How to organize an auction from first planning to final payment

Start an auction by fixing the date, venue, rules, and auctioneer before asking for lots. Then open consignments, record and number every item, and publish clear descriptions and photos in an online catalogue. During the final week, confirm bidders, volunteers, payment arrangements, seating, sound, and lot transport. Most problems happen when items arrive late, descriptions are incomplete, or winning bids cannot be paid and collected smoothly.

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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
Draw up auction rules
2 people
3
Book the auctioneer
4
Publish return conditions
5
Send invitations
2 people
6
Open the registration form
7
Collect auction lots
4 people
8
Register lots
2 people
9
Number the lots
2 people
10
Write Lot Descriptions
2 people
11
Take parcel photos
2 people
12
Publish online catalog
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Make reservations
16
Assign volunteers
2 people
17
Record the payment procedure
2 people
18
Design lot cards
19
Print lot cards
2 people
20
Prepare bid numbers
2 people
21
Print the program
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Bring lots to the venue
4 people
25
Chill drinks
2 people
26
Set up the register and change
2 people

Event

27
Open venue
2 people
28
Set up the reception area
3 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Display lots
5 people
32
Place lot cards
3 people
33
Set up auction table
2 people
34
Test sound equipment
2 people
35
Set up the registration table
2 people
36
Prepare coffee and tea
2 people
37
Set out snacks
2 people
38
Brief volunteers
2 people
39
Staff the registration table
2 people
40
Welcome visitors
3 people
41
Issue bid numbers
2 people
42
Explain payment terms
43
Open the auction
44
Auction lots
3 people
45
Register bids
2 people
46
Mark sold lots
2 people
47
Distribute lots to buyers
3 people
48
Serve drinks
2 people
49
Refill drinks
2 people
50
Serve snacks
2 people
51
Collect tableware
2 people
52
Secure the cash register
2 people
53
Register unsold lots
2 people
54
Record outstanding payments
2 people
55
Close the auction
56
Wave goodbye to visitors
2 people

Aftercare

57
Safely package lots
4 people
58
Clear tables and chairs
4 people
59
Wash dishes
2 people
60
Collect waste
3 people
61
Clean the venue
3 people
62
Close the register
2 people
63
Chill leftovers
2 people
64
Check doors and windows
2 people
65
Send buyer payment reminder
66
Return unsold lots
3 people
67
Record the proceeds
2 people
68
Return borrowed materials
2 people
69
Confirm buyer arrangements
70
Follow up on unclaimed lots

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Stoolsqty 6
Clothes racksqty 4
Transport cartsqty 3
High tablesqty 6

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Cash register
Coolersqty 4
Flashlightsqty 4

Tableware

Platesqty 120
Coffee cupsqty 100
Glassesqty 120
Wine glassesqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pitcherqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 10
Pliersqty 8
Coolersqty 4

Decorations

Tableclothsqty 14
Directional signsqty 8
Welcome sign
Number signsqty 110
Plot signsqty 120
Poster puttyqty 4
Presentation matsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 12
Glovesqty 12

Catering

Groceries

Tips

Set a consignment deadline at least 10 to 14 days before the auction. This gives you time to reject unsuitable items, write descriptions, take photos, number lots, and publish the catalogue.
Give every lot one unique number and record its owner, description, condition, estimate, and collection instructions in the same register. Do not rely on handwritten notes made at the venue.
Publish the bidding rules before invitations go out, including registration, bid increments, payment deadline, accepted payment methods, and what happens when a buyer does not pay. Ask bidders to accept the rules during registration.
Allow at least two volunteers for bidder registration and payments, plus one person who can update lot status and answer collection questions. Prepare bidder numbers, lot cards, printed programmes, and a working printer before doors open.
Test the microphone, speakers, laptop, projector, payment device, extension cables, and power sockets at the venue one day beforehand. Bring a backup way to record winning bids in case the technology fails.

Frequently asked questions

How far in advance should I start organizing an auction?: Start at least 8 to 12 weeks before the auction date. Fix the venue and auctioneer first, then allow 2 to 4 weeks for consignments, registration, photography, descriptions, and catalogue publication.
When should auction lots be collected and numbered?: Set a firm consignment deadline 10 to 14 days before the event. Number and register each lot as soon as it arrives, rather than waiting until the final week.
How many volunteers do I need for an auction?: Plan on at least 4 volunteers for a small auction: two for registration and payments, one for lot handling, and one for recording sales or helping the auctioneer. Add one volunteer for roughly every 50 additional lots or 75 bidders.
How long should buyers have to pay and collect auction lots?: Set payment on the day whenever possible, with a clear deadline such as within 24 hours. Give buyers a collection window of 1 to 3 days and state in advance who handles uncollected items.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.