How to organise an art auction from start to finish

An art auction needs two plans running together: presenting the work properly and keeping bidding, registration and payments moving. Start by fixing the auction date, venue layout and terms before contacting artists or publishing the event. Then register, photograph and number every artwork so the catalogue, labels and online listings match. In the final week, confirm the auctioneer, volunteers, equipment, catering and payment method, and check every lot before guests arrive.

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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
2
Set up the venue and room layout
2 people
3
Draft auction terms
2 people
4
Contact artists
2 people
5
Register artworks
2 people
6
Photograph artworks
2 people
7
Assign lot numbers
2 people
8
Write Lot Descriptions
2 people
9
Set starting prices
2 people
10
Compile the catalog
2 people
11
Have catalogue printed
12
Send invitations
2 people
13
Publish auction online
14
Open the registration form
15
Process registrations
2 people
16
Collect dietary requirements
17
Order catering
18
Arrange payment method
2 people
19
Make reservations
20
Confirm auctioneer
21
Confirm photographer
22
Assign volunteers
2 people
23
Check artworks
2 people
24
Label artworks
2 people
25
Do the shopping
2 people
26
Transport artworks
3 people
27
Protect the hall floor
2 people
28
Set up tables
3 people
29
Set up chairs
3 people
30
Set up exhibition walls
3 people
31
Hang artworks
3 people
32
Display artworks
3 people
33
Place lot signs
2 people
34
Set up registration desk
2 people
35
Set up auction table
2 people
36
Set up the payment point
2 people
37
Test sound equipment
2 people
38
Adjust the lighting
2 people
39
Chill drinks
2 people
40
Set out coffee and tea
2 people
41
Set out snacks
2 people
42
Brief the auction team
6 people

Event

43
Open registration
3 people
44
Hand out catalogs
2 people
45
Welcome visitors
3 people
46
Guide the preview
3 people
47
Issue bid numbers
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Open the auction
2 people
52
Auction lots
4 people
53
Register bids
2 people
54
Mark sold lots
2 people
55
Serve break drinks
2 people
56
Process payments
3 people
57
Distribute proof of purchase
2 people
58
Hand out the artworks
3 people
59
Register unsold works
2 people
60
Wave goodbye to visitors
2 people

Aftercare

61
Pack artworks
3 people
62
Store artwork safely
3 people
63
Collect waste
3 people
64
Wash dishes
2 people
65
Clear tables and chairs
3 people
66
Dismantle exhibition walls
3 people
67
Clean the room
3 people
68
Store equipment safely
2 people
69
Collect lost property
70
Follow up on outstanding payments
2 people
71
Return unsold works
3 people
72
Return borrowed materials
2 people
73
Send sales overviews
2 people
74
Disburse the proceeds
2 people
75
Archive photos and documents

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Auction table
Stoolsqty 4
Exhibition wallsqty 8
Pedestalsqty 6
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Sound system
Wireless microphonesqty 2
Payment terminalqty 2
Extension cordsqty 6
Power stripsqty 6
Label printer

Lighting

LED spotlightsqty 10
Atmosphere lightsqty 6
Light standsqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6

Decorations

Tableclothsqty 12
Artwork labelsqty 100
Directional signsqty 8
Name badgesqty 30
Bid numbersqty 100
Plot signsqty 100
Artwork standsqty 12
Photo framesqty 10

Packaging

Bubble wrapqty 2
Moving blanketsqty 12
Plastic coversqty 40
Cardboard boxesqty 30
Packing tapeqty 8
Ropeqty 2

Office

Catalogsqty 100
Registration formsqty 100
Purchase receiptsqty 100
Pensqty 40
Clipboardsqty 10
Notepadsqty 10
Envelopesqty 100
Cash register
Cash box
Calculatorsqty 3
Number stickersqty 200

Safety

Non-slip matsqty 10
Cable traysqty 20
Work glovesqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the auction terms before accepting artwork. State the starting-price rules, bidding process, payment deadline and collection arrangements so artists, bidders and volunteers are working from the same information.
Give each artwork one lot number as soon as it is registered. Use that number on the photograph, catalogue entry, wall label and payment record; correcting mismatches on auction day is slow and confusing.
Photograph and write the lot descriptions before publishing the catalogue or online auction. Include the artist, title, medium, dimensions and condition, and leave time to proofread the printed catalogue.
Plan the room around three separate flows: registration, viewing and bidding. Put the registration desk near the entrance, keep cables away from walkways, and leave clear access to the auction table and payment terminal.
Finish the final artwork check at least 24 hours before opening. Test the projector, screen, sound system, wireless microphones and payment terminal, then brief volunteers on registration, lot handling and unsold work.

Frequently asked questions

How far in advance should I organise an art auction?: Start at least 8 to 12 weeks before the auction date. That gives artists time to submit work, leaves room for photography and catalogue printing, and allows registrations, catering and volunteer scheduling to be confirmed.
How do I catalogue artwork for an auction?: Assign one lot number to each work, then record the artist, title, medium, dimensions, condition and starting price. Complete the catalogue at least 10 days before the auction so it can be proofread and printed without rushing.
How many volunteers do I need for an art auction?: For a small auction, plan on at least 4 volunteers: one at registration, two for artwork and room support, and one for payments or collection. Add one volunteer for every 50 to 75 guests if registration and collection happen at the same time.
When should I confirm catering and payment arrangements?: Confirm the catering order and payment method 7 to 10 days before the event. Recheck guest numbers, dietary requirements, payment-terminal access and power on the day before the auction.

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.