1. Committees
  2. Auction & Gala Committee
Auction & Gala Committee

 2026 Edison Spring Auction & Gala

This is an annual event and one of the biggest fundraisers for the Edison PTA programming. The PTA funds field trips to amazing places, like the Monterey Bay Aquarium, and assemblies, like the Oakland Ballet. The PTA provides all school supplies and classroom basics.

As a result, we ensure that all of our students have equal access to school supplies, field trips, and enrichment programs, regardless of their household income. 

 
Date: Saturday, Mar 21, 2026 
Time: 6-10pm
Theme: Under the Sea
Location: Alameda Ballroom, 1415 Broadway
 

Volunteers are needed! From set up to clean up and everything else in between. Whether you have an afternoon or more time to spare, there's something for everyone!

Positions (7/23 filled)

🎨 ART AUCTION & DOCENT COMMITTEE LEAD(S) 🎨 Signed Up: 2 / 0

Please sign up under breakout committee "Classroom Art Auction Docent". ----------------- Works collaboratively with the Event Planning & Decorations Committee and the Donations & Fundraising Committee to plan and execute the annual Edison Spring Gala & Auction. Oversees the Classroom Art Docent program and coordinates the artwork process from recruiting and supporting classroom art docents through artwork collection, preview, and auction. Coordinates artwork logistics, volunteer support, communications, and the post-auction Open House Art Show.

-- [Day Before] Art Movers (Friday, 10am - 11am) Signed Up: 1 / 4

Sign up

💰 DONATION & FUNDRAISING COMMITTEE LEAD(S) 💰 Signed Up: 2 / 2

Works collaboratively with the Event & Decoration Committee and the Art Auction & Docent Committee to plan and execute the annual Edison Spring Gala & Auction. Oversees the Donations & Fundraising Committee by supporting and coordinating the leads for Sponsorships, Donations, Hosted Parties, Home Cooked Meals, Gifts from the Heart, Auction Software, and Treasurer. Helps keep committee members organized, informed, and on track throughout the auction season.

Auction Software Coordinator/Admin Signed Up: 2 / 2

Upload auction details from Donation team and link pictures Usually starts Jan/Feb.

Auction Treasurer Signed Up: 1 / 2

Work with past Auction Treasurer to plan budget/expense limits; communicate budget/expense limits, reimbursement process to coordinators as necessary; work with PTA Treasurer
 Sign up

Donation Coordinators Signed Up: 1 / 10

Plan and conduct donation request efforts: contact local and non-local donors via mail/email/online submission forms, or to visit businesses in person; enter donation info in online system or communicate info to Online Auction Admin; send thank you letters. (usually starts in Jan)
 Sign up

Gifts from the Heart Coordinator Signed Up: 0 / 1

These are gifts that teachers and staff donate to the auction - e.g. the kinder teachers gift a movie night for their classes; 5th-grade teachers take students on an ice cream outing. Tasks: Confirm and communicate guidelines to teachers; update the spreadsheet with current year's gift from the heart participants, description of gifts, etc.; liaise with auction coordinators; provide a list of winners to teachers/staff. Usually starts Dec/Jan
 Sign up

Edison Eats (Homemade Meals) Coordinators Signed Up: 0 / 2

Work with Donation Committee Chair on a donation request plan. Using a template letter, reach out to Room Parents with the Home Cooked Meal plan to help get sign-ups. Manage any questions and follow up with Room Parents to ensure participation. Usually starts around Dec/Jan.
 Sign up

Hosted Party Coordinator Signed Up: 2 / 2

Gather ideas for parties; help with final selection; liaison with party hosts, advise on guidelines; set schedule; communicate winners to party hosts Usually starts Dec/Jan

Sponsorship Coordinator Signed Up: 0 / 2

Coordinates and promotes monetary donations from businesses. Also plans sponsorship benefits (you can use the previous year ideas); Reach out to potential sponsors and parents with connections to potential sponsors; update and track sponsors on spreadsheet; liaise with auction coordinators; oversee sponsorship promotion before and during the event" Usually starts Dec/Jan
 Sign up

🍾 EVENT PLANNING & DECOR COMMITTEE LEAD(S) 🍾 Signed Up: 3 / 3

Works collaboratively with the Art Auction & Docent Committee and the Donations & Fundraising Committee to plan and execute the annual Edison Spring Gala & Auction. Oversees the Event Planning & Decor Committee by supporting and coordinating the leads for Decorations and Events. Helps guide the planning, logistics, and overall look and feel of the gala while coordinating with the other Auction Committee Chairs throughout the auction season.

