How to organise an auction barbecue

An auction barbecue combines a meal with a live sale, so you need to organise the bidding process before you start planning the food. Confirm the date and location first, then collect and register auction items while guests sign up and share dietary requirements. Set the auction rules, order the lots and prepare numbered bidding cards before the event. On the day, allow time for chilled drinks, portioned food, barbecue setup and a weather-proof layout.

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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
Confirm date and location
2
Collect auction items
2 people
3
Register auction items
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Make reservations
8
Draw up auction rules
2 people
9
Determine auction order
2 people
10
Create auction numbers
2 people
11
Number bid cards
2 people
12
Prepare auction signs
2 people
13
Record payment method
14
Check the shopping list
2 people
15
Do non-perishable shopping
2 people
16
Buy fresh groceries
2 people
17
Chill drinks
2 people
18
Portion meat and vegetables
3 people
19
Prepare salads
3 people
20
Label auction items
2 people
21
Check the weather forecast

Event

22
Inspect the grounds
2 people
23
Build party tents
4 people
24
Set up tables and chairs
4 people
25
Set up the barbecue
3 people
26
Connect gas cylinders
2 people
27
Connect power and lighting
2 people
28
Set up the buffet and bar
3 people
29
Set out tableware and cutlery
2 people
30
Hang up decorations
3 people
31
Set up auction table
2 people
32
Display auction items
3 people
33
Light the barbecue
2 people
34
Welcome guests
3 people
35
Distribute bid cards
2 people
36
Serve snacks
3 people
37
Lead the auction
3 people
38
Prepare barbecue dishes
4 people
39
Refill buffet
3 people
40
Refill drinks
2 people
41
Record Payments
2 people
42
Distribute auction items
2 people
43
See off guests
2 people

Aftercare

44
Collect waste
3 people
45
Wash dishes and glassware
3 people
46
Clean the barbecue
2 people
47
Clear tables and chairs
4 people
48
Take down party tents
4 people
49
Clean the grounds
3 people
50
Store auction proceeds securely
2 people
51
Inventory materials
2 people
52
Return rented materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4

Tableware

Platesqty 70
Dessert platesqty 60
Cutlery setsqty 70
Drinking glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee urn
Kettleqty 2
Extension cordsqty 3
Power stripsqty 4
Portable speaker
Wireless microphone

Auction materials

Auction hammer
Cash register
Guestbookqty 2
Auction table runnersqty 2
Raffle standsqty 30
Bidding signsqty 60
Lottery cardsqty 30
Price listsqty 4
Pen setsqty 6

Decorations

Buntingqty 6
Tableclothsqty 10
Menu boardsqty 4
Table decorationsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 8
Barbecue tongsqty 6
Aluminum baking traysqty 6
Oven mittsqty 4
Meat thermometersqty 2
Lightersqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand soap dispensersqty 3

Lighting

String lightsqty 6
Work lightsqty 2

Catering

Groceries

Tips

Set a closing date for auction items at least 7 days before the barbecue. This gives you time to register each lot, label it, create a price list and determine the auction order.
Keep guest registration separate from auction administration. Record attendance, dietary requirements and payment methods before the event, rather than trying to collect all three during dinner.
Publish the bidding rules before the first lot is called. State how bids are made, when a bid is binding and whether guests pay at the cash register immediately or at the end.
Plan the food around the auction schedule. Portion meat and vegetables before guests arrive, prepare salads in advance and keep the barbecue service clear of the auction table and microphone.
Check the weather forecast and inspect the grounds no later than the day before. Build party tents, position tables and chairs, and test gas barbecues, power leads and the wireless microphone before guests arrive.

Frequently asked questions

How far in advance should I organise an auction barbecue?: Start planning at least 4 weeks ahead. Confirm the date and location first, then use the following 2 weeks to collect auction items, send invitations and process registrations. Finish rules, auction numbers and shopping at least 7 days before the event.
How many auction items do I need for a barbecue?: Choose the number of lots based on your available programme time rather than a fixed target. Allow about 3 to 5 minutes per item, including bidding and recording the sale, so 20 items can take roughly 1 to 2 hours.
When should I prepare the food for an auction barbecue?: Do non-perishable shopping several days beforehand and buy fresh groceries 1 day before the barbecue where possible. Portion meat and vegetables and prepare salads on the day, then chill drinks for at least 4 hours before guests arrive.
What equipment should I test before an auction barbecue?: Test the gas barbecues, gas cylinders, extension cords, power strips, portable speaker and wireless microphone at least 1 day in advance. On the event day, check the setup again before opening registration and keep the auction hammer, bid cards and cash register together.

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