Auction Committee Team Role Descriptions

Transcription

1 Auction Committee Team Role Descriptions Donations & Auction Items Team The chairperson is responsible for overseeing and facilitating business donation requests and receipts, organizing volunteers for callers, pickups, logging donations and descriptions, and basket/item creation. Also responsible for maintaining up to date log books for business donors. The chair works with several sub-teams and auction chair on coordinating of events. Pre Auction: Dec - April Donations Callers Team: (Open) Team works with chairperson on contacting local business for annual charity donations. Team consists for people to divide and conquer list of established donors. Most of this team's time will be during the day, for contacting business during normal business hours. ** This is one of our most important jobs!! Pre Auction: Jan-Mar Donations Pick-Up Team: (Open) This team's role is to pick up donations from local business (i.e. Gift cards, business products, etc.) and deliver to school office for inventory logging. The team works with Donations chair in coordination with the Donations Callers team. This role is done behind the scenes, mostly during the day or when available. Pre Auction: Jan-Mar, heavy Jan-Feb Donations Loggers Team: (Open) This group is a small team that helps in a big way by logging the donations received into the school log book. This team needs to have availability when school is open. Pre Auction: Jan-Apr, heavy 2-3 wks. before Auction Description Writers Team: (Open) This team's role is to create the basket & item bid descriptions that are printed in the Auction Booklet. The team has the availability to work with the at school using the donations log, view the items at school or work at your own pace at home. Team works with Basket & Item Assembly Team lead on item contents. Availability to computer / MS Excel helpful. Pre Auction: Mar-Apr, very heavy 2-3 wks. before Auction Basket & Item Assembly Team: (Filled) This team is responsible for picking up donations from school and grouping and assembling baskets as larger bid items. Team needs to record basket or bid item contents, or provide picture/visual, for Description Writers team to create long descriptions for Auction Booklets. Assembly team also creates display content cards to be displayed next to bid item on auction tables. Pre Auction: Jan-Apr, very heavy 2-3 wks. before Auction Page 1 of 6

2 Sign-Up Party Manager: (Filled) The manager is responsible for helping to coordinate one large party event ( people) and/or 2-3 smaller party events (30-40 people) as auction items for bidder participation. Events vary by families hosting parties they plan themselves, gatherings at local businesses, or other participation events. Manager does not need to attend events once planned, but should be available for questions and coordinate any payments or expenses for events. Pre Auction: Jan-Apr, very heavy 2-3 wks. before Auction Marketing & Booklets Team Marketing & Advertising The chairperson is responsible for the coordinating and executing the timelines of flyers to SJB families, church bulletin, community ads and local advertising. Works with Auction chair on marketing theme and logos for marketing campaign. Marketing chair coordinates the ordering of auction logoed items, like pens, totes, game tokens / tickets, bid sheets, etc. Pre Auction: Oct - April Booklets The chairperson is responsible for preparing the miscellaneous pages (note from Principal, program, committee, thank you's), layout, front and back covers, entering auction items, proofreading contents, works with print vendor, orders prints and helps coordinate the online booklet. Pre Auction: Mar-Apr, very heavy 2-3 wks. before Auction Decorations Team The chairperson plans and procures the decorations based on determined theme. This includes action night and any pre-event marketing events. This role is responsible for budget and expense recording. The chair leads sub-teams for planning and decorations set-up. Pre Auction: At your own pace Oct - April Set-Up: Thur AM, Fri PM If needed Decoration Team: (Open) Team works with Decorations chair on creating, making or obtaining items for auction decorations. Team also responsible for decorations set-up. This includes centerpieces, balloons, ceiling and wall decorations. This team usually works a few hours each day Thur-Fri (Sat if needed) before auction night. Pre Auction: At your own pace Oct - April Set-Up: Fri PM (5-6 hrs) If needed Page 2 of 6

3 Student Projects & Plates Team Class Plates The chairperson is responsible for working with class and student to create a theme for each grade, works with pottery facility to draw, create and finish plates. Responsible for determining additional help/resources if needed. Chair creates plate descriptions and display for auction night. v - Mar Student Projects The chairperson is responsible for organizing and working with parent volunteers for each grade on ideas, budgets, and materials, if needed, for class projects. Chair creates project description and displays for auction night. v - Mar Audio / Visual Team Manager Role: (Open) The manager is responsible for working with church/school staff on a video screen display, sound system, microphones, lighting and a laptop with for Auction presentation. Pre Auction: April Set-Up: Fri PM / Sat AM Auction Event Set Up Team The chairperson works with decorations team to determine layouts, table settings, lighting, etc. in advance. Coordinates and oversees Set Up Team, works with school staff to ensure proper set up and materials, responsible for auction items displayed in proper sections for silent, spot light and oral auctions, assures all other items (pens, bid sheets, display boards) are available and placed. Also works with Clean Up Chairperson to advise to any special clean up requests. The chair also helps coordinate and oversee the Setup Team volunteers. Pre Auction: Yes Set-Up: Yes Set Up Team Role: (Open) Set Up Team helps to transport and set up lattice 2 days prior to auction event night, works to ensure proper set up of materials, tables/chairs, linen, lighting, auction items displayed in proper sections for silent, spot light and oral auctions, assures all other items (pens, bid sheets, display boards) are available and placed to day before. This team may also assist the Decorations team, if needed. Set-Up: Yes Page 3 of 6

