Requirements for Conducting Auctions at Vendor Premises - Roadhouse Collectable Auctions

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Requirements for Conducting Auctions at Vendor Premises

1. Site Requirements & Access

  • The vendor must provide unrestricted access to the property for:
    • Setup (including tables, signage, and safety barriers)
    • Photography and cataloguing of items
    • Bidders (if public access is permitted)
    • RCA staff and contractors
  • The site must comply with Work Health and Safety requirements. RCA reserves the right to cancel the auction if the venue is unsafe or non-compliant.
  • Adequate parking and facilities (e.g. toilets, electricity) must be available or arranged by the vendor if needed.

2. Internet & Technical Infrastructure

  • The vendor must confirm that stable, high-speed internet is available for online auction broadcast and bidding functionality. RCA recommends a wired Ethernet connection where possible.
  • If adequate internet is not available, RCA may:
    • Supply mobile hotspot equipment (fees may apply); or
    • Restrict the auction to onsite bidders only (to be made clear in catalogue).
  • RCA is not liable for interruptions caused by poor internet service on the day.

3. Item Control & Exclusivity

  • Once items are committed to the auction and entered into the catalogue:
    • They must not be removed, sold privately, or modified without RCA’s written consent.
    • Items must be secured (locked room, barriered space, etc.) to prevent theft or tampering prior to the auction.
  • The vendor agrees that any withdrawn item without RCA’s approval may attract a cancellation fee or be subject to RCA’s loss recovery clause.

4. Catalogue Accuracy & Imaging

  • All items must be:
    • Photographed and described in detail before the auction day
    • Left in the same condition for inspection and sale
  • RCA will catalogue items in the order agreed or at the discretion of RCA. Any unsaleable items (e.g. damaged, hazardous, or unfit for sale) may be excluded at RCA’s discretion.

5. Bidding & Payment Processes

  • All bids (onsite or online) are governed by RCA’s standard Terms & Conditions.
  • RCA handles all payment collection, including:
    • Online credit/debit card processing
    • EFT payments post-auction
    • Cash sales
  • RCA will not release any items until full payment is received and cleared.
  • The vendor must not accept any payment directly from bidders.

6. Collection & Post-Sale Logistics

  • Buyers will either:
    • Collect items onsite during the allocated pickup window (usually same day or next business day), or
    • Arrange courier pickup via RCA with vendor’s cooperation
  • Vendor agrees to safely store any uncollected items temporarily for up to 5 business days, after which storage or return arrangements may apply.

7. Insurance & Risk

  • RCA’s insurance applies to its staff and operations. However:
    • The vendor retains responsibility for insuring their property, and for any loss or damage to items prior to transfer of ownership.
    • RCA is not liable for any injury, loss, or damage outside the agreed operational scope. Including, but not limited to, actions by third parties, weather events, or structural failures at the vendor’s premises.

8. Cancellation & Disruption

  • If weather, technical issues, or venue problems prevent the auction from proceeding:
    • RCA may reschedule or revert to an online-only model to enable the auction to proceed.
  • RCA reserves the right to cancel if any pre-agreed conditions (site access, internet, item security) are not met.

9.  Vendors obligations summary

Where the parties agree to hold the auction on the vendor’s premises, the vendor acknowledges and accepts full responsibility for:

  • Ensuring reliable internet is available for live online bidding;
  • • Securing and safeguarding items from the date of consignment until handover to the purchaser;
  • • Granting full access to RCA staff for setup, photography, and auction execution; and
  • • Not engaging in any private sales or removal of consigned items once they are committed to RCA for auction.

RCA reserves the right to cancel, reschedule, or modify the auction format if any of these conditions are not met.

If the auction is materially disrupted, delayed, or cancelled due to a breach of the above responsibilities by the vendor, RCA reserves the right to claim compensation for any losses incurred, including but not limited to staff time, logistics, and anticipated buyer’s premium based on the estimated value of the affected items.