Scout auction checklist and planning guide

A scout auction needs more preparation than simply collecting items and inviting people. Set the bidding rules early, confirm how payments will work, and give yourself time to check, number, and catalogue every lot. This checklist takes you from venue and volunteer planning through registrations, refreshments, sound checks, and the final auction setup. Use it to keep the auctioneer, registration team, bidders, and item display working to the same plan.

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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

Confirm date and location
2 people
Set auction rules
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Collect auction items
3 people
Check auction items
3 people
Number auction items
2 people
Create auction catalog
2 people
Print the catalog
2 people
Prepare payment method
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Display auction items
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
2 people
Test sound system
2 people
Hang up decorations
2 people
Brief the auctioneer
2 people
Prepare the order draw
2 people
Brief the registration team
2 people
Set up the register and change
2 people

Event

Welcome visitors
3 people
Distribute bidding numbers
2 people
Explain auction items
2 people
Run the auction
2 people
Register sold raffle tickets
3 people
Present auction items
3 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Clear away dishes
2 people
Handle payments
3 people
Issue sold raffle tickets
3 people
Set aside unsold raffle tickets
2 people

Aftercare

Load auction items
4 people
Clean up the venue
4 people
Collect waste
2 people
Clean dishes and materials
3 people
Dismantle the sound system
2 people
Close the register
2 people
Clean the venue
3 people
Return unsold items
2 people
Return borrowed materials
2 people
Archive payment details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Foldable tablesqty 3
Clothes racksqty 2
Presentation tablesqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Tableware

Reusable drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving traysqty 6

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 100
Prize ticketsqty 80
Raffle labelsqty 100

Lighting

LED light stringsqty 4
Desk lampsqty 2

Catering

Bid cardsqty 100
Catalogsqty 100
Cash box
Cash counting tray
Coupon bookletsqty 3
Pensqty 30
Permanent markersqty 10
Rolls of tapeqty 6
Writing boardsqty 4
Groceries

Cleaning

Waste binsqty 6
Towelsqty 12
Washing-up tubsqty 3

Tips

Set the auction rules before sending invitations, including how bids are made, when a lot is sold, and which payment methods you accept. Put the key rules in the invitation and print them in the catalogue.
Give yourself at least 7 days to collect and check auction items. Number each lot once, match the number to its label and catalogue entry, and keep the final lot order beside the auctioneer.
Ask for dietary requirements when registrations open, then plan snacks and drinks from the confirmed numbers. Chill drinks before doors open and keep coffee, kettles, cups, plates, and serving trays together at the catering table.
Assign registration, catering, item-display, payment, and room-setup volunteers in advance. Have the registration table ready with bid cards and catalogues before guests arrive, rather than assembling it during check-in.
Test the microphones, speakers, mixer, extension cords, and power strips before the venue opens. Leave a short backup plan for dead batteries or a power problem, including charged power banks and a way to continue calling lots without the sound system.

Frequently asked questions

How far in advance should I organise a scout auction?: Start at least 4 to 6 weeks before the auction. Confirm the date and venue first, then allow 2 to 3 weeks for invitations, registrations, volunteer assignments, and collecting auction items.
When should auction items be collected and checked?: Set a collection deadline at least 7 days before the event. Check condition, contents, and estimated descriptions as items arrive, then number and catalogue them before the final week.
How many volunteers do I need for a scout auction?: Plan for at least 5 clearly assigned roles: registration, payments, catering, item display, and room support. Add a separate auctioneer and one person to manage the lot order if the auction has many items.
What should be ready before guests arrive at a scout auction?: Open the venue at least 90 minutes beforehand. Set up tables and chairs, display numbered lots, prepare the registration and catering tables, test the sound system, brief the auctioneer, and place the lot order within reach.

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.