4 Event Registration Team The chairperson is responsible for creating bidder number cards, collecting pre-registration forms and money, enter pre-registrant into auction software, have at-the-door registration forms and booklets available auction night, coordinates volunteers or school staff work at registration table. Pre Auction: Yes Set-Up: If needed Registration Team: (Open) The Registration Team helps assist people the night of the auction to get bidder numbers and entered into the auction system. Bar Services Team The chairperson is responsible for obtaining a liquor license and having it on display the night of auction, working with a liquor vendor, having licensed server available during auction, ordering glasses and other supplies, procuring beer and wine for prizes, establish beverage pricing, organize bar area set up and staffing. Pre Auction: At your own pace Oct - April Set-Up: Fri PM, Sat AM If needed Bar Servers Team: (Open) Team works with chairperson on serving requirements and sales the night of the auction. Hours : 2-6 Kitchen & Food Services Team The chairperson is responsible for calling for food donation requests to businesses, working with Marketing & Advertising chairperson to send out donation requests to student families, collect and track monetary donations, purchase and/or coordinate the remaining food items needed for auction night, secure kitchen supplies, popcorn machine and supplies, and coordinates and oversees Kitchen and Food Runner volunteers. v - Mar Kitchen Services Team Role: (Open) This team helps set up the kitchen supplies and food for the Auction Event night. Team works during the auction to help station food clean food area. Page 4 of 6

5 Food Runners Team Role: (Open) Food runners help the morning and/or afternoon of the Auction Event night to pick up or purchase food donations from local businesses. Items are brought to school commons kitchen for Kitchen Services team. Set-Up: Yes Auction Raffle & Games Team The chairperson works with the Auction Chair to determine and coordinate the purchase of 3 big raffle items, get items auction ready, get raffle license number from GRACE, has raffle tickets ordered, printed and distributed to families, secures raffle barrel, organizes 2-3 games with prizes, and coordinates auction night volunteers, if needed. Pre Auction: Yes Set-Up: If needed Raffle & Games Team Role: (Open) The Raffle & Games Team helps sell tickets the night of the auction, helps execute event games and winners. Auction Photography Team The chairperson is responsible for taking photos of auction events and teams, including set up and auction event night. The chairperson will download, review, organize and store photos to disc to be given to Auction Chair. This role is also involved with creating an auction photo board to be displayed at school and/or church to promote the event. Set-Up: Yes, if available but not required Bid Check Out Team The chairperson coordinates staff to work auction event night to process bid winners, bid award amounts, process payments and responsible for gift certificate distribution at check out. Chairperson also runs reports out of software for result totals and payments received or owed. Chair helps resolve any issues payments or with items not picked up. Pre Auction: Jan - Mar Set-Up: If needed Bid Check Out Team Role: (Open) Check Out team helps process payments and hand out certificates during the auction check out processes at the end of night. Page 5 of 6

6 Auction Event Clean Up Team The chairperson is responsible for touching base with the set up and decorations teams to be clear on specific tasks that need to be done, where certain items need to be returned, etc. Coordinates staff to work Auction Event night to pop balloons, return tables and chairs, remove lattice, clear / clean glasses and remove garbage. Pre Auction: Month of Auction Set-Up: Yes - just to review with other teams Yes Clean Up Team: (Open) The clean up team works after the Auction Event is done to clear tables, linens, lattice, lights, balloons, decorations and garbage from the school gym, comments and hallways. The team works under the direction of the Auction Clean Up Team chairperson to assure items are properly placed for storage or pick up. Yes Finance Team The chairperson determines start up cash for auction night, sets up cash boxes, works auction evening to count reconcile monies received auction night, prepares deposits and reports. This position also coordinates 3-4 workers to help with money reconciliations auction night. Pre Auction: Month of Auction Finance Team: (Open) This team consists of 3-4 volunteers to help Finance Chair count and record the monies and revenue from Auction Event night, helps chairperson with reporting functions, if needed. Pre Auction: Month of Auction Gratuity & Thank You Team The chairperson is responsible for securing notes and postage, hand-writing thank you messages, addressing and sending cards to all auction donors for donations valued at $20 or more, tracking and updating address changes to the system logs as needed. Yes Gratuity Team: additional volunteers needed at this time. Hours : 0 Page 6 of 6