Volunteer Positions Available
Pre-Auction Auction Co-Chair
Assist