UPDATE for 2020-2021: We will NOT have an in-person event this school year due to COVID. However, we will still have a virtual event and an online auction. We will therefore still need many volunteers to help put on this amazing event and the biggest fundraiser for our school. The most urgent (work starts in Oct.) volunteers we need are:
Co-Chair - a second co-chair to work with our seasoned co-chair in running the whole show!
Donations Coordinator - we need 2-4 people to reach out to local, national, etc. vendors for donations for our online auction
Sponsorship Coordinator - we need 2-4 people to reach out to local, national, etc. businesses for straight monetary donations for our event
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Description: Annual fundraising auction and gala, held in the spring. Large-scale event requiring many volunteers covering planning and logistics.
Number of chairs: 2 (1 more needed)
General volunteer needs:
Staring in Oct/Nov:
- Classroom Basket Coordinator (1-2)
- Gifts from the Heart Coordinator (1-2)
- Donation Coordinators (3-5)
- Sponsorship Coordinator (2-3)
- Hosted Party Coordinator (1-2)
- Art and Art Docent Coordinator (1-2)
- Auction Treasurer (1)
- Print Designers (1-2)
- Online Auction Admin (1-2)
- Website Support
Starting in Jan/Feb:
- Communication & Promotions (1-2)
- Classroom Ambassadors (18)
- Social Media Lead (1)
- Photographer (1)
- Live Auction Coordinator (1-2)
- Silent Auction Coordinator (1-2)
- Venue Coordinator (1)
- Catering Coordinator (1)
- Bar & Libation Coordinator (1)
- Tech Support
- Lighting Design
- Decorations/Lighting Coordinators (2)
- Performance Coordinator (1)
- DJ/Music Coordinator (1)
- Night-of Volunteer Coordinators (2-3)
Night of event
- Set-up Volunteers (# TBD)
- Photographer (2)
- Greeters (# TBD)
- Check-in Desk Volunteers (# TBD)
- Winner Processing Volunteers? (# TBD)
- Clean-up Volunteers (# TBD)
Positions (9/25 filled)
Committee Chair Signed Up: 1 / 2 |
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Donation Coordinators Signed Up: 1 / 5Starting Oct/Nov
-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.
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Sponsorship Coordinator Signed Up: 0 / 3Starting Oct/Nov
- These are monetary donations from businesses
- Plan sponsorship benefits (you can use the previous year's); 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"
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Art and Art Docent Coordinator Signed Up: 2 / 2Starting Oct/Nov
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Print Designers Signed Up: 0 / 2Starting Oct/Nov
- 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)
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Classroom/Grade Basket Coordinator Signed Up: 1 / 2Starting Dec/Jan
- Confirm and communicate basket guidelines; work with Donation Coordinators on donation request plan; set up pre-event basket promotion in MPR or on blacktop; manage basket delivery on auction day
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Hosted Party Coordinator Signed Up: 1 / 2UPDATE for 2020/2021: Any HP ideas will likely be virtual parties due to COVID shelter in place
-Starting Jan/Feb
-Gather ideas for parties; help with final selection; liaison with party hosts, advise on guidelines; set schedule; communicate winners to party hosts
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Gifts from the Heart Coordinator Signed Up: 0 / 2UPDATE for 2020-2021: Likely we will not offer GFTH at the 2021 auction due to COVID shelter in place.
- Starting Jan/Feb.
- 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 spreadsheet with current year's gift from the heart participants, description of ""gifts"", etc.; liaise with auction coordinators; provide list of winners to teachers/staff"
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Communication, Promotions, & Social Media Signed Up: 0 / 2Starting Jan/Feb
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Raffle Coordinator Signed Up: 0 / 1Staring Oct/Nov. Coordinates diamond raffle.
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Auction Treasurer Signed Up: 1 / 1Starting Feb/Mar
-Work with past Auction Treasurer to plan budget/expense limits; communicate budget/expense limits, reimbursement process to coordinators as necessary; work with PTA Treasurer
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Silent & Online Auction Coordinator/Admin Signed Up: 0 / 3UPDATE for 2020/2021: Online auction ONLY
Starting Jan/Feb
-Oversee auction item entry; maintain user accounts
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Website Support Signed Up: 1 / 2Starting Oct/Nov
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Tech Support Signed Up: 1 / 2Starting Jan/Feb
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Classroom Ambassadors Signed Up: 0 / 18Starting Jan/Feb
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Live Auction Coordinator Signed Up: 0 / 2UPDATE for 2020-2021: NO LIVE AUCTION
Starting Jan/Feb
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Winner Processing Volunteers Signed Up: 0 / 0UPDATE for 2020-2021: NO LIVE AUCTION
Night of event
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Decorations/Lighting Coordinators Signed Up: 0 / 2UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Starting Jan/Feb
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Night-of Volunteer Coordinators Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Starting Jan/Feb
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Set-up Volunteers Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Night of event
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Photographer helpers (night of) Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Night of event
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Greeters Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Night of event
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Check-in Desk Volunteers Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Night of event
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Clean-up Volunteers Signed Up: 0 / 0UPDATE for 2020-2021: NO IN-PERSON EVENT, LIVE AUCTION
Night of event
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General interest Signed Up: 8 / 50For people generally interested in helping with the Auction, but no specific roles at the moment.
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