SpringFall Auction Planning Checklist: The Home Stretch (In-Person Gala with Online Pre-Bidding)
You've procured amazing items and sold tickets — now the final push begins. Use this general timeline as a guide and adapt as needed for your event.
Scroll down to use the interactive checklist, or download the printable version instead.
SPRINGFALL AUCTION PLANNING CHECKLIST
(In-Person Gala with Online Pre-Bidding)
6 Weeks Before the Event
Auction Chair
5 Weeks Before the Event
Auction Chair
Include time for a pre-event "tech check" to test your A/V equipment. It can also be helpful to temporarily pause food and beverage service during your Fund-A-Need ask, then resume immediately after.
Include cleanup and load-out volunteers so core event volunteers don't end up staying late and becoming burned out at the end of the night.
Auction ChairTheme/Decorations Chair
4 Weeks Before the Event
Theme/Decorations Chair
Auction ChairAuction Co-Chair
3 Weeks Before the Event
Auction Chair
Procurement TeamAuction Co-Chair
Ticket Sales Chair
2 Weeks Before the Event
Auction ChairProcurement Team
Offer Sign-Up Parties early to build excitement and encourage additional hosts while there's still time to add them.
Ticket Sales Chair
Front Desk Manager
Auction Co-Chair
1 Week Before the Event
Auction Co-Chair
If your budget allows, consider 2-part carbonless bid sheets so the top copy goes to data entry and the second stays with the item.
Auction Chair
Event Week
5 Days Before
Ticket Sales Chair
If your caterer has a guest count or entrée selection deadline, move this task to the appropriate point in your timeline and close ticket sales accordingly.
Front Desk Manager
4 Days Before
Front Desk Manager
2 Days Before
Front Desk Manager
1 Day Before
Theme/Decorations Chair
Morning of the Event
Front Desk Manager
Theme/Decorations Chair
Auction Co-ChairProcurement Team
Auction Chair