How to organise an antique auction from start to finish
An antique auction depends on accurate lot information, clear terms and a registration process that does not slow down bidding. Start by fixing the date and venue, then build the sale around vendor records, photographs, lot numbers and starting prices. Publish the catalogue and invitations only after the details have been checked. In the final days, confirm catering, payment equipment and delivery arrangements; on the day, sort lots by number before displaying them so buyers can find each item quickly.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set auction date
- 2
Reserve auction venue
- 3
Draft auction terms
2 people
- 4
Register vendors
2 people
- 5
Register lots
2 people
- 6
Check plots
3 people
- 7
Photograph lots
2 people
- 8
Record lot details
2 people
- 9
Set starting prices
3 people
- 10
Prepare the auction catalog
2 people
- 11
Have the catalog printed
- 12
Send invitations
2 people
- 13
Publish auction online
- 14
Process registrations
2 people
- 15
Collect dietary requirements
- 16
Prepare the payment method
2 people
- 17
Assign paddle numbers
2 people
- 18
Inform vendors about the terms
- 19
Confirm catering booking
- 20
Do the shopping
2 people
- 21
Bring lots to the venue
4 people
- 22
Sort lots by number
3 people
- 23
Set up tables
4 people
- 24
Set up chairs
3 people
- 25
Display lots
5 people
- 26
Place lot cards
3 people
- 27
Check the lot order
2 people
- 28
Set up registration desk
2 people
- 29
Set up the cash register
2 people
- 30
Set up auction table
2 people
- 31
Test sound equipment
2 people
- 32
Test the lighting
2 people
- 33
Hang up signage
2 people
- 34
Set out coffee and tea
2 people
- 35
Set out snacks
2 people
- 36
Instruct staff
3 people
Event
- 37
Staff the registration table
2 people
- 38
Register visitors
2 people
- 39
Hand out paddles
2 people
- 40
Hand out catalogs
- 41
Guide the viewing
3 people
- 42
Open the auction
- 43
Explain auction terms
- 44
Auction lots
2 people
- 45
Present the lots
2 people
- 46
Register bids
2 people
- 47
Mark sold lots
2 people
- 48
Serve drinks
2 people
- 49
Refill drinks
2 people
- 50
Refill snacks
2 people
- 51
Clear tables during breaks
2 people
- 52
Empty trash bins
- 53
Staff the cash register
2 people
- 54
Prepare settlement statements
2 people
- 55
Process payments
2 people
- 56
Handing parcels over to buyers
4 people
- 57
Mark unsold lots
2 people
- 58
Collect paddles
- 59
See off the last visitors
2 people
Aftercare
- 60
Pack lots
4 people
- 61
Store lots securely
3 people
- 62
Close the register
2 people
- 63
Take down tables and chairs
4 people
- 64
Tear down audio equipment
2 people
- 65
Remove decorations
2 people
- 66
Wash dishes
2 people
- 67
Clean the venue
4 people
- 68
Dispose of waste
2 people
- 69
Check materials
2 people
- 70
Return materials
2 people
- 71
Follow up on uncollected lots
2 people
- 72
Settle up with vendors
2 people
- 73
Send buyers payment receipts
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 14
- Chairsqty 120
- Auction table
- Registration desk
- Cash desk table
- Lot racksqty 8
- Serving plattersqty 12
- Bollardsqty 12
Equipment
- Laptopqty 2
- Printer
- Payment terminalqty 2
- Sound system
- Microphoneqty 2
- Speakersqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Laminator
- Handheld scannerqty 2
Lighting
- LED lampsqty 12
- Desk lampsqty 4
- Light standsqty 4
Tableware
- Coffee cupsqty 100
- Tea glassesqty 100
- Water glassesqty 120
- Platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
- Serving spoonsqty 12
- Coffee potsqty 4
- Teapotsqty 4
- Water jugsqty 6
- Serving traysqty 8
Kitchen
- Kettlesqty 3
- Coffee machinesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Pliersqty 6
- Small bowlsqty 20
- Serving plattersqty 10
Decorations
- Tableclothsqty 16
- Table runnersqty 16
- Flower arrangementsqty 8
- Lot card standsqty 100
- Paddle numbersqty 120
- Information boardsqty 8
- Wayfinding signsqty 10
- Registration signsqty 2
- Temporary name tagsqty 120
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning clothsqty 24
- Waste binsqty 8
- Hand soap dispensersqty 6
Catering
- Groceries
Tips
- Set the auction date and reserve the venue before registering lots. Allow enough time for vendors to deliver items, photograph them and correct catalogue details before printing.
- Give every lot a consistent number and record its description, condition, vendor and starting price in one master file. Check the physical item against that file when it arrives at the venue.
- Do not print the catalogue until lot details, photographs and auction terms have been reviewed. A late correction is harder once invitations and online listings are already circulating.
- Open bidder registration before the auction starts and prepare paddle numbers, the payment method and a staffed registration desk. Keep the cash desk separate from the auction table so payments do not interrupt the sale.
- Plan the room around movement: place numbered lots where they can be viewed, keep tables and chairs clear of aisles, and test the microphone, speakers, laptop and payment terminal before doors open. Bring extension cords and power strips only after checking where the venue’s power points are.
Frequently asked questions
- How far in advance should I organise an antique auction?
- Start at least 8 to 12 weeks before the auction date. This gives you time to reserve the venue, register vendors, document the lots, publish the catalogue and handle bidder registrations.
- When should antique auction lots be photographed and catalogued?
- Photograph and record each lot as soon as its details have been checked, ideally 4 to 6 weeks before the sale. Set starting prices before the catalogue goes to print, and leave at least 5 working days for proofing.
- How early should bidders register at an antique auction?
- Open registration 60 to 90 minutes before bidding begins. That window is usually enough to verify details, collect any dietary requirements, assign paddle numbers and prevent a queue at the start.
- When should lots arrive at the auction venue?
- Bring the lots to the venue no later than the day before the auction when possible. Sort them by lot number and display them at least 2 hours before doors open, leaving time to resolve missing or mismatched items.
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