Time Commitment: The Auction team is a yearlong project. Busiest times of year: January-Event date. 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 committee 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: 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.

Work closely with the Procurement Lead to secure donations for the auction. Refer to Procurement Lead

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 auction website. 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.

Assist the Communications and Technology Lead. CTL Assistant is responsible for working the auction event from check in to check out. Also assist in training volunteers. Refer to CTL description for more information.

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.

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 desserts the day of the event. Coordinator also responsible for creating a dessert menu for each table and preparing dessert packages (plates/forks/spoons etc) for each dessert auction winner.

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 creating a themed drink 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 before after the event and returning them to the school.

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 coordinators are responsible for all aspects of event decoration planning, implementing and removal. Must be at facility the day of the auction to set up all decorations including bar decorations and arrange for decoration removal & disposal at the end of the event. Also includes preparation of all table linens (bringing from the school, ironing if necessary, setting up day of event, taking home to clean and returning to storage unit at school).

Please sign up here if you would like to be a part of the auction gala, but not sure what is a good fit! We will take any help and can find a good place for you.

This role will lead the planning for auction buy in parties. This includes connecting with parents and/or local businesses to plan hosted events that will be bid on at auction.

This will include set up, break down, auction item check out, etc. Please be available on 3/9/24 and we will find the best role for you.