Create an area with tables for check-in and an area for auction check-out. Make sure check-out stations have internet access or good wireless connections. It is a good idea to have an area designated for Event Information so attendees can ask questions or register credit card information during the event.
Make sure Event Posters are hung in areas so that attendees can easily access sign-up info for the auction. Check to see that digital signage is working and easily visible.
Arrange auction and raffle items carefully around the perimeter of your auction space and place Item cards near items in clear view for attendees. Create a system for winning bidders to easily connect with the item to be retrieved as well as any pertinent information, certificates, etc. that go with the item. A simple filing system works well with a large envelope with all the necessary information for each item filed numerically by item number. A duplicate copy of the item card for each item can be attached to the front of each envelope. You can indicate on the front of the envelope if all information is inside or if there is an item to be picked up. Using green stickers can indicate ready to go, vs red stickers which signal to volunteers that there is an item to find. Packaging for each item can be placed under the skirted table the item is on but make sure to mark the packaging clearly with the item number so that it can be easily matched with the item at the auction end. Using runners to work with the check-out volunteers can be a great way to quickly retrieve the winning item, its related packaging and any certificates or other info filed to accompany the item.
For last minute items added to the auction or changes to existing items, input information into the Bidr manager, remember to print the item card.
Have a receipt booklet and a cash box available for processing any cash or check donations.
Spend some time preparing your event welcome messages, blast text messages, pick up message, auction closing time, and thank you message. Decide on check-out procedure and responsible parties.