OutbidX Team · January 23, 2026 · 3 min read
Your first auction needs a clear goal, a catalog you can fulfill and a team that knows what happens after bidding closes. A small, well-prepared event is a useful starting point. Use this eight-week plan as a working checklist, adjusting it to your organization's approvals and calendar.
Eight to six weeks out: agree on the basics
Write one sentence describing the purpose: “We are raising funds for next season's equipment.” Name the organization selling the items, the beneficiary and the adult account owner. Assign a finance lead, a donation coordinator and a pickup lead. One person can hold more than one job, but each job needs an owner.
Choose a format using the silent, live and hybrid comparison. Set the bidding window and collection arrangements together. Guests need to know both when they can participate and how they will receive a purchase.
Six to four weeks out: collect a manageable catalog
Ask for a small set of relevant donations. For every item, record the provider, an approved description, photographs, expiry dates, restrictions and the person responsible for delivery. Ten complete listings are easier to operate than a much larger catalog full of unanswered questions.
- Confirm that the donor has approved the auction use.
- Check whether a voucher is transferable and how it is booked.
- Choose opening bids and any reserves before promotion.
- Store physical items in a labeled, secure location.
Four to two weeks out: build and review
Prepare your OutbidX draft and review the catalog on a phone. Starter allows one active auction with up to ten items; compare the current plans and fees if your catalog needs more. Use the catalog guide to check supported fields and imports.
Ask someone who did not write the listings to explain what each winner would receive. Their questions reveal missing details. Open the shared event link from a guest device and check access requirements before sending it widely.
The final week: rehearse the whole journey
Walk through sign-in, a sample bid, closing, purchase status and pickup. OutbidX currently operates in payment preview/test mode; confirm launch readiness before organizing real-money collection. Use the interactive demos for an initial introduction, then rehearse your own event workflow.
Brief helpers on the schedule and their responsibilities. Keep protected organizer controls with the owner. Prepare a help desk, printed collection instructions and a contact for item questions.
After closing: finish before declaring success
Resolve pending purchases, confirm cash collection where applicable, and record each handover. Reconcile collected proceeds with fees, refunds and event costs. Thank donors and volunteers, then write down three improvements while the experience is fresh.
Your next step: Put the bidding window, pickup window and three named responsibilities into a shared planning document before requesting donations.
Useful resources
- NCVO volunteer planning resources — use the role-description, induction and coordination guides to brief helpers; legal sections concern the UK.
- W3C accessible-event checklist — use it to review venue access, presentations and remote participation.