How to organise an auction night without last-minute chaos

Start by fixing the auction date, reserving the room and setting a clear fundraising goal. Then build the event around the lots: request them early, register each item, take photographs and write descriptions before invitations go out. In the final week, prepare bid cards, payment forms, lot lists and volunteer assignments. On the day, keep registration, bidding and payment in separate areas so guests can move through the evening without confusion.

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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
Reserve the room
2
Set auction date
2 people
3
Set Auction Goal
2 people
4
Book the auctioneer
5
Record payment method
2 people
6
Create a registration form
7
Draft invitations
2 people
8
Send invitations
2 people
9
Publish auction rules
10
Request auction items
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Register lots
3 people
14
Photograph lots
2 people
15
Write Lot Descriptions
2 people
16
Assign lot numbers
2 people
17
Prepare lot list
18
Print lot list
19
Number bid cards
2 people
20
Create payment forms
21
Prepare sign-up sheet
22
Assign volunteers
2 people
23
Test music and microphone
2 people
24
Create a shopping list
2 people
25
Do the shopping
2 people
26
Check plots
3 people
27
Pack lots
3 people
28
Fill coolers
2 people
29
Open hall
2 people
30
Set up tables
4 people
31
Set out chairs
4 people
32
Set up registration desk
2 people
33
Display lots
4 people
34
Hang the plot sign
2 people
35
Set up the stage table
2 people
36
Set Up Microphone
2 people
37
Check lighting
2 people
38
Prepare coffee and tea
2 people
39
Set out snacks
2 people

Event

40
Staff the registration desk
2 people
41
Register visitors
2 people
42
Hand out bid cards
2 people
43
Explain the lots
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Open the auction
47
Announce lots
48
Register bids
2 people
49
Display lots
2 people
50
Refill drinks
2 people
51
Collect tableware
2 people
52
Restock break snacks
2 people
53
Record sales results
2 people
54
Process payments
3 people
55
Distribute Winning Lots
3 people
56
Mark remaining items
2 people
57
See visitors off
2 people

Aftercare

58
Close the register
2 people
59
Store lots securely
3 people
60
Clear tables and chairs
4 people
61
Switch off equipment
2 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean the room
3 people
65
Check toilets
66
Inventory Leftovers
2 people
67
Call unpaid lots
2 people
68
Transfer Proceeds
69
Return parcels
2 people
70
Return borrowed items
2 people
71
Archive payment details

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Stage table
Registration tablesqty 2
Lot tablesqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 8

Equipment

Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash boxqty 2
Calculatorsqty 3
USB sticksqty 2

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2
Washing-up bowlsqty 3

Decorations

Tableclothsqty 12
Plot Sign
Direction signsqty 6
Name badgesqty 120
Table numbersqty 12
Flower arrangementsqty 6
Lot cardsqty 120

Lighting

Table lampsqty 6
String lightsqty 4

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Trash binsqty 6
Rubber glovesqty 6

Paper goods

Bid cardsqty 120
Lot listsqty 150
Payment formsqty 150
Registration formsqty 150
Pensqty 40
Pencilsqty 20
Markersqty 12
Tapeqty 6
Labelsqty 300
Clipboardsqty 10
Envelopesqty 200
Receiptsqty 3

Other

Ropeqty 2
Scissorsqty 6
Utility knivesqty 2
Carry bagsqty 150
Packaging boxesqty 50
Bubble wrapqty 2
Gift ribbonqty 4
Roll containersqty 4

Tips

Set the auction goal before requesting items, then use it to decide how many lots you need and what type of audience to invite. Confirm the auctioneer early; the microphone, speakers and stage table depend on that setup.
Give donors a firm item deadline at least 3 weeks before auction night. Photograph and number every lot as it arrives, because missing descriptions or duplicate numbers are difficult to fix during registration.
Close guest registration 2 to 3 days before the event and prepare a final sign-up sheet with dietary requirements. This gives you time to arrange seating, food quantities and registration tables instead of guessing on the day.
Print the lot list and number bid cards no later than the day before. Keep one master lot list at the payment table, with matching lot numbers, descriptions and winning-bid fields.
Test the laptop, projector, screen, mixer and wireless microphones at least 2 hours before guests arrive. Put extension cords and power strips where they cannot become trip hazards, and create a separate payment area with the terminal and forms.

Frequently asked questions

How far in advance should you plan an auction night?: Allow at least 6 to 8 weeks. Reserve the room and set the date first, then book the auctioneer, request lots and send invitations early enough to build attendance.
When should auction items be collected?: Set the collection deadline 2 to 3 weeks before the auction. You need time to register lots, photograph them, write descriptions, assign numbers and print the final lot list.
How many volunteers do you need for an auction night?: Plan for at least 1 volunteer at registration, 1 at payments and 2 to 3 people handling lots and guest questions. Add more if you expect more than 75 guests or have several payment points.
When should the microphone and presentation equipment be tested?: Test all audio and projection equipment at least 2 hours before doors open. Run the laptop, mixer, speakers, wireless microphones and projector together, not just one device at a time.

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.