How to organise an anniversary auction

Start by fixing the date and venue, then work backwards from the auction itself. The lots, rules and payment process need to be settled before invitations go out, because guests will want to know what they are bidding on and how payment works. Allow time to photograph and describe every lot, assign lot numbers and brief the auctioneer. On the day, keep registration, refreshments, bidding and payment in a clear sequence so the event does not stall after the final lot.

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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
Determine the auction proceeds
2 people
3
Draw up auction rules
2 people
4
Inventory the lots
3 people
5
Photograph lots
2 people
6
Write Lot Descriptions
2 people
7
Set starting prices
3 people
8
Assign lot numbers
2 people
9
Book the auctioneer
10
Create a registration form
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Make reservations
15
Order catering
2 people
16
Label auction lots
3 people
17
Number bid cards
2 people
18
Prepare the payment procedure
2 people
19
Print the run sheet
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Store lots securely
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Open venue
2 people
26
Ventilate room
2 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Set up the reception desk
2 people
30
Display lots
4 people
31
Prepare the lot list
2 people
32
Test the auction equipment
2 people
33
Set up lighting
2 people
34
Set up buffet and bar
3 people
35
Set out dishes and glasses
2 people
36
Brief the registration team
2 people
37
Brief the auction team
4 people

Event

38
Welcome visitors
3 people
39
Issue bid cards
2 people
40
Let plots be viewed
3 people
41
Serve coffee and tea
3 people
42
Deliver the welcome speech
43
Guide round one of the auction
4 people
44
Register sold lots
2 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Announce break
48
Restock the buffet
3 people
49
Assist the second auction round
4 people
50
Process interim results
2 people
51
Serve hot dishes
4 people
52
Clear away dishes
2 people
53
Host auction round three
4 people
54
Register final bids
2 people
55
Inform winners
2 people
56
Handle payments
3 people
57
Give lots to the winners
3 people
58
Deliver farewell speech
59
See off the last guests
2 people

Aftercare

60
Pack leftovers safely
3 people
61
Close the register
2 people
62
Check auction administration
2 people
63
Follow up on unpaid lots
64
Send thank-you messages
2 people
65
Transfer Proceeds
66
Take down tables and chairs
4 people
67
Remove decorations
3 people
68
Wash dishes
3 people
69
Collect waste
3 people
70
Clean the room
4 people
71
Pack equipment
2 people
72
Distribute leftover food
2 people
73
Return borrowed materials
2 people
74
Handle lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 60
Dinner knivesqty 80
Dinner forksqty 80
Serving spoonsqty 12

Equipment

Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 6
Laptopqty 2
Printer
Payment terminal
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Presentation screen
Projector
Projector screen

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Jug setsqty 6
Bottle openersqty 4
Aluminum foil dispenser

Decorations

Tableclothsqty 10
Chair coversqty 70
Anniversary bannerqty 2
Flower arrangementsqty 8
Table numbersqty 10
Photo backdrop

Lighting

Atmosphere lightsqty 8
LED light stringsqty 6
Battery lanternsqty 8

Auction materials

Bid cardsqty 80
Plot signsqty 80
Auction standsqty 40
Presentation tablesqty 4
Auction hammer
Cash register
Cash box
Clipboardsqty 8
Desk organizersqty 4
Parcel packaging boxesqty 40
Transport cratesqty 20

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the auction structure at least 4–6 weeks ahead. Decide where the proceeds go, write the bidding rules, set starting prices and assign a number to each lot before sending invitations.
Treat lot information as part of the guest experience. Photograph every item, write its description and label the physical lot with the same number used in the catalogue or run sheet.
Close registration before ordering catering. Collect dietary requirements and confirm reservations at least 7 days before the event, then order food and drinks for the final guest count.
Test the payment route before guests arrive. Check the payment terminal, prepare a backup procedure and make sure bid cards are numbered so winning bids can be matched to registered guests.
Build a timed room plan for opening and bidding. Set out registration tables and chairs, place the auctioneer’s microphone and speakers, secure the lots, chill drinks and print the run sheet before doors open.

Frequently asked questions

How far in advance should I organise an anniversary auction?: Start planning 6–8 weeks before the event. This gives you time to confirm the venue, prepare 74 or more individual tasks, describe the lots, invite guests and book an auctioneer.
When should I send invitations for an anniversary auction?: Send invitations once the date, location, auction rules and main lots are confirmed, usually 4–6 weeks beforehand. Set a registration deadline about 7 days before the auction so catering and seating can be finalised.
How do I organise auction lots for an anniversary event?: Inventory every lot, photograph it, write a description, set a starting price and assign one lot number. Label the physical items before the event and store them securely until they are displayed.
What payment setup do I need for an anniversary auction?: Decide the payment procedure before invitations are sent and test it at least 3 days before the auction. Prepare the payment terminal, numbered bid cards and a backup method so winning bids can be settled without a queue.

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.