LIVE AUCTION LOGISTICS

Auction Day Planning

We discussed the need to plan your auction location in the Auction Marketing section of this manual, but now you need to lay out how your auction day will be set up.  All of those questions you answered when applying auction day expenses to your marketing budget need to be thought about logistically and planned for in advance. 

    • How will you set the auction up? Where will the auctioneer stand?  Where is the registration and checkout? Will people sit or stand & where? Who is responsible for setting up tables and chairs?  Do you need room to display personal property? Who sets up and tests any A/V and online auction elements?
    • Did you decide you needed a tent? Where will it be located on the property?  Who’s in charge of set up? Did it need heating and cooling?
    • Did you need a generator? Where will it go?
    • Are the restrooms easily accessible? Did you order portable restrooms? Where will they go?
    • What kind of signage is needed? Directional signs to the property? Registration and checkout signage?  Tabletop signs? Where are these signs needed?  Who is responsible for setting them up?
    • Is there any catering or refreshments? What is being served? Where will they be located?  Who is in charge of setting up and maintaining them?
    • Will you have security? Where do they need to be posted?  Is there anything they need to know?

Auction Staff

A typical auction is staffed by five to seven auction professionals.  Your auction staff can include everyone from helpers in the lot cataloging process to registration personnel, clerks, bid assistants, contracting personnel, and more. 

A cataloger takes photographs of merchandise, writes descriptions based on seller and/or appraiser details, and decides on the most appropriate grouping, display and sale order of items in an auction. The cataloger is usually responsible for uploading photographs to the auction website, or printing the photos and descriptions in an auction catalog or bill, which are two printed publications used for auction advertising and promotion purposes.

Also known as “bid assistants,” ring men assist the auctioneer during the auction process. Ring men are often responsible for bringing forward auction items and taking pieces into the audience for closer inspection by bidders. A ring man will also help the auctioneer by scouting the crowd during the auction to “catch” any subtle bids and audibly relay them to the auctioneer.

An auction clerk works with the auctioneer and keeps track of each item sold. The clerk records the item number, the description of the merchandise, the bid number of the winner and the final sale price for every piece up for auction. A “ticket runner,” sometimes a ring man, periodically takes clerk sheets to the cashier for processing.

A cashier is typically responsible for registering bidders for the auction process by recording names, contact information and taking auction deposits, if applicable. The cashier issues each bidder an individually numbered bid ticket or paddle for use during the auction. At the end of the auction, the cashier totals the price of the items won by individual bidders and accepts payment.

Auction Day Essentials

Professionally branding your auction is one of the best opportunities to create differentiated customer value through an integrated process. Auction attendees may also be interviewing you for a sale of their property without you knowing.  Make a lasting impression by providing the following professionally branded materials

  1. Bid cards/paddles
  2. Signage
  3. PowerPoint or Keynote Presentation
  4. Pens
  5. Folders
  6. Matching Team Logoed Attire
  7. Corporate collateral – company brochures and postcards

 

UC 3rd Party Auction Supply Partner:

    1. Keifer Auction Supply - United Country Auction Services is pleased to announce our new strategic relationship with Kiefer Auction Supply in which they’ve created a custom branded e-commerce site for our offices to use and receive discounted prices on multiple items including bid paddles, tags, PA systems and more.
    2.  
    3. Click HERE for more info.

A full checklist is available on the Auction Management Form in the Document Center.

    1. Auction Day Plan
    2. Printed Property Information Packets
    3. Printed Terms & Conditions
    4. Printed Non-Disclosure Agreements
    5. Printed Buyer Broker forms
    6. Auction Registration Forms
    7. Bidder Registration (for desk)
    8. Receipts and Acknowledgement Forms for Earnest Money
    9. Clerking Sheets
    10. Auction Presentation
    11. Back Up Bidder Form
    12. Bid Acknowledgements
    13. Bid Recording Forms
    14. Bidder Receipts
    15. Multiple Copies of the Auction Purchase Contract
      1. One for each buyer
      2. One for buyer’s attorney
      3. One for seller
      4. One for Title Company
      5. One for Your Auction File

Auction Day Activities

You’ve finally made it to auction day – today is going to be a busy day!  Luckily, you have already created an auction day plan to help guide you through it. 

Arrive to the auction site early and take the notes you created in your auction plan and apply them for your auction set up.  You will undoubtedly run across a few snags, but try to navigate each task one at a time and utilize your team when setting up. 

Be sure to conduct a staff meeting with your auction day staff prior to bidders arriving.  Providing all team members with full instructions and expectations will allow them to operate each of their jobs smoothly. 

It’s time to open the doors and allow for bidder registration. Be sure your registration requirements are clearly stated in your terms and conditions prior to the auction and this step will be a breeze.

It’s time to start the auction.

  1. Welcome the Crowd
  2. Read the Terms and Conditions to the Crowd
  3. Ask For & Answer Any Questions on Terms and Conditions
  4. Auction Starts
  5. Final Bid Met

Buyer Signs Auction Purchase Contract and Remits Down Payment Immediately After the Auction. We’re talking seconds after the final hammer falls, one of your team members should be all smiles & congratulating your buyer while walking with them to the checkout table/location to sign agreements and remit their down payment. Once signed, you will want to provide them with a receipt and closing instructions.

While your team member walks the buyer to the checkout station, another team member should approach the last non-winning bidder with a back-up bidder form. This form is not legally binding but will allow you to reproach them if the deal somehow falls through.

Your auction is over, your buyer and seller are happy, and you and your team need to stay behind and clean up the mess you’ve made.  Break out your auction plan and work it in reverse and make sure you’ve left the place as clean as you started.

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