How to organise a scout auction from start to finish

A scout auction needs more preparation than a regular fundraiser because every item must be checked, described, numbered and linked to a bidder. Start by confirming the date and venue, then set the auction rules before inviting people. Work backwards from auction day to allow time for registrations, dietary information, item collection and catalogue printing. On the day itself, keep registration, bidding, payments and refreshments as separate jobs so volunteers know exactly where to help.

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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 date and location
2 people
2
Set auction rules
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Collect auction items
3 people
9
Check auction items
3 people
10
Number auction items
2 people
11
Create auction catalog
2 people
12
Print the catalog
2 people
13
Prepare payment method
2 people
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Open venue
2 people
18
Display auction items
4 people
19
Set up tables and chairs
4 people
20
Set up registration desk
2 people
21
Set up the catering table
2 people
22
Test sound system
2 people
23
Hang up decorations
2 people
24
Brief the auctioneer
2 people
25
Prepare the order draw
2 people
26
Brief the registration team
2 people
27
Set up the register and change
2 people

Event

28
Welcome visitors
3 people
29
Distribute bidding numbers
2 people
30
Explain auction items
2 people
31
Run the auction
2 people
32
Register sold raffle tickets
3 people
33
Present auction items
3 people
34
Serve drinks
2 people
35
Refill drinks
2 people
36
Serve snacks
2 people
37
Clear away dishes
2 people
38
Handle payments
3 people
39
Issue sold raffle tickets
3 people
40
Set aside unsold raffle tickets
2 people

Aftercare

41
Load auction items
4 people
42
Clean up the venue
4 people
43
Collect waste
2 people
44
Clean dishes and materials
3 people
45
Dismantle the sound system
2 people
46
Close the register
2 people
47
Clean the venue
3 people
48
Return unsold items
2 people
49
Return borrowed materials
2 people
50
Archive payment details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Foldable tablesqty 3
Clothes racksqty 2
Presentation tablesqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Tableware

Reusable drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving traysqty 6

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 100
Prize ticketsqty 80
Raffle labelsqty 100

Lighting

LED light stringsqty 4
Desk lampsqty 2

Catering

Bid cardsqty 100
Catalogsqty 100
Cash box
Cash counting tray
Coupon bookletsqty 3
Pensqty 30
Permanent markersqty 10
Rolls of tapeqty 6
Writing boardsqty 4
Groceries

Cleaning

Waste binsqty 6
Towelsqty 12
Washing-up tubsqty 3

Tips

Set the auction rules before sending invitations. Decide how bids are made, whether payment is due immediately, and what happens when an item remains unsold; print these rules where bidders register.
Close the catalogue only after every lot has been checked. Give each auction item a number and matching label, then compare the physical display with the printed catalogue before doors open.
Allow a separate volunteer for registration and dietary requirements. Keep bid cards at the registration table and record contact details before guests move into the auction area.
Test the wireless microphones, speakers and mixer before setting out the lots. Keep extension cords and power strips away from walkways, and have power banks available for devices used during the event.
Prepare refreshments before the auction starts, not during the first bidding round. Chill drinks in coolers, set out reusable glasses and plates, and keep coffee machines, kettles and thermos flasks on a separate catering table.

Frequently asked questions

How far in advance should I organise a scout auction?: Allow at least 6 weeks. Use the first 2 weeks to confirm the venue, rules and volunteer roles, then leave enough time for invitations, registrations, auction-item checks and catalogue printing.
How do I number items for a scout auction?: Give every lot one unique number and place the same number on the item, catalogue entry and lot board. Complete this at least 1 day before the auction so missing or duplicated numbers can be corrected.
When should I print the auction catalogue?: Print it after the final item check and catalogue review, ideally 2 to 3 days before the event. Keep a small number of blank correction sheets available in case an item description or lot order changes.
How many volunteers are needed for a scout auction?: Plan for at least 5 active roles: registration, auctioneer support, lot display, payments and refreshments. Add one or two floaters if you expect more than 50 guests or need help moving larger items.

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.