What you need for a music auction
A music auction needs more than the lots themselves. You’ll need clear lot identification, printed bidding materials, a reliable sound setup and a simple way to take payments after each sale. Plan furniture for registration, bidding and collection, plus bags for buyers taking items home. Check quantities against your guest list at least one week before the auction, and test the turntable, amplifier, mixer, microphones and projector before the venue opens.
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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé wine - 4 bottles
- Alcohol-free wine - 4 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini Sausages - 4 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Baguettes - 12 pieces
- Cream cheese - 6 tubs
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegan party snacks - 4 packs
- Gluten-free crackers - 3 packs
- Nut-free snacks - 3 packs
- Paper towels - 6 rolls
- Napkins - 8 packs
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
Tips
- Prepare one bid card, pen and bid form for every expected bidder, then add at least 10% extra. Keep spare markers and batteries at the reception desk rather than in a storage box.
- Give each lot a numbered sticker and matching catalogue entry. Buy or bring enough number rolls, lot stickers and plot signs to label every item, including display pieces that are not being auctioned.
- Allow one clipboard for each active bidding table or auction assistant. Set out printed auction catalogs before registration so guests can check lot descriptions and starting prices without holding up the queue.
- Count paper carrier bags by the number of likely buyers, not just the number of lots. A buyer may win several items, so keep larger bags available and place them near the payment and collection point.
- For the audio setup, bring extension cords, power strips and spare batteries in addition to the turntable, amplifier, speakers, mixer and microphones. Test every connection before doors open, including the projector and projection screen if the catalog or lots are shown on screen.
Frequently asked questions
- What supplies do I need for a music auction?
- You need bidding and identification materials such as bid cards, bid forms, pens, clipboards, lot stickers, signs, catalogs and number rolls. You also need a payment setup, paper carrier bags, furniture for registration and display, and tested audio equipment.
- How many bid forms should I print for a music auction?
- Print one bid form per expected bidder and add at least 10% spare copies. For 50 bidders, prepare 55 forms, plus extra pens and clipboards for the people recording bids.
- How many auction catalogs do I need?
- Prepare one catalog for each registered guest or bidding household, then add 10% extra for late registrations and damaged copies. For 50 guests, print about 55 catalogs.
- When should I buy supplies for a music auction?
- Buy or confirm printed materials, labels, bags and stationery at least 7 days before the auction. Test the turntable, amplifier, speakers, microphones, mixer, laptop and projector no later than the day before, then check the setup again when the venue opens.
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