When hosting a physical event, there are several tasks to accomplish both prior to and during the event to ensure that everything runs smoothly. Before setting up, all auction assistants, administrators, and organizers should review the following topics:

• Check-In
• Closing Sections
• Check-Out

The physical layout of the event space determines how best to set up the check-in/check-out area and auction item tables. The check-in/check-out area should be located near electrical outlets as well as close to where attendees will enter and exit the building.

It is likely that you will have some last-minute changes to auction items, requiring you to make changes to bid sheets. For this reason, it is important to get the computers and printers set up as early as possible.

1. Set up the check-in/check-out area including:
   • Testing that all computers are connected to the Internet and logged in to the Silent Auction Pro account
   • Testing that high-speed printers are connected and working
   • Testing that all computers can print to a printer
   • Providing an area to take money for tickets and invoices
2. Dedicate one computer as an express line for processing all Express Check-Out Attendees first.
• Clearly mark the express check-out area with signs
• Dedicate the fastest printer to the express check-out area
3. Set up the auction items; arrange them on tables by section and item number.
4. Print all bid sheets and SOLD sheets and place them next to their corresponding auction items (and don't forget the pens).
5. Print tracking sheets for live auction or raffle ticket sales.
6. Print bidder numbers for all pre-paid attendees and arrange these alphabetically on a table opposite the check-in area so that pre-paid attendees can quickly locate their bidder numbers and start the bidding.

Make sure that the check-in/check-out area is always adequately staffed. Few things are more frustrating to an event attendee than having a question or issue and no one to help.

• Table Monitors should monitor the silent auction bid sheets and be available to resolve any issues.
• After a silent auction section closes, move those items to a secure area to be picked up after attendees have paid for their items.
• If you are also holding a live auction, spotters should be on hand to assist the auctioneer and to record the winning bidder numbers.