How to organise an animal auction

An animal auction needs two plans running together: a sale process for buyers and a safe care plan for the animals. Start by fixing the auction date, venue and animal list, then work backwards from document checks, veterinary appointments and transport. Give yourself several weeks to process registrations and confirm owners. On the day, separate registration, animal holding and bidding areas so information, movement and payments do not get mixed up.

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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
Publish auction date
2
Send invitations
2 people
3
Open registrations
4
Process registrations
2 people
5
Collect dietary requirements
6
Compile an animal list
2 people
7
Draw up sales terms
2 people
8
Check owner details
2 people
9
Request animal documents
2 people
10
Schedule veterinary appointments
11
Reserve venue
12
Book animal enclosures
13
Make transport arrangements
2 people
14
Book the auctioneer
15
Determine payment options
2 people
16
Schedule volunteers
2 people
17
Create auction catalog
2 people
18
Have catalogue printed
19
Assign lot numbers
2 people
20
Prepare auction cards
2 people
21
Make animal tags
2 people
22
Prepare risk instructions
2 people
23
Brief the animal caretakers
3 people
24
Send visitor information
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Check animal enclosures
2 people
28
Confirm animal transport
29
Inspect the venue in advance
2 people
30
Review the animal welfare points
2 people

Event

31
Receive the animals
4 people
32
Identify animals
3 people
33
Document the animals
2 people
34
Check the animals
3 people
35
House animals safely
4 people
36
Cordon off the area
3 people
37
Set up tables
3 people
38
Set up chairs
3 people
39
Set up registration desk
2 people
40
Set up auction table
2 people
41
Set up catering
3 people
42
Chill drinks
2 people
43
Set out coffee and tea
2 people
44
Check sound
2 people
45
Lay out auction materials
2 people
46
Brief the registration team
2 people
47
Brief the animal team
4 people
48
Brief the auctioneer
2 people
49
Register visitors
4 people
50
Issue auction cards
2 people
51
Open the auction
2 people
52
Explain the auction rules
53
Present the lots
4 people
54
Register bids
3 people
55
Keep animals calm
4 people
56
Giving the animals water
3 people
57
Serve drinks
3 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Collect waste
2 people
61
Record sales results
2 people
62
Process payments
3 people
63
Issue proof of purchase
2 people
64
Transfer animals to buyers
4 people
65
Supervise animal transport
3 people
66
Register unsold animals
2 people
67
Check out the last visitors
2 people
68
Lock the animal enclosures
3 people

Aftercare

69
Wash dishes
3 people
70
Clean up catering
3 people
71
Gather auction materials
2 people
72
Clean the venue
4 people
73
Clean animal enclosures
3 people
74
Return materials
2 people
75
Return rental items
2 people
76
Follow up on outstanding payments
77
Archive sales documents
78
Inform owners
79
Send buyer documents
80
Record animal tracking
2 people
81
Collect expenses

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Foldable tablesqty 4
Blanketsqty 10

Animal care

Animal enclosuresqty 20
Transport boxesqty 12
Water tubsqty 25
Feed bowlsqty 20
Drink bucketsqty 10
Hay binsqty 10
Ground coverqty 20
Collarsqty 12
Line piecesqty 12
Animal brushesqty 6
Towelsqty 20
Travel basketsqty 8
Crowd control barriersqty 20
Warning signsqty 10

Registration

Registration desk
Name badgesqty 100
Auction cardsqty 100
Clipboardsqty 12
Pensqty 30
Lot stickersqty 100
Catalogsqty 100
Purchase receiptsqty 100
Cash box
Payment terminal

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Fence lightsqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12

Kitchen

Kettlesqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Poop scoopsqty 4

Catering

Groceries

Tips

Set the animal list and sales terms before publishing invitations. Check every owner’s details and request the required animal documents early; missing paperwork is one of the easiest ways to delay a lot.
Work backwards from auction day for veterinary appointments and transport. Confirm arrival times, enclosure capacity and who handles each animal at least 7 days before the sale.
Prepare the catalogue, lot numbers, auction cards and animal tags from the same final list. Print the catalogue only after the list and sales terms have been checked, because a changed lot number causes confusion at registration and bidding.
Create separate flows for visitors, animals and payments. Put registration and catalogues at the entrance, keep enclosures behind barriers, and place the cash box and payment terminal where completed purchases can be recorded immediately.
Brief caretakers and volunteers before doors open, not during the first bids. Cover feeding, water, handling, warning signs, risk instructions and what to do if an animal becomes distressed or a buyer has a question.

Frequently asked questions

How far in advance should I organise an animal auction?: Start at least 6 to 8 weeks before the auction. That gives you time to publish the date, process registrations, verify owners, collect documents, schedule veterinary appointments and arrange transport.
When should I request animal documents for an auction?: Request them as soon as an animal is registered, preferably no later than 4 weeks before the event. Set a firm cut-off at least 7 days before the auction so incomplete lots can be checked or removed from the catalogue.
How do I prepare the animal auction catalogue?: Create it from the final animal list after owner details, documents and lot numbers have been checked. Aim to send it for printing 7 to 10 days before the auction, leaving time to prepare matching auction cards, tags and lot stickers.
How many volunteers do I need for an animal auction?: Plan separate cover for registration, animal care, visitor guidance and payments, then add one coordinator. For a small auction, start with at least 5 volunteers and confirm the rota 7 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.