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Auction 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: TBD (join the committee and help pick a theme!)
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 (5/21 filled)

(DAY BEFORE) 3/20 SET UP: 12-6PM. SET UP & DECORATE 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) Live Auction Spotter Signed Up: 5 / 10

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

(DAY-OF) Set-up Crew Signed Up: 0 / 4

Most of the setup will take place on Friday March 20. Please consider signing up and helping on Friday, the Day before. We will keep this listing (the day of set up) in case we need it. Thanks! Before the start of the Gala, 6pm. Assist with event setup.
 Sign up

(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) 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.

(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

MONDAY Clean-up Volunteers. 10 AM-2 PM Signed Up: 3 / 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

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

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
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Art Auction and Classroom Art Docent Coordinator Signed Up: 2 / 2

Handles all art docent volunteers to create artwork represented by each classroom for our live art auction! Also coordinates the promotion and display of artwork before and during the gala event. And also coordinates distributing the artwork to auction winners.

Print Designers Signed Up: 0 / 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

Home Cooked Meal Coordinator Signed Up: 1 / 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

Gifts from the Heart Coordinator Signed Up: 1 / 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

Communication, Promotions, & Social Media Signed Up: 1 / 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

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

Auction Software Coordinator/Admin Signed Up: 1 / 3

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

General interest Signed Up: 10 / 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

Committee Chair Signed Up: 6 / 6

Art Docent Committee Chair(s) - Oversee Classroom Art Docents in creating and delivery/pickup of classroom art pieces for auction and delivery/pickup of artwork to winning bidders. Auction Software & Donations Committee Chair(s) Decorations and Events Planning Committee Chair(s) - oversees Decorations Team and Events Team and coordinates with other Auction/Gala Committee chairs.

Decorations Team Signed Up: 9 / 10

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 .
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Events Team Signed Up: 4 / 10

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