Behind the Scenes: Bringing Changing Relations’ 10th Anniversary Auction to Life

• By Agnibeena Ghosh

Pulling off a successful event is no small feat—it takes planning, teamwork, and a lot of behind-the-scenes effort. As a student volunteer, I had the opportunity to be part of the preparation for Changing Relations’ 10-year anniversary art auction, an event that celebrated a decade of transformative work in education and the arts. From setting up the space to ensuring everything ran smoothly on the night, this is a glimpse into what went on before the doors opened at the Dead Dog Gallery.

Event Preparation and Setup

The preparation began on January 16th, the day before the event. Alongside a team of other student volunteers, I worked closely with the event’s executive organizers to transform the blank gallery space into a professional and engaging exhibition. The first step was unloading materials from the van—artwork, posters, tables, and all the essentials needed to create an immersive experience for guests. Next, we focused on fixing and adjusting picture frames, ensuring each piece of art looked its best for display and auction. Every framed piece needed to be handled carefully, and it was satisfying to see them transform from a pile of materials into a cohesive collection.Alix Collingwood, Curator for Contemporary Art at Durham University, played a key role in curating the artwork displayed and later auctioned in this exhibition, bringing together a diverse range of pieces that reflected Changing Relations’ decade-long impact.

Arranging the auction items was another key task. The artworks, alongside other creative pieces, needed to be displayed in a way that was both visually appealing and practical for bidding. We arranged a registration desk for checking in guests, a dedicated table for selling items separate from the auction, an arts and crafts table where attendees could get creative, a refreshments area stocked with snacks for guests to enjoy, and a printing station where last-minute documents were prepared. Hanging posters, organizing materials, and making sure everything was accessible were key to ensuring a smooth experience for attendees.

 

Event Kickoff and Live Auction

By the time guests arrived on January 17th at 5 PM, the venue was ready. The evening began with speeches from Lisa Charlotte Davis, former Artistic Director Pollyanna Turner, and new Artistic Director Kate Gorman, setting the stage for the auction. At 6 PM, the live bidding began, led by Simon Forrest, the Principal of the College of St. Hild and St. Bede, who brought energy and enthusiasm to the role of compere.

As the auction took off, I, along with one other student volunteer, worked behind the scenes to ensure that every transaction was processed smoothly. What started as a simple registration desk at the entrance quickly transformed into the central hub for tracking bids, collecting payments, and matching sold items with their winning bidders. The shift was rapid—one moment we were greeting guests and ticking names off a list, and the next, we were managing a fast-paced financial operation. Every bid had to be recorded in real time, with careful attention to ensure accuracy. As winning bidders came forward to claim their purchases, we collected payments, cross-checked details, and ensured that each person received the correct artwork. The intensity of the role increased as the auction progressed. Some guests bid on multiple pieces, requiring us to track their purchases across different sections of the auction. While the auctioneer kept the energy in the room high, we remained behind the desk, double-checking every bid, processing payments swiftly, and ensuring that everything was properly logged. It was both exhilarating and demanding, requiring strong teamwork, quick thinking, and constant attention to detail.

Wrap-Up and Reflection

Volunteering for this event was more than just a chance to help—it was a hands-on learning experience in teamwork, initiative, and practical event management. Throughout the process, I developed collaboration and teamwork skills by working alongside other volunteers and organizers, improved my ability to communicate with guests, and gained insight into the logistics of event management. Arranging an event space is an art in itself, balancing aesthetics with functionality, andhandling payments and documentation while the auction was happening required attention to detail and quick thinking.

As the night came to a close, we packed up, cleaned the space, and reflected on a job well done. Seeing how our behind-the-scenes efforts had contributed to an exciting, meaningful event was incredibly rewarding. The auction was not just a fundraiser—it was a celebration of Changing Relations’ impact over the past 10 years and a look ahead to the future. Being part of this experience reminded me that every successful event is powered by the dedication of people working behind the scenes. From setting up frames to managing last-minute details, each task played a part in making the evening a success. And as the last guests left and the final payments were processed, I knew we had helped create something special.