How to organise an art auction from start to finish

Organising an art auction starts with the date, venue and rules—not the invitations. Once artists and artworks are confirmed, record every lot, collect starting prices, take consistent photographs and build the catalogue. Then arrange insurance, the auctioneer, bidding documents and a payment process that works at the end of the night. Allow extra time for registrations, dietary requirements and the room layout, because these details are often left until the final week.

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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
Set auction date and location
2 people
2
Draw up auction rules
2 people
3
Contact artists
2 people
4
Register artworks
2 people
5
Register artworks
2 people
6
Check artist details
7
Collect starting prices
2 people
8
Photograph artworks
2 people
9
Compile the catalog
2 people
10
Insure artworks
11
Design invitations
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Book catering
16
Reserve equipment
17
Reserve chairs and tables
18
Book the auctioneer
19
Choose payment method
2 people
20
Create payment overview
21
Assign lot numbers
2 people
22
Print raffle tickets
23
Print bid forms
24
Print name badges
25
Print payment forms
26
Publish promotion
27
Confirm registrations
28
Calculate catering quantities
29
Check the shopping list
2 people
30
Collect the artworks
3 people
31
Store artwork safely
2 people
32
Do the shopping
2 people
33
Check the venue
2 people

Event

34
Transport artworks to the venue
3 people
35
Set up tables and chairs
4 people
36
Set up registration desk
2 people
37
Set up auction table
2 people
38
Hang artworks
4 people
39
Place sculptures
3 people
40
Place raffle tickets with the artworks
2 people
41
Adjust the lighting
2 people
42
Connect the sound system
2 people
43
Test microphone
44
Stock the registration desk
2 people
45
Chill drinks
2 people
46
Prepare snacks
3 people
47
Set out coffee and tea
2 people
48
Brief the front desk team
49
Brief the auctioneer
2 people
50
Test checkout point
2 people
51
Welcome visitors
3 people
52
Register visitors
3 people
53
Hand out catalogs
2 people
54
Explain the artworks
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
3 people
57
Open the auction
58
Register bids
3 people
59
Lead the auction
2 people
60
Refill drinks
2 people
61
Refill snacks
2 people
62
Mark sold tickets
2 people
63
Secure artworks
3 people
64
Handle payments
3 people
65
Hand over purchases to buyers
3 people
66
Set aside unsold works
2 people
67
Wave goodbye to visitors
2 people

Aftercare

68
Wash dishes
3 people
69
Collect waste
2 people
70
Clear tables and chairs
4 people
71
Remove decorations
2 people
72
Switch off equipment
2 people
73
Clean the venue
3 people
74
Return artwork
3 people
75
Return rental items
2 people
76
Check sales summary
2 people
77
Disburse the proceeds
2 people
78
Send invoices
79
Send buyer payment reminder
80
Report the proceeds to the cause

What to bring

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

Furniture

Tablesqty 10
Chairsqty 110
Reception desk
Auction table
Pedestalsqty 8
Clothes racksqty 2
High tablesqty 6
Bollardsqty 8

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 100
Platesqty 100
Dessert platesqty 120
Pastry forksqty 120
Serving traysqty 12
Coffee spoonsqty 100
Water carafesqty 12
Champagne glassesqty 120

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Laptop
Payment terminalqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash drawer

Lighting

Standing lampsqty 6
Spotlightsqty 8
String lightsqty 6

Decorations

Entrance sign
Directional signsqty 8
Tableclothsqty 10
Flower arrangementsqty 8
Name card holdersqty 100
Photo backdrop
Balloon archesqty 2
Artist signsqty 40
Vasesqty 12

Auction materials

Auction hammer
Paddle signsqty 120
Bid formsqty 150
Lottery cardsqty 60
Catalogsqty 130
Payment formsqty 120
Receipt bookletsqty 4
Clipboardsqty 12
Pensqty 60
Pencilsqty 30
Measuring tapesqty 3
Glovesqty 12
Bubble wrapqty 4
Moving blanketsqty 12
Plastic containersqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the auction date and location first, then work backwards from opening time. Confirm the auctioneer, catering, furniture and technical equipment early, as availability can become a problem several weeks before the event.
Give every artwork a lot number and check the artist’s name, contact details, title, medium and starting price before the catalogue is printed. A second check prevents corrections on bid forms, invitations and payment records.
Photograph each artwork in consistent light and at the same orientation. Finish the catalogue before sending invitations so guests can see what is being offered and registrations can be matched to the correct lots.
Write the auction rules in plain language, including how bids are made, when a sale is binding, accepted payment methods and what happens if a buyer does not collect an artwork. Print the rules with the bid forms or display them at registration.
Plan the final hour separately from the auction itself. Set up a reception desk, name badges, bid forms and payment forms, and test the microphone, speakers, laptop and payment terminal before guests arrive.

Frequently asked questions

How far in advance should I organise an art auction?: Start planning at least 10 to 12 weeks before the auction. Use the first four weeks to secure the venue, artists, rules and auctioneer, then allow another four to six weeks for artwork registration, the catalogue, invitations and guest registrations.
How do I register artwork for an auction?: Assign each piece a unique lot number and record the artist, title, medium, dimensions, condition, ownership details and starting price. Complete the records at least 2 weeks before printing the catalogue, and check every entry against the artwork itself.
How many bid forms and payment forms do I need?: Prepare at least one bid form for every expected bidder, plus 10% extra for mistakes or replacements. Print payment forms for every winning lot and keep an additional 5 to 10 blank forms available at the payment desk.
When should I arrange catering and auction equipment?: Book catering, tables, chairs, glasses, serving equipment and technical equipment 4 to 6 weeks before the event. Test the wireless microphone, speakers, mixer, laptop and payment terminal on the day before, then check the setup again at least 2 hours before opening.

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