Before the Gala: Assist with event setup

Before the Gala: Purchase and deliver a cooler full of ice to the venue

During the Gala: As guests arrive, pour & hand out drinks, direct people into ticket pick up lines, answer questions

During the Gala: As guests arrive, distribute corsages and boutonnieres to those who have ordered them

During the Gala: Check guests in and ensure they have live auction numbers and their accounts are linked to the software

During the Gala: Assist with the wine pull table

During the Gala: Help at the raffle table, where guests can purchase raffle tickets to nominate a Prom King or Queen

During the Gala: Take photos of guests and decorations to share

During the Gala

During the Gala: Move room baskets to pickup area after the silent auction

During the Gala: Bid spotter during live auction

During the Gala: help at the checkout table as guests exit the event

After the Gala: Assist with event cleanup

Starting 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.

Starting 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"

Starting Oct/Nov

Starting 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)

Starting Dec/Jan - Work with Donation Committee Chair on a donation request plan. Using a template letter, reach out to Room Parents with the theme and requirements of the baskets. Each grade's Room Parents decide if they will do individual room baskets or one larger grade basket. You will answer any questions and remind Room Parents of deadlines. Once you receive the baskets, you will create basket summary cards into a spreadsheet and take photos of the baskets. These will then go to the Auction Coordinator. Finally, you will bring baskets to the auction venue on the day of the auction.

-Starting Jan -Gather ideas for parties; help with final selection; liaison with party hosts, advise on guidelines; set schedule; communicate winners to party hosts

- Starting Jan - 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.

Starting Jan/Feb

Starting 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

- Starting Oct/Nov -Oversee auction item entry; maintain user accounts; report winners to Category Coordinators.

Starting Oct/Nov

Starting Jan/Feb

- Starting Jan/Feb - Assists with tracking bids and winners during the live auction. Help with processing the winners and ensure they take winnings.

Starting Jan/Feb

Feb/Mar - Collect and compile photos for slideshow

Starting Jan/Feb

For people generally interested in helping with the Auction, but don't have a specific role at the moment. Sign up here and we'll help you find a spot!

We will be using our go-green plates/cups for our auction. In addition to being earth conscious, this will help us mitigate the rising cost of food/labor. We are looking for 2 families to take home a bin of plates/cups and wash them (low heat in the dishwasher or handwash ) and bring them back to Edsion the following week. The dirty plates/cups will be in bins and the food will be scraped off beforehand.