What you need for a scout auction

A scout auction needs more than auction items and a room. You also need a clear bidding setup, enough tables for registration and display, working sound equipment, and practical catering supplies. Prepare bid cards, lot labels and lot numbers early so guests can follow the sale without confusion. Plan drinks, snacks and power access before setup day, because these are easy to leave until the last minute.

Organize this event for free with Lizzt

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
- Coffee - 4 packs
- Tea - 5 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Peanuts - 3 bags
- Snack nuts - 3 bags
- Cookies - 8 packs
- Mini wraps - 100 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cheese slices - 3 packs
- Ham - 3 packs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Garbage bags - 50 pieces
- Hand soap - 4 bottles

Cleaning

Waste binsqty 6
Towelsqty 12
Washing-up tubsqty 3

Tips

Prepare one bid card and a clear lot label for every auction item, then keep spare cards and labels at the registration table. Number the lots before guests arrive so the auctioneer can follow the printed catalogue.
Allow at least one registration table and one separate presentation table for the lots. Add clothing racks if items need to be hung, and keep the lot order together beside the auctioneer.
Test the microphones, speakers and mixer before doors open, not during registration. Bring extension cords, power strips and charged power banks; place cables where guests will not trip over them.
For the first hour, plan roughly two to three drinks per person, then chill them in coolers before setup starts. Put reusable glasses, plates, cutlery and serving trays at the catering table rather than leaving them in boxes.
Set up coffee machines or kettles with thermos flasks at least 30 minutes before guests arrive. Keep knives, cutting boards and snacks ready, and check dietary requirements before buying the final quantities.

Frequently asked questions

What supplies do I need for a scout auction?: Bring bid cards, lot labels, lot number signs, catalogues, tables, chairs, microphones, speakers and power cables. For refreshments, allow about two to three drinks per person for the first hour and provide plates, cutlery and reusable glasses.
How many tables do I need for a scout auction?: Plan for at least three table areas: one for registration, one for catering and one or more for displaying auction lots. Add tables according to the number of items, leaving enough space for guests to view each lot without blocking the bidding area.
When should I prepare the auction items and catalogue?: Check, number and label every lot before the event day, ideally at least 24 hours in advance. Print the catalogue after the lot order is confirmed so the auctioneer and bidders use the same numbers.
How early should I set up the sound system?: Start the sound check at least 60 minutes before registration opens. Test every wireless microphone, speaker, mixer connection and power cable, then keep spare batteries or charged power banks nearby.

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.