How to organize a charity auction from start to finish
Start by fixing the fundraising goal, auction date and venue before approaching sponsors or collecting donated items. Then build the auction around accurate item information: photograph every lot, set realistic starting prices and publish a clear catalogue. Guest registration, dietary details and volunteer roles should be settled before the event week. On the day, use a printed run sheet, test the microphones and payment terminal, and check every auction item before guests arrive.
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 goal
2 people
- 2
Reserve venue
- 3
Check permits
- 4
Book the auctioneer
- 5
Arrange music management
- 6
Present the charity
2 people
- 7
Approach sponsors
3 people
- 8
Acquire auction items
3 people
- 9
Register auction items
2 people
- 10
Photograph auction items
2 people
- 11
Set starting prices
2 people
- 12
Compile the auction catalog
2 people
- 13
Design invitations
- 14
Send invitations
2 people
- 15
Post online promotion
2 people
- 16
Process registrations
2 people
- 17
Collect dietary requirements
- 18
Send reminder
- 19
Assign volunteers
2 people
- 20
Print the run sheet
- 21
Check the shopping list
2 people
- 22
Collect auction items
3 people
- 23
Do the shopping
3 people
- 24
Store chilled products
2 people
- 25
Check auction items
2 people
- 26
Prepare the payment procedure
2 people
Event
- 27
Open venue
2 people
- 28
Check the hall and toilets
2 people
- 29
Set up tables
4 people
- 30
Set up chairs
4 people
- 31
Set up registration desk
2 people
- 32
Set up auction table
3 people
- 33
Display auction items
4 people
- 34
Lay out auction numbers
2 people
- 35
Test sound equipment
2 people
- 36
Test presentation screen
- 37
Prepare snacks
4 people
- 38
Chill drinks
2 people
- 39
Set out coffee and tea
2 people
- 40
Staff the reception desk
3 people
- 41
Register guests
3 people
- 42
Hand out auction numbers
2 people
- 43
Serve welcome drinks
3 people
- 44
Give the opening speech
- 45
Explain the charity
- 46
Guide auction rounds
3 people
- 47
Register bids
3 people
- 48
Present the auction items
2 people
- 49
Serve snacks
3 people
- 50
Refill drinks
2 people
- 51
Collect tableware
2 people
- 52
Announce break
- 53
Restock the buffet
3 people
- 54
Process payments
3 people
- 55
Distribute prize items
3 people
- 56
Announce interim standings
- 57
Guide the Final Auction Round
3 people
- 58
Announce the final amount
- 59
See off guests
3 people
- 60
Secure cash
2 people
Aftercare
- 61
Pack auction items
3 people
- 62
Dismantle furniture
4 people
- 63
Collect waste
3 people
- 64
Wash dishes
3 people
- 65
Clean the room
4 people
- 66
Clean the restrooms
2 people
- 67
Lock up the venue
2 people
- 68
Follow up on outstanding payments
2 people
- 69
Deliver uncollected items
2 people
- 70
Return leftover materials
2 people
- 71
Transfer donation proceeds
2 people
- 72
Send thank-you message
2 people
- 73
Publish results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 120
- Buffet tablesqty 4
- Stoolsqty 6
- Coat racksqty 2
- Clothes hangersqty 120
Tableware
- Dinner platesqty 120
- Dessert platesqty 120
- Glassesqty 150
- Coffee cupsqty 100
- Knivesqty 120
- Forksqty 120
- Spoonsqty 120
- Serving spoonsqty 12
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Microphone standsqty 2
- Laptop
- Presentation screen
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 4
- Payment terminal
- Calculatorsqty 3
Lighting
- Atmosphere lightsqty 10
- LED string lightsqty 6
Decorations
- Tableclothsqty 12
- Napkin holdersqty 12
- Flower arrangementsqty 12
- Menusqty 120
- Auction signsqty 120
- Lot numbersqty 80
- Wayfinding signsqty 8
- Name badgesqty 120
- Pensqty 30
- Photo framesqty 20
- Display standsqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving traysqty 10
- Small bowlsqty 20
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Pliersqty 8
- Waste binsqty 6
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broomsqty 3
- Dustpan and brushqty 3
Catering
- Groceries
Tips
- Set the fundraising target and auction format before contacting sponsors. This gives donors a clear reason to contribute and helps you decide how many lots you need.
- Treat each donated item as a separate auction lot. Record its description, restrictions, estimated value, starting price and collection arrangements, then photograph it for the catalogue.
- Send invitations early enough to process registrations and dietary requirements before buying food. Send a reminder close to the event and keep the final guest list with the volunteers at check-in.
- Book the auctioneer and confirm the sound setup before event week. Test the wireless microphones, speakers, laptop and presentation screen together, rather than checking each item separately.
- Create a short run sheet for the auction itself, including lot order, breaks, payment and collection. Check the auction items, chilled products, tables, chairs and payment terminal on the day before guests arrive.
Frequently asked questions
- How far in advance should you organize a charity auction?
- Start planning at least 8 to 12 weeks before the auction. This allows time to reserve the venue, secure the auctioneer, approach sponsors, collect items and invite guests without rushing the catalogue.
- How do you set starting prices for a charity auction?
- Set a starting price for every lot before publishing the catalogue, using the item's estimated value and likely demand. Avoid leaving this until the event day; the auctioneer needs the final list and lot order in advance.
- When should charity auction invitations be sent?
- Send invitations several weeks before the event, then process registrations as they arrive. Send a reminder during the final week and confirm dietary requirements before you complete the shopping.
- What equipment is needed to run a charity auction?
- Plan for wireless microphones, speakers, microphone stands, a laptop, a presentation screen, extension cords and power strips. Test the full setup before guests arrive, and keep a payment terminal and calculators ready for settlement.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!