Communication, Promotions, & Social Media Signed Up: 0 / 2

Helps bring attention to the event and communicate any important information regarding ticket sales and when tickets are sold out. Communicate volunteer needs and donations asks to make our auction a success! Brings excitement and ideas regarding the theme and costume ideas. Usually starts around Jan/Feb
 Sign up

Decorations Team Signed Up: 13 / 15

Bring the vision to life by planning and making decorations for the most fun event of the year! Edison loves a theme (and a good Otter pun!) Our goal is to have high impact with minimal effort. A floor plan of the venue with dimensions, tips from previous years and a generous budget are available .
 Sign up

Events Team Signed Up: 4 / 10

Hire and manage various vendors needed. -caterers -service / clean up crew -DJ, lighting and photobooth -beverages -event photographer etc
 Sign up

Print Designers Signed Up: 1 / 2

Work with Auction leads and Sponsorship Coordinator(s) on sponsor promotional design elements (and showcase at the event); Work with Project Manager and Comm/Promotions Coordinator on designing promotional posters and night-of printed materials (TBD) Usually starts Oct/Nov.
 Sign up

-- [DAY BEFORE] SET UP: SET UP & DECORATE (FRIDAY 2pm - 6pm) Signed Up: 13 / 30

On Friday before the gala, we will set up the ballroom from 12-6 PM. Drop in for any portion of the time—every bit helps! We will have various jobs from setting up centerpieces, hanging decorations to creating flower arrangements.
 Sign up

-- [DAY-OF] Check-in Desk Volunteers Signed Up: 4 / 4

During the Gala: Check guests in and ensure they have live auction numbers / bid paddles and their accounts are linked to the software They will also prompt guests and ask if they want to participate in heads/tails game as well as put in their bids for any raffles that may take place.

-- [DAY-OF] Greeters Signed Up: 1 / 3

During the Gala: As guests arrive, pour & hand out drinks, direct people into ticket pick up lines, answer questions. *Historically 1st grade teachers were asked to do this.
 Sign up

-- [DAY-OF] Live Auction Spotter Signed Up: 3 / 10

Please note, you need to already have a ticket to the event. During the Gala: Bid spotter during live auction
 Sign up

-- [END OF EVENT] Usher guests and Lost and Found Liaison Signed Up: 0 / 4

At the end of the Gala: Help usher guests out, remind people to pick up parting gifts/dessert, take home left over food and personal belongings. Need a point person to be Lost and Found Liaison for left over personal items. No need to check people out or deal with any auction items (guests should already have their accounts linked with auction bids and winnings, art will be handled by art docent leads)
 Sign up

-- [DAY AFTER] Clean-up Volunteers. (MONDAY 10am - 1pm) Signed Up: 7 / 20

The Monday after the Gala, March 23 (10am - 2pm): Assist with event cleanup. Help break down, pack up, and return items to Edison for storage. Even a short time commitment is appreciated! If arriving later in the day, please call or text Lynn Jones (510-917-3616) for an ETA check as we may wrap early.
 Sign up

Committee Volunteers Signed Up: 17 / 50

For people generally interested in helping with the Auction/Gala, but don't have a specific role at the moment. Sign up here and we'll help you find a spot! Whether you have an afternoon to spare or more, we have a job for you! Feel free to contact Lynn Jones or Emma Finley to learn more!
 Sign up

Fundraising Committee Chair (Executive Board Contact) Signed Up: 1 / 1