Music Auction Checklist

A music auction needs more preparation than displaying records and opening the doors. You need a clear lot inventory, numbered items, accurate descriptions, printed catalogs, working audio equipment, and a payment process that can handle winning bids. Start with the date and venue, then build the catalog and registration process before ordering catering or shopping for supplies. Use this checklist to keep the auction moving from the first announcement through collection and payment.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm the auction date
Reserve venue
Draft auction terms
2 people
Inventory the music lot
2 people
Number the lots
2 people
Photograph lots
2 people
Write Lot Descriptions
2 people
Set starting prices
2 people
Create auction catalog
2 people
Have catalogue printed
Draft invitations
2 people
Send invitations
2 people
Post the online announcement
Open the registration form
Process registrations
Collect dietary requirements
Place catering order
Prepare bid forms
2 people
Copy lot lists
Set up the payment process
2 people
Do the shopping
2 people
Chill drinks
2 people
Test equipment
2 people
Check auction lots
2 people
Open venue
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the information desk
2 people
Set up registration desk
2 people
Display lots
3 people
Secure the lots
2 people
Lay out catalogs
2 people
Lay out bid cards
2 people
Connect the sound system
2 people
Test microphone
2 people
Start welcome music
Set up catering
3 people
Check the cash register and payment materials
2 people
Brief the auction team
4 people

Event

Welcome visitors
3 people
Register visitors
2 people
Issue bid cards
2 people
Explain the lots
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Announce auction rules
Lead the first auction round
2 people
Register bids
2 people
Mark sold lots
2 people
Announce break
Replenish tables and catering
2 people
Lead the second auction round
2 people
Register bids
2 people
Store sold lots safely
2 people
Process payments
3 people
Distribute won lots
3 people
Serve the evening break
2 people
Lead the third auction round
2 people
Register bids
2 people
Confirm final amounts
2 people
Process final payments
3 people
Issue the final lots
3 people
Say goodbye to visitors
2 people

Aftercare

Count and check the lots
2 people
Close the register
2 people
Turn off the sound system
2 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clear tables and chairs
3 people
Store lots securely
2 people
Lock up the venue
2 people
Collect return materials
2 people
Return borrowed equipment
2 people
Call unpaid lots
Archive plot overviews
Deposit sales revenue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Stoolsqty 6
Reception deskqty 2
Clothes racksqty 2

Equipment

Turntable
Amplifier
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projection screen
Projector
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 12

Lighting

Standing lampsqty 4
String lightsqty 4

Auction materials

Bid cardsqty 80
Plot signsqty 100
Lot stickersqty 120
Clipboardsqty 12
Bid formsqty 150
Auction catalogsqty 100
Pensqty 40
Markersqty 12
Paper carrier bagsqty 100
Price gun
Number rollsqty 2
Cash register
Cash box
Payment terminal
Cable tiesqty 50

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Scissorsqty 4
Tapeqty 8

Decorations

Tableclothsqty 10
Directional signsqty 8
Welcome sign
Directional signsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Finish the lot inventory before setting starting prices or printing the catalog. Number every item once, photograph it, and check that the lot description matches the item on display.
Open registration early enough to process names and dietary requirements before placing the catering order. A final attendee count several days before the auction gives you time to adjust food and seating.
Test the turntable, amplifier, mixer, speakers, microphones, projector, and laptop together before opening the venue. Check extension cords, power strips, batteries, and microphone stands rather than testing each item in isolation.
Prepare more bid forms, pens, bid cards, and clipboards than your expected number of bidders. Keep spare copies of the lot list at the reception desk and use lot stickers or signs so items remain identifiable during bidding.
Set up payment before guests arrive, including the steps for recording winning bids and issuing collection instructions. Chill drinks and place paper carrier bags near the payment or collection point so winners do not have to search for them.

Frequently asked questions

How far in advance should I start planning a music auction?: Start at least 6 to 8 weeks before the auction. That gives you time to reserve the venue, inventory and photograph the lots, write descriptions, print the catalog, send invitations, and process registrations.
When should I print the auction catalog?: Print the catalog after the lots are numbered, descriptions are checked, and starting prices are approved—normally 1 to 2 weeks before the event. Keep a small batch of spare copies for registrations and walk-in enquiries.
How many bid forms and pens do I need for a music auction?: Prepare at least 1.5 bid forms and 2 pens per expected bidder, plus 10% spare supplies. For 40 bidders, that means 60 bid forms and at least 80 pens, with clipboards available at the bidding tables.
When should I test the auction equipment?: Run a full equipment test 1 to 3 days before the auction, then check the setup again when the venue opens. Test the turntable, amplifier, mixer, speakers, microphones, projector, and laptop as one connected system.

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.