Annual Bugbee Party & Auction

This is Bugbee's largest fundraising event of the year, with a dual purpose of fundraising and bringing together the parent community for a night without the kids!  This year, in addition to many of the school enrichment programs that the PTO supports, we are raising funds with the goal of making improvements to our Primary Playground.  It is an event that takes a collaborative leadership team and many "helpers" pitching in. Please see the details of each committee position below. There is absolutely a role you can fill! Many hands make light work!!  Thanks!


Positions (1/9 filled)

Chair - Auction Signed Up: 2 / 3

The primary purpose of the Auction Chair is: - to maintain the schedule, including setting meetings - to oversee the event budget and planning and keep PTO Co-Presidents and VP Fundraising in the loop - to support the other Committee Leads - recruit and assign additional committee volunteers as needed Please sign up if you like keeping things organized and "play well" with others! Better yet, bring a friend and share the job.
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Bugbee Donations Lead - Teacher and Staff Items Signed Up: 0 / 2

This position is responsible for communicating with Bugbee staff and preparing staff and school sponsored items for the auction (ie Third Grade Pizza Party, Librarian for the Day, etc), including: - clarifying item descriptions with staff - communicating all item details to the Auctria Lead prior to the event - lottery drawing for events that are over bidder limit - connecting auction winners to the staff contact for each item
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Donations Lead - Local Businesses Signed Up: 1 / 2

This position takes the lead on soliciting donations from our local businesses. Donations Lead: - creates the solicitation schedule and coordinates volunteers - updates and distributes the solicitation documents - follows up to ensure timely collection and submission of donations to "Auctria" Lead
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Auctria Lead Signed Up: 1 / 2

The Auctria Lead keeps the donor, item, guest, and expense information current in the Auctria software platform, and works the event to assist with check in and check out, as well as recording winners.
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Party Lead Signed Up: 1 / 2

The Party Planner plans... the party! This includes: - securing the venue - securing food donations or catering with venue - generating all site and vendor contracts for PTO Co-President and Treasurer approval if needed - planning/ordering all decor - managing the team of volunteers who set up prior to the event and work the party - securing and preparing our Live Auction MC or DJ service
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Marketing Lead Signed Up: 1 / 3

This position manages the communications to Bugbee staff and families and -- working together with the other Leads -- all supporting virtual and paper documents including: - save the date - invitations - auction preview - auction program - night-of signage and displays
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Raffle Lead Signed Up: 1 / 4

This position runs our raffle baskets from start to finish, including: - soliciting basket items and assembling raffle baskets - raffle permit application - raffle ticket sales - raffle drawings - raffle documenting/recording, and submission of post-raffle paperwork
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Volunteer - Auction Committee Signed Up: 2 / 20

Ready to help, and feeling flexible? (or tentative...?) Please join us for the committee meetings and we will find the right fit for you!
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VP Fundraising Signed Up: 2 / 2

This is an oversight position. Please include in all correspondence.