Auction Committee

 2024 Edison Spring Auction & Gala

This is an annual event that raises money for the Edison PTA programming. The PTA funds our Garden instructor, 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: 3/16/24 (book your childcare now)
Time: 6-10pm
Theme: TBD
Location: Alameda Ballroom, 1415 Broadway
 

Volunteers are needed! Sign-up for event day positions - see below.


Positions (3/30 filled)

(DAY-OF) Set-up Crew Signed Up: 0 / 10

Before the Gala: Assist with event setup
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(DAY-OF) Ice Purchaser & Deliverer Signed Up: 0 / 8

Before the Gala: Purchase and deliver a cooler full of ice to the venue
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(DAY-OF) Greeters Signed Up: 0 / 3

During the Gala: As guests arrive, pour & hand out drinks, direct people into ticket pick up lines, answer questions
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(DAY-OF) Corsage & Boutonniere Table Signed Up: 0 / 4

During the Gala: As guests arrive, distribute corsages and boutonnieres to those who have ordered them
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(DAY-OF) Check-in Desk Volunteers Signed Up: 0 / 4

During the Gala: Check guests in and ensure they have live auction numbers and their accounts are linked to the software
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(DAY-OF) Wine Pull Table Signed Up: 0 / 4

During the Gala: Assist with the wine pull table
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(DAY-OF) Raffle Table Signed Up: 0 / 4

During the Gala: Help at the raffle table, where guests can purchase raffle tickets to nominate a Prom King or Queen
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(DAY-OF) Photographers Signed Up: 0 / 3

During the Gala: Take photos of guests and decorations to share
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(DAY-OF) Wine Pourers Signed Up: 0 / 6

During the Gala
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(DAY-OF) Basket Movers Signed Up: 0 / 2

During the Gala: Move room baskets to pickup area after the silent auction
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(DAY-OF) Live Auction Spotter Signed Up: 0 / 10

During the Gala: Bid spotter during live auction
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(DAY-OF) Checkout Table Signed Up: 0 / 4

During the Gala: help at the checkout table as guests exit the event
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(DAY-OF) Clean-up Volunteers Signed Up: 0 / 8

After the Gala: Assist with event cleanup
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Donation Coordinators Signed Up: 4 / 10

Starting Jan -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: 1 / 2

Starting Dec - 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: 1 / 2

Starting Dec
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Print Designers Signed Up: 0 / 2

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)
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Classroom/Grade Basket Coordinator Signed Up: 1 / 2

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.
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Hosted Party Coordinator Signed Up: 0 / 2

-Starting Jan -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: 1 / 1

- 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.

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

Starting Jan/Feb
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Auction Treasurer Signed Up: 1 / 2

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
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Auction Software Coordinator/Admin Signed Up: 1 / 3

Starting Jan/Feb -Upload auction details from Donation team and link pictures
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Lighting & Sound Coordinators Signed Up: 0 / 2

Starting Jan/Feb
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Slide Show Manager Signed Up: 0 / 1

Feb/Mar - Collect and compile photos for slideshow
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General interest Signed Up: 0 / 50

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!
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Committee Chair Signed Up: 3 / 3

Dish washers Signed Up: 0 / 2

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.
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Party Planners Signed Up: 0 / 4

Starting Oct/Nov - Develop the theme and vision for the Gala.
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Decorations Signed Up: 13 / 13

Bring the vision to life by planning and making decorations.