
Cash box
Payment terminal
Cable tiesqty 50

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Scissorsqty 4
Tapeqty 8

Decorations

Tableclothsqty 10
Directional signsqty 8
Welcome sign
Directional signsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the auction terms before publishing the invitation. State how bids are made, when a lot closes, which payment methods you accept and when buyers must collect their purchases; late changes cause disputes at the desk.
Build the lot inventory before writing the catalogue. Number every item once, photograph it, record its condition and use the same lot number on the description, sticker, bid form and catalogue.
Close registration early enough to plan the room. Use the attendee list to prepare bid cards, copy lot lists and record dietary requirements; a 48-hour cut-off gives you time to order catering and print materials.
Test the sound system at least one day before opening. Check the turntable, amplifier, mixer, speakers, microphones, projector and extension leads together, rather than discovering a missing cable while guests are arriving.
Create a payment and collection flow before event day. Keep the reception desk separate from the auction area, prepare carrier bags and numbered paperwork, and assign enough people to match sold lots to paid buyers without holding up the queue.

Frequently asked questions

How far in advance should I organise a music auction?: Start at least 6 to 8 weeks before the auction. Reserve the venue first, then allow time to inventory the lots, publish the catalogue, send invitations and process registrations.
How do I number lots for a music auction?: Give each lot one unique number and use it everywhere: the catalogue, lot sticker, display sign, bid form and payment record. Numbering the full inventory before printing prevents duplicate or missing lots.
When should I print the auction catalogue?: Print the catalogue after the lot descriptions, photographs, starting prices and auction terms are final. Aim to have it ready 5 to 7 days before the event so late registrations do not create a last-minute printing problem.
What equipment should I test before a music auction?: Test the turntable, amplifier, mixer, speakers, microphones, laptop, projector and all power connections at least 24 hours beforehand. Run the complete setup with the same cables and power strips you will use during the auction.

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.