HONORARY CHAIRPERSONS AUCTION CO-CHAIRPERSONS

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1 HONORARY CHAIRPERSONS The Honorary Chairpersons are important members of the community and add prestige and major support to the auction. The Honorary Chair can be a working chair, and or just lends their name and a high level of support and visibility to the event. Write a letter demonstrating the need for funds, promoting the auction and your organization Recruit additional supporters and sponsors Recruit auction committee chairpersons Write a letter for the Kick-off Meeting Package Write thank you letters to volunteers, sponsors and donors as needed Attend Executive Committee Meetings when possible Attend the Auction and give brief welcome and remarks AUCTION CO-CHAIRPERSONS Auction Co-Chairpersons serve as leaders of the overall event and take on the personal responsibility for the success of the event. Co-Chairs are goal oriented, result driven and provide motivation for committee chairs and volunteers. Retain a professional benefit auctioneer Recruit sub-committee chairpersons Form a Executive Committee Chair all auction meetings Finalizes an overall auction timetable with deadlines Ensures completion of auction tasks on time Be enthusiastic, Be flexible Liaison between auction committee and organization Attend all auction meetings Be available for committee chairs Be present at set up and clean up of auction Attend the auction Write final report Insure that next year s committee has all the information

2 EXECUTIVE / STEERING COMMITTEE The Executive Committee consists of the Auction Co-Chairs, the Organizing Committee, and the co-chairs of the following committees: Publicity, Acquisitions, Logistics, and Sponsorships. The Executive Committee meets regularly and will be responsible for finalizing all major decisions regarding the auction and will keep the Honorary Chairperson informed. AUDIENCE DEVELOPMENT COMMITTEE The Audience Development Committee will work with the Development Office, Auction Committees, Board, Sponsors and Vendors to fill the auction venue with guests who support the cause. Get the right people in the room. Develops reservation prices and levels with Executive Committee Organizes and conducts brainstorming for additional guests Develops and conducts community outreach program Arranges for Publicity Committee members to speak at to service clubs, chamber of commerce, community organizations to promote the auction Oversees internal financial processes for tickets Coordinates and integrates mailing lists Handles all aspects of finance and reservations Organizes and handles all of the online reservations Keeps accurate records of all ticket sales Develops and finalizes seating arrangements Motivates all committees and the Board to sell tickets Handles all follow through for reservations and sales and revenue collection and deposits

3 Finance Committee Develop auction budget Keeps close control of revenue and expenses Prepares regular reports Handles purchases for auction Write checks Prepare financial reports Oversees cashiering and check out Follows up with bidders who owe money after the auction and finalize payment Arrange credit card acceptance for auction payment Writes final financial report of auction It is recommended that these key finance responsibilities are assigned to your head finance staff person from your organization and that person would be integrally involved in the auction event and Executive Committee. SPONSORSHIP COMMITTEE The Sponsorship Committee focuses on identifying and cultivating community leaders, corporations, businesses and individuals as sponsors and underwriters of the auction. The Sponsorship Committee works closely with the Development Professional Staff, Board, Organizing Committee, Executive Committee and Public Relations Committee. Develop a sponsorship plan that includes levels and benefits List appropriate underwriting opportunities for the auction Develops a detailed timeline for the Sponsorship Committee Solicit potential sponsors and underwriters for involvement Develop Sponsor Packet Strategize about retaining existing sponsors Strategize about new sponsors Create assignments of key members to contact potential sponsor Follow up with In-Kind Contributors Create year-long communications program with Sponsors

4 AUCTION ITEM ACQUISITIONS COMMITTEE The Acquisition Committee organizes the entire procedure to solicit and collect, display all silent and live auction items. Assures that a great diverse complement of auction items are procured Develops a detailed timeline for the Acquisitions Committee Writes letters of solicitation and donor contracts Design a plan that volunteers can easily make calls and follow through to obtain auction item donations Prepares updated information for committee meetings Designs and distributes auction solicitation letters and forms Conducts regular meetings for auction item acquisition team Provides information and motivation for committee members Gives completed auction contracts to Catalog Chair on time Makes sure that all items are picked up from donors in timely manner Makes sure that all items are securely stored Coordinates delivery and set up of silent and live auction items Designs the display of silent and live auction items Makes or obtains silent auction posters and displays Recruits volunteers for silent and live auction day of auction functions Invite Committee, Sponsors, Board to use Social Media to solicit items

5 LOGISTICS COMMITTEE The Logistics Committee will develop and handle all operations and logistics of the auction including day of the auction volunteers. This committee works closely with the venue and all contracted services and the Executive Committee. Develops a detailed timeline for the Logistics Committee Select venue and negotiate contract Liaison with facility management Floor plan design Recruit and manage volunteers for set up and clean up Coordinate movement of items to auction site Select entertainment Oversees decorations Selects food and drink services and organizes tastings Recruit and oversee the following committees Organizes Decorations Committee Pick Up and Set Up Committee Organizes Clean Up Committee Works with Organizing and Executive Committee Designates a Day-of-the-Auction-Manager Makes sure all aspects of day of the auction event are on time Organizes and oversees Registration, Cashiering and Item Pick up Attends and oversees set up and clean up Hire Audio and Sound Company Coordinates with Auctioneer regarding auction logistics and venue consideration Arrange for Security for the venue Handles Audio Visual set up, food prep, security checks Problem solves on the day of the auction

6 MARKETING/PUBLIC RELATIONS COMMITTEE The Marketing/Publicity Committee focuses on establishing high profile visibility for the Auction and Organization works closely with the Auction Co-Chairs, Acquisitions Committee, Media and coordinates with Development Staff and Board. Marketing & Public Relations Develop a public relations plan for the event Develops a detailed timeline for the Public Relations Committee Work closely and follow with the media and photographers Pitch feature stories in print, radio and television Arrange for TV coverage of event Arrange for feature photo to promote event Develop schedule for any media buys and trades Develops a Web Page and web presence for Auction and Auction items Publicize auction in newsletter and e-newsletters Get bids and coordinates printing for all auction materials Hire a photographer for the entire evening Coordinates and places all Social Media Auction Catalog & Promotional Materials Manage the design/production of auction catalog and all printed materials Work with catalog chair to coordinate writing of catalog Collects completed auction contracts from Acquisitions Chair Writes (with assistance from Publicity committee) descriptions of items Enters this information of the computer Adds all auction items to YOUR ORGANIZATION website immediately Makes sure all information is complete and correct Obtains bids and works with printer for catalog Publishes final auction catalog and program book Develops Save the Date Card Develops Invitation Develops Pre Auction Promotional materials Develops Powerpoint slides for event Develops signage, posters and mission branding materials for event

7 MARKETING/PUBLIC RELATIONS COMMITTEE Design/Graphic Arts Support Supports and works closely with Marketing/Public Relations Committee Develop auction theme and name of the auction Design advertising materials for the auction Develops a detailed timeline for the Marketing materials Design: Save the Date Card, Invitation, Auction Catalog cover Design: Auction web page look Designs Print advertising and other Marketing Materials

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