2019 FMS GALA Planning Committee

Dear Parents

The time has come! Many of you has responded and we are looking for more volunteers for the upcoming FMS gala on March 16.  If you have not already purchased your ticket please do so asap by going here:  https://friendsofmandarinscholars.schoolauction.net/2019fmsgala/register/ticket_sales.  
Our hard-working Gala Planning Committee have been eating, breathing and living this fundraising event and it's now time for them to share with us how we can help.  
Important:  Just a reminder we have the volunteer training meeting this Friday March 1st after drop off at the Gym.  We will also be having a training meeting/hotel walk through the following Friday on March 8th at the Hilton.  So, if you can't make it this Friday, hopefully, you can make it the following week.  If Friday is not a good day, please let us know and we can train you individually for your position.  
Questions?  Contact Jocelyn Pang on how you can help us at the  Gala this year! 

Positions (5/20 filled)

Committee Chair Signed Up: 1 / 2

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Auction/Sponsorship Chair Signed Up: 1 / 2

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Online Communications Signed Up: 1 / 1

Sponsorship Solicitation Signed Up: 4 / 10

Contact businesses to purchase ads, in program booklet, event poster, and Step & Repeat photo backdrop space
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Live Auction Solicitation Signed Up: 2 / 10

Contact previous donors for donations, Work with donors to write description/restrictions, Create redemption certificates, Confirm receipt of donations and Record donation and details/pictures into auction SW
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Silent Auction Solicitation Signed Up: 2 / 10

Submit online donation requests, Submit letter mailing donation requests, Record donation and details/pictures into auction website, Confirm receipt of donations and Store donations
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Gala Program Signed Up: 2 / 3

Collect logos, auction item descriptions, etc.
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Auction Back Office Prep Signed Up: 2 / 4

Mail merge bid sheets and submit to printers, Print Displays for Silent Auction--from Auction Website, Print All Gift Certificates and Redemption Certificates, Mail merge and print labels for manila envelopes, Stuff all silent and live auction manila envelopes and Print Fund A Need and Live Auction Recording Sheets (3-4 sets)
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AV Crew Signed Up: 4 / 5

Audio Visual Prep - Promo Video, Live Auction Videos, Screens for the Lobby at the Hotel (Check-in & Lobby) & Day of Event Prep
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Gala Set Up Team (Friday Night) Signed Up: 4 / 10

Set up on Friday Night before the event..
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Gala Set up Team Signed Up: 9 / 10

Help set up tables, centerpieces, Bring programs, name tags, and centerpieces, etc.
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Gala back office support Signed Up: 2 / 6

Prepare Name Tags-code for food selection and Prepare Bid Paddles
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Gala Clean Up Team Signed Up: 3 / 10

Help Clean-up and load items into cars
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Volunteer Coordinator - Day Of Event Signed Up: 1 / 1

Help manage volunteers and make sure they know their assigned roles on day of event

Registration - Day of Event Signed Up: 4 / 6

Check-in guests and provide name tags/programs/any prepaids
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Silent Auction Table Set up - Day Of Event Signed Up: 4 / 4

Insert all Silent Auction display sheets into clear frames, Set up Silent Auction Items and Set out all Bid Sheets

Auction Spotters - Day Of Event Signed Up: 6 / 6

Signal to Auctioneer when paddles are raised

Auction Recorders - Day Of Event Signed Up: 4 / 4

Record all Live Auction Bids, Record all Fund A Need Bids and 1 Recorder to Reconcile the three bid sheets

Check Out Team - Day Of Event Signed Up: 6 / 8

Check-out guests, Collect Payment and 2-3 people to help pull the winning envelopes
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Miscellaneous Signed Up: 4 / 7

Folks interested in helping...
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