Auction Set-Up Checklist for Nonprofits & Fundraising Events

Why a Set-Up Checklist Matters

Running a charity auction without a clear plan can lead to last-minute chaos, missed donations, and stressed volunteers. A structured checklist ensures your team:

• Keeps the event organized from start to finish
• Avoids missing critical setup steps
• Creates a smooth donor and bidder experience
• Saves time and increases total funds raised

Whether you’re hosting an in-person, virtual, or hybrid auction, a clear setup plan makes everything easier.

Step 1: Pre-Event Planning

Before the first bid is placed, nail down your foundation.

• 📝 Define your event goals (revenue target, # of donors, item quantity)
• 📅 Set event date, time, and venue (or platform for virtual)
• 🪙 Decide auction format (silent, live, hybrid, mobile)
• 🧭 Select your auction platform or software
• 🧍 Assign roles: event lead, item coordinator, marketing, check-in team
• 🧾 Secure required permits or raffle licenses if needed
• 📞 Build an outreach plan for donors, sponsors, and item contributors

👉 Pro tip: Start planning at least 8–12 weeks before the event for the smoothest execution.

Step 2: Collecting and Organizing Items

Your auction is only as good as your item catalog.

• 📦 Request donations using a Donation Request Letter Template
• 🏷️ Track pledged items in a central spreadsheet or your auction software
• 📸 Take clear, high-quality photos of each item
• ✍️ Write short, benefit-focused descriptions with FMV (Fair Market Value)
• 🪄 Set starting bids (30–50% of FMV is common)
• 🕒 Determine bid increments
• 📦 Add pickup, delivery, or expiration details

👉 Pro tip: Group lower-value items into themed bundles to boost bidding activity.

Step 3: Build Your Auction Site or Catalog

If you’re hosting online or hybrid, this step is crucial.

• 🖼️ Add branding: logo, colors, event name
• 🛍️ Upload items with photos, titles, descriptions, and FMV
• 📊 Organize categories (e.g., travel, dining, experiences)
• 📢 Enable features like Buy Now, proxy bidding, or watchlists
• 🧭 Add clear bidding instructions and event FAQs
• 🔐 Test all links, buttons, and payment flows

👉 Keep the experience mobile-friendly. Most bidders use their phones.

Step 4: Ticketing & Registration

Whether your auction is ticketed or free, registration is key.

• 🎟️ Create your ticketing page or RSVP form
• 🧾 Collect bidder information upfront (name, email, phone, payment method)
• 💳 Enable credit card pre-authorization to speed up checkout
• 📨 Send confirmation emails with event details and auction links
• 🧭 Add early access or VIP perks if applicable

👉 Pro tip: Keep registration as frictionless as possible — fewer clicks = more bidders.

Step 5: Marketing and Promotion

An auction without promotion is just a warehouse of items.

• 📩 Send Save-the-Date and reminder emails
• 📱 Promote across social media channels (Reels, Stories, LinkedIn)
• 📰 Announce big-ticket items to build buzz
• 🧑‍🤝‍🧑 Leverage ambassadors, board members, and sponsors
• 💬 Use text messaging for last-minute pushes
• 🧭 Schedule regular content drops leading up to auction day

👉 Pro tip: Create urgency with “limited time” messaging and countdown timers.

Step 6: Event Logistics & Staffing

For in-person and hybrid events, logistics can make or break the donor experience.

• 🪑 Plan event layout (check-in tables, item displays, screens)
• 🖥️ Prepare signage and printed materials
• 🧑‍💼 Train staff and volunteers on roles (check-in, bid spotters, checkout)
• 🧾 Print bidder paddles, name tags, table numbers if needed
• 🔌 Test Wi-Fi, power sources, microphones, and tech stations

👉 Pro tip: Always have backup devices, chargers, and hotspot access.

Step 7: Payment, Checkout & Fulfillment

Smooth checkout = happy donors.

• 💳 Test your payment system before event day
• 🧾 Set up automatic receipts and thank-you messages
• 📦 Clearly communicate pickup/shipping instructions for items
• 📑 Have printed backup records in case tech fails
• 🧮 Reconcile payments in real time or immediately post-event

👉 Consider offering donor-covers-fees to maximize proceeds.

Step 8: Post-Event Wrap-Up

Your auction isn’t over when the last item closes.

• 📝 Send personalized thank-you emails and receipts
• 📢 Announce total funds raised and impact stories
• 📦 Confirm fulfillment for all won items
• 🧾 Generate reports: top bidders, item performance, revenue sources
• 🧠 Debrief with your team — what worked and what to improve

👉 Pro tip: Post-event follow-up drives repeat donor engagement.

Auction Set-Up Master Checklist (Printable)

✅ Print this checklist or copy it into your project management system.

Final Tips for a Flawless Auction Setup

• Start planning early — 8+ weeks gives room to breathe
• Keep instructions simple for both donors and bidders
• Use mobile-friendly tools to streamline the experience
• Test every technical element at least twice
• Build trust with transparent communication and prompt follow-up