How to organise an auction without losing control

Start by fixing the auction date and venue, then build the plan around the lots rather than the guest list. You need time to source, register, number and photograph every item before creating the catalogue and sale materials. At the same time, appoint an auctioneer, recruit volunteers and decide how payments will work. The details people often leave too late are testing the card terminal, checking insurance and permissions, and planning how buyers will collect their purchases.

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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
Draft auction terms
2 people
3
Book the auctioneer
4
Recruit volunteers for tasks
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Recruit auction items
3 people
10
Register auction items
2 people
11
Number auction items
2 people
12
Photograph auction items
2 people
13
Compile the catalog
2 people
14
Print ballot lists
2 people
15
Prepare sales cards
2 people
16
Determine payment method
2 people
17
Arrange cash and change
2 people
18
Test payment terminal
2 people
19
Reserve tables and chairs
20
Reserve audio equipment
21
Check permits
2 people
22
Check insurance
23
Prepare parking signs
24
Create route and signage
2 people
25
Do the shopping
3 people
26
Collect the plots at the venue
4 people
27
Check lots for damage
3 people
28
Store lots securely
3 people
29
Prepare coffee and tea
2 people
30
Fill coolers
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Display lots
5 people
34
Number the lots
3 people
35
Set up registration desk
2 people
36
Set up payment desk
2 people
37
Set up sound equipment
2 people
38
Test microphone
2 people
39
Hang decorations
3 people
40
Place information signs
2 people
41
Clear the walkways
2 people
42
Check toilets

Event

43
Receive participants
3 people
44
Issue bid numbers
2 people
45
Explain the lots
2 people
46
Open the auction
47
Auction lots
3 people
48
Register bids
2 people
49
Present the lots
2 people
50
Serve drinks
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Collect waste
2 people
54
Mark sold lots
2 people
55
Settle up with buyers
3 people
56
Handing parcels over to buyers
4 people
57
Set aside unsold lots
2 people
58
Close the auction

Aftercare

59
Close the cash register
2 people
60
Pack leftovers
3 people
61
Return the lots
4 people
62
Take down tables and chairs
4 people
63
Dismantle audio equipment
2 people
64
Remove decorations
3 people
65
Wash dishes
2 people
66
Clean the venue
4 people
67
Dispose of waste
2 people
68
Return materials
2 people
69
Return the deposit and key
70
Archive sales administration
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Foldable tablesqty 3
Clothes racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Laptop
Printer
Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Hand truckqty 2

Kitchen

Thermos flasksqty 6
Serving spoonsqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Ice packsqty 20

Auction materials

Bid numbersqty 100
Lot cardsqty 150
Adhesive labelsqty 300
Pensqty 30
Clipboardsqty 10
Cash boxqty 2
Calculatorsqty 3
Storage boxesqty 12

Decorations

Tableclothsqty 12
Buntingqty 10
Directional signsqty 8
Information boardsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm deadline for accepting auction lots, ideally at least 10 days before the event. Each item needs a record, a lot number, a photograph and enough information for the catalogue.
Prepare the catalogue only after the lot list is stable. Print the lot lists, lot cards and bidder numbers at least 2 days before the auction, and keep a small set of blank cards for last-minute changes.
Give the auctioneer a running order and a copy of the final catalogue before the doors open. Mark each lot clearly on the table so volunteers can locate it while bidding is under way.
Test the payment terminal with its power supply and connection before guests arrive. If you accept cash, arrange change in advance and assign one person to record every sale and payment.
Plan the room for both bidding and collection: place tables so lots can be viewed, keep the microphone and speakers clear of walkways, and reserve a route for the hand cart. Put parking signs and directional notices up before opening time.

Frequently asked questions

How far in advance should I start organising an auction?: Start at least 6 to 8 weeks before the auction. That gives you time to secure the venue and auctioneer, recruit volunteers, source lots, check permissions and complete the catalogue.
When should auction lots be numbered and photographed?: Number and photograph each lot as soon as it is registered, and aim to finish at least 10 days before the event. Waiting until the catalogue deadline makes missing descriptions and duplicate numbers harder to fix.
How many volunteers do I need for a small auction?: Plan for at least 4 volunteers for a small auction: one for registration, one for lot handling, one for payments and one for collection. Add a fifth person if you expect more than 50 lots or a busy collection period.
When should I test the payment terminal and sound system?: Test both systems at the venue at least 24 hours before the auction, then do a short check again 60 minutes before doors open. Bring extension cables and power strips, and keep the terminal charged.

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