How to organise an estate auction from start to finish

An estate auction runs smoothly when the catalogue, room layout and payment process are settled before guests arrive. Start by confirming the date, venue and auctioneer, then define the auction terms and build a complete list of numbered lots. Photograph and describe every item before publishing the advert and opening registration. In the final week, check missing details, print lot cards and bid numbers, arrange transport, and assign separate people to registration, payments and room setup.

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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 the auction date
2
Confirm the venue and room layout
2 people
3
Draft auction terms
2 people
4
Create registration form
5
Assemble prize list
3 people
6
Number the lots
3 people
7
Photograph lots
2 people
8
Write Lot Descriptions
2 people
9
Publish auction ad
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send parking information
14
Make reservations
15
Confirm auctioneer
16
Assign the payment team
17
Check plots
4 people
18
Pack fragile items
3 people
19
Fill in missing lot details
2 people
20
Print lot cards
2 people
21
Prepare bid numbers
2 people
22
Check the shopping list
23
Do the shopping
3 people
24
Bring lots to the venue
4 people
25
Set up tables and chairs
4 people
26
Display lots by number
5 people
27
Place lot cards
3 people
28
Set up registration desk
2 people
29
Set up payment desk
2 people
30
Test sound system
2 people
31
Check the lighting
2 people
32
Hang up route signs
2 people
33
Chill drinks
2 people
34
Prepare coffee station
2 people
35
Conduct a safety check
2 people
36
Set out cash for the register
2 people
37
Set out refreshments
3 people
38
Prepare snacks
3 people
39
Hand out staff instructions

Event

40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Issue bid numbers
2 people
43
Arrange property viewings
3 people
44
Open the auction
2 people
45
Auction lots
3 people
46
Register sold lots
2 people
47
Take lots to the pickup area
3 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Clear tables
2 people
52
Process payments
3 people
53
Check auction item release
3 people
54
Mark unclaimed auction items
2 people
55
See off the last visitors
2 people

Aftercare

56
Pack leftovers
3 people
57
Close the register
2 people
58
Store lots securely
3 people
59
Collect waste
3 people
60
Wash dishes
2 people
61
Clear tables and chairs
4 people
62
Clean the venue
3 people
63
Transfer lots to buyers
3 people
64
Follow up on outstanding payments
65
Sort remaining items
3 people
66
Return unsold items
3 people
67
Return borrowed materials
2 people
68
Handle the deposit and keys
69
Archive sales administration
2 people
70
Keep invoices and receipts
71
Send thank-you message
72
Transfer sales proceeds
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Foldable tablesqty 4
Registration desk
Payment counter
High tablesqty 6
Transport cartsqty 3

Equipment

Laptopqty 2
Printer
Speakerqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Calculatorsqty 3
Cash register
Payment terminal
Coolersqty 4
Hand trucksqty 2
Glue gunsqty 2
Staplersqty 3

Tableware

Coffee cupsqty 90
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice packsqty 16
Cutting boardsqty 4
Bread knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Coolersqty 2

Decorations

Tableclothsqty 12
Auction board
Directional signsqty 12
Welcome sign
Notice boardsqty 4
Photo framesqty 6
Table name cardsqty 20
Buntingqty 6

Lighting

LED lampsqty 12
Desk lampsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Paper goods

Registration formsqty 150
Bid cardsqty 150
Sales receiptsqty 150
Bid numbersqty 120
A4 paperqty 500
Notepadsqty 12
Ballpoint pensqty 40
Pencilsqty 20
Markersqty 12
Sticky notesqty 12
Adhesive labelsqty 500
Bindersqty 8
Envelopesqty 200
Receipt rollsqty 10
Paper wristbandsqty 150
Tapeqty 12
Packing tapeqty 12
Ropeqty 6
Cardboard sheetsqty 100
Bulletin board cardsqty 100
Plastic document sleevesqty 200
Clipboardsqty 12
Scissorsqty 6
Utility knivesqty 3
Rulersqty 4

Auction materials

Auction hammer
Field displaysqty 30
Presentation tablesqty 4
Number signsqty 120
Table numbersqty 20
Queue barriersqty 8
Barrier tapeqty 4
Storage cratesqty 30
Moving blanketsqty 20
Bubble wrapqty 4
Moving boxesqty 50
Wrapping paperqty 4
Carrier bagsqty 100
Hand terminalsqty 3
Cash boxqty 2
Document casesqty 4
Key labelsqty 50
Cable tiesqty 200
Work glovesqty 12

Tips

Number each lot before photographing it, and use the same number on the lot card, catalogue entry and item label. This prevents bidders and the payment team from matching the wrong item at the end.
Write auction terms before sending invitations. Include when bidding closes, how winning bids are confirmed, when goods must be collected, and which payment methods the payment counter accepts.
Do not leave venue logistics until auction day. Allow time to confirm the room layout, parking information, tables, chairs, power access and a clear route for transport carts or hand trucks.
Print the registration forms, bid numbers and lot cards at least one day ahead. Bring spare copies, a working printer or laptop, chargers, extension cords and power strips rather than assuming the venue supplies them.
Separate the payment team from the auctioneer and registration desk. Give the payment counter its own calculator, cash register or payment terminal, and keep a written record of each winning lot and bidder number.

Frequently asked questions

How far in advance should I organise an estate auction?: Start at least 4 to 6 weeks before the auction date. Use the first 2 weeks for the venue, auction terms, lot inventory and photography, then leave the final 7 days for registrations, printing, transport and setup checks.
How do I catalogue items for an estate auction?: Assign one number to every lot, photograph it, and write a description with the item name, condition, quantity and any missing details. Finish the catalogue at least 7 days before the auction so errors can be corrected before the advert and lot cards are published.
What should I prepare for estate auction registration?: Set up a registration desk with forms, pens, a laptop or printed list, and numbered bid cards. Have it ready at least 30 minutes before bidding starts, and keep payment processing at a separate counter to avoid queues.
How long should estate auction items be available for collection?: State a specific collection window in the auction terms, such as 1 to 3 days after the sale. Assign someone to check paid items against the bidder number and keep fragile lots packed until collection.

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