How to Avoid Auction Storage Fees When Shipping Heavy Equipment

How Auction Storage Fees Work

Every major heavy equipment auction platform has a removal policy that grants buyers a free storage period after the auction closes. Once that period expires, daily storage fees begin accruing. The specifics vary by platform and yard location:

• Ritchie Bros. (rbauction.com): Typically 5–7 business days free storage after the auction closes. Storage fees vary by yard but commonly run $25–$75 per day per unit. Some yards charge by the week after the first week.
• IronPlanet: Removal deadlines are specified in the listing and vary by seller location. For IronPlanet "Buy Now" listings, the removal window is often 7–14 days. Storage fees typically run $25–$100 per day depending on equipment size and yard location.
• Purple Wave: Removal deadlines are set by the seller and listed in the auction terms. Typically 5–10 business days. Storage fees vary by seller.
• GovDeals / Municibid: Government surplus auctions often have strict removal deadlines (sometimes as short as 3–5 business days) with fees or forfeiture of the purchase if not removed on time.
• MachineryTrader / AuctionTime: Dealer-listed equipment typically has more flexible removal windows, but confirm with the seller before bidding.

The Real Cost of Missing a Removal Deadline

Storage fees are just the beginning. Missing a removal deadline can also:

• Trigger escalating fees (some yards double the daily rate after 30 days)
• Result in the auction house re-listing or disposing of the equipment in extreme cases
• Damage your buyer reputation with the auction platform, affecting future bidding privileges
• Create complications with title transfer if the equipment is held past certain deadlines

On a $50,000 piece of equipment, a 30-day storage bill at $50/day adds $1,500 to your acquisition cost — a 3% hit to your margin before the machine even moves.

Step 1: Know the Removal Deadline Before You Bid

The removal deadline is always listed in the auction terms — but many buyers don't read it carefully until after they've won. Before bidding on any piece of heavy equipment, confirm:

• The exact removal deadline (date and time, not just "7 business days")
• The daily storage fee rate after the deadline
• Whether the yard has specific gate hours for equipment pickup
• Whether a gate pass or removal authorization is required and how to obtain it
• Whether the equipment is running (affects trailer type and loading time)

Step 2: Book Transport Before the Auction Closes

The biggest mistake equipment buyers make is waiting until after they win to start looking for a carrier. By then, you may have 5–7 business days to arrange transport — and if you're buying at a busy auction with hundreds of units moving, carrier availability can be tight.

Best practice: contact a carrier before the auction closes with the equipment details (make, model, approximate weight and dimensions, pickup location) and get a rate and availability confirmation. If you win, you can book immediately. If you don't win, you've lost nothing.

IronHaul Logistics can provide pre-auction rate quotes based on equipment specs and pickup location. Call (208) 495-2260 or email [email protected] before the auction closes.

Step 3: Coordinate Gate Pass and Removal Authorization

Most auction yards require a gate pass or removal authorization before a carrier can pick up equipment. This document is typically issued by the auction platform after payment is confirmed. The process:

• Complete payment for the equipment (wire transfer, credit card, or financing)
• Receive payment confirmation from the auction platform
• Request gate pass / removal authorization from the auction platform (some issue automatically; others require a request)
• Provide the gate pass to your carrier before pickup

Gate pass processing can take 1–3 business days after payment. Factor this into your removal timeline — if you pay on Day 1 and the gate pass takes 2 days, you've already used 2 of your 7 free days before the carrier can even enter the yard.

Step 4: Confirm Yard Gate Hours and Access Requirements

Auction yards have specific gate hours for equipment pickup — typically Monday–Friday, 7 AM–4 PM or 8 AM–5 PM. Some yards are closed on weekends. If your removal deadline falls on a weekend, you may need to pick up on the Friday before or pay weekend storage fees.

Also confirm:

• Whether the yard has a scale for weighing loaded trailers (required for overweight permit compliance)
• Whether the yard has adequate space for a lowboy or RGN to maneuver
• Whether a forklift or crane is available at the yard for loading non-running equipment
• Whether the yard requires the driver to have specific documentation (CDL, insurance certificate, gate pass)

Step 5: Build a Buffer Into Your Timeline

Even with the best planning, things go wrong: payment processing delays, gate pass delays, carrier scheduling conflicts, weather, and permit processing times. Build a 2-day buffer into your removal timeline — aim to have the equipment picked up 2 days before the storage fee deadline, not on the deadline day.

Multi-Unit Auction Purchases: Consolidation Strategy

If you're buying multiple units at the same auction, consolidation can significantly reduce transport costs. Instead of booking separate carriers for each unit, work with a carrier who can load multiple units on a single trailer or coordinate multiple trailers for simultaneous pickup. IronHaul Logistics specializes in multi-unit auction pickup coordination, including:

• Scheduling multiple trailers for the same pickup day to minimize yard time
• Consolidating smaller units (skid steers, forklifts) onto a single step deck or flatbed
• Coordinating gate passes for multiple units with the auction platform

IronHaul Logistics works with equipment buyers at Ritchie Bros., IronPlanet, Purple Wave, GovDeals, and other auction platforms nationwide. We coordinate gate passes, removal timing, and transport to keep you within your free storage window. Get a quote at ironhaullogistics.com, call (208) 495-2260, or email [email protected].