Auction Committee

Welcome to the Spring Auction Committee!  Our 80's themed event will be on March 24, 2018 at Heather Farm Community Center.  We welcome all volunters to the committee and value your input.  If you want to be a member of the team but are not sure which position best suits your needs, please contact one of the co chairs.  This will be an exciting and fun event.  Thank you in advance for helping with Bancroft's biggest annual fundraiser.


Positions (4/9 filled)

Auction Chair/Co Chairs Signed Up: 2 / 2

Time Commitment: The Auction team is a yearlong project. Busiest times of year: January-April. The Auction chair/Co Chair is responsible for selection of auction date/theme, facility and catering event reservation and planning, creation of event invitations and promotional items, determine overall communication strategy and promotion of event with the Communication Lead. Chair/Co Chair will update all forms with current year’s theme, update donation letter with current year information, create and manage auction raffle as well as overseeing other Auction Leads. At the beginning of the project the commitment is to meet with Team and attend PFC meetings or provide updates to the PFC as needed. The Auction Chair/Co chairs oversee all aspects of the on-line and live auction event with the Technology lead and work closely with the Procurement lead. Chair/Co Chair will be responsible for all printed auction material including auction catalog.

Procurement Lead Signed Up: 1 / 1

Procurement Lead: Time Commitment: The Auction team is a yearlong project; Busiest Times December until Early March. The Procurement Lead is responsible for the procurement of all goods and services that will be bid on or raffled off via the Auction. Responsibilities include: Hold Procurement team meetings (or meet in conjunction with general auction meetings) to discuss strategies, areas of concerns, etc; determine donations strategy; work with CTL to enter items into database as they are donated to include description of each item; keep all items organized until distribution; work with Auction Chair/s to create donations forms, donations solicitation letters, etc.; oversee Procurement team’s effort to send letters and solicit donations; and, provides contact information to Donor Gratitude Coordinator to thank all donors after the event.

Procurement Assistant Signed Up: 5 / 10

Work closely with the Procurement Lead to secure donations for the auction. Refer to Procurement Lead
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Communications and Technology Lead (CTL) Signed Up: 1 / 1

Time Commitment: The Auction team is a yearlong project; Busiest times of year: December-March. Communication duties include: Work with the Auction Chair/s to determine overall communication strategy and promotion of event. Communication includes creating signs/flyers/Constant Contact messages for promotion. Technology duties include: In conjunction with the Auction Chair/s, the CTL is responsible for managing the online auction event. Responsibilities include: work with Procurement Lead to pull donation information; create website for online event registration as well as coordinating all aspects of the closing/back office at the Auction, including: printing and formatting bid sheets; inputting volunteers in data base; assigning bid numbers to attendees and volunteers; networking computers; acquiring of printers; recruiting, training, and scheduling and managing the back office volunteers during Auction night; and, assisting the PFC treasurer in finalizing payments of items after the Auction.

Communications and Technology Assistants Signed Up: 0 / 3

Assist the Communications and Technology Lead. Refer to CTL description for more information.
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Hosted Party/Grade Level Basket Coordinators Signed Up: 0 / 3

Time Commitment: The Auction team is a yearlong project. Busiest times of year: December - February. The Hosted Party Coordinator is responsible for gaining commitment from Bancroft Families to host parties and events for the Hosted Party section of our Auction Event. Types of Parties will be discussed and decided on by the Auction Team as a whole. Work with Room Parents at each grade level to guide and direct donations for the Grade Level Baskets.
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Dessert Coordinators Signed Up: 1 / 2

Time Commitment: The Auction team is a yearlong project. Busiest times of year: January-March/Night of Auction. Dessert Auction Chair is responsible for securing dessert donations and coordinating the pickup and storage of dessert auctions. Coordinator also responsible for creating a dessert menu for each table and dessert packages for each dessert auction winner.
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Bar Coordinators Signed Up: 4 / 4

Time Commitment: The Auction team is a yearlong project. Busiest time: January – March/Day of Event. The bar coordinator is responsible for working with the Auction Chair/s and Procurement lead to solicit alcohol donations. Coordinator will obtain alcohol license prior to event. Coordinator is also responsible for decorating the bar for the event, creating a themed “cocktail” for Cocktail Hour. stocking the bar, staffing the bar during the event, taking inventory prior to and at the end of the event in addition to washing all wine glasses after the event and returning them to the school.

Creative Coordinators Signed Up: 3 / 5

Time Commitment: The Auction team is a yearlong project. Busiest times of year are February/March and the day of the Event. At the beginning of the project the commitment is to meet with Team to review event theme and discuss decoration ideas. Creative coordinator is responsible for all aspects of event decoration planning, implementing and removal.
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