How to organise an art auction from start to finish

A successful art auction depends on decisions made before guests arrive: set the fundraising goal, confirm the venue and artists, and document every artwork clearly. Build the catalogue only after registration details, photographs, lot numbers and auction terms are complete. In the final weeks, focus on invitations, registrations, catering, volunteers and technical checks. On the day, give guests an easy way to view lots, register, bid and pay without interrupting the auction.

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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 people
2
Reserve venue
3
Set the auction goal
2 people
4
Contact artists
2 people
5
Register artworks
2 people
6
Send donation forms
7
Draft auction terms
2 people
8
Check insurance details
9
Record payment method
2 people
10
Create auction catalog
2 people
11
Photograph artworks
2 people
12
Create online registration form
13
Send invitations
2 people
14
Post promotion online
15
Distribute posters
3 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Order catering
2 people
19
Schedule volunteers
2 people
20
Book the auctioneer
21
Put together the music
22
Test the equipment
2 people
23
Determine auction order
2 people
24
Assign lot numbers
2 people
25
Prepare bid cards
2 people
26
Prepare payment forms
2 people
27
Do the shopping
3 people
28
Collect the artworks
3 people
29
Pack artworks safely
2 people
30
Print attendance list
31
Make name badges
2 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Check the venue
2 people
35
Set up tables and chairs
4 people
36
Set up exhibition walls
3 people
37
Hang artworks
4 people
38
Place the ticket labels
2 people
39
Set up the reception desk
2 people
40
Set up the catering buffet
3 people
41
Connect the sound system
2 people
42
Set up lighting
2 people
43
Brief the auctioneer
2 people
44
Brief volunteers
2 people

Event

45
Open registration
3 people
46
Welcome guests
3 people
47
Distribute bid cards
2 people
48
Serve aperitifs
3 people
49
Explain the artwork
50
Lead the auction
3 people
51
Register bids
2 people
52
Refill drinks
2 people
53
Refill snacks
2 people
54
Restock break buffet
3 people
55
Confirm sales prices
2 people
56
Handle payments
3 people
57
Coordinate artwork pickup
3 people
58
Say goodbye to guests
2 people
59
Set aside unsold works
2 people

Aftercare

60
Collect tableware
3 people
61
Collect waste
3 people
62
Dismantle artworks
4 people
63
Clear tables and chairs
4 people
64
Clean the venue
3 people
65
Return artwork
3 people
66
Deliver sold works
3 people
67
Check the yield
2 people
68
Transfer donation
69
Send thank-you messages
2 people
70
Return rented items
2 people

What to bring

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

Furniture

Reception tablesqty 2
Guest tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Exhibition wallsqty 8
Pedestal Blocksqty 6
Coat racksqty 2
Bollardsqty 10

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash register terminalsqty 2
Card machine

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 12
Light cablesqty 4

Decorations

Table runnersqty 10
Flower arrangementsqty 8
Photo framesqty 8
Information boardsqty 12
Direction arrowsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Ice bucketsqty 4
Bottle openersqty 4
Corkscrewsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 2

Auction materials

Bid cardsqty 100
Lottery cardsqty 100
Clipboardsqty 10
Bindersqty 6
Pensqty 120
Calculatorsqty 3
Cash boxesqty 2
Transport blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 30
Measuring tapeqty 2
Picture hooksqty 40
Mounting tapeqty 6

Catering

Groceries

Tips

Set the auction date and venue before approaching artists, then allow at least 6–8 weeks for artwork collection, promotion and guest registration.
Register each artwork with the artist’s name, title, dimensions, medium, condition, estimated value and any restrictions before assigning a lot number. Photograph every piece in consistent lighting.
Write the auction terms before sending invitations. State how bids are made, whether a buyer’s premium applies, when payment is due and how unsold or collected artwork is handled.
Publish the catalogue only when the lot order, descriptions and images are checked. A last-minute artwork change can affect printed copies, projected slides and bid cards.
Test the laptop, projector, screen, speakers, wireless microphone, card machine and payment terminals at least one day before the auction. Keep extension cords and power strips secured and out of walkways.

Frequently asked questions

How long does it take to organise an art auction?: Allow at least 6–8 weeks for a small auction and longer if you need to recruit many artists or print a catalogue. Set the date and venue first, then work backwards from the event date.
How do I register artwork for an auction?: Give each piece a unique record containing the artist, title, dimensions, medium, condition, estimated value and donation details. Complete registration before creating the catalogue or assigning final lot numbers.
How many volunteers do I need for an art auction?: Plan for at least 1 volunteer per 25–30 guests, plus separate cover for registration, artwork supervision, payment and guest support. Add extra people if guests must collect purchases immediately after the auction.
When should guests pay for artwork after an auction?: Set a clear payment deadline in the auction terms, commonly immediately after the auction or within 24 hours. Confirm accepted payment methods in advance and test the card machine before doors open.

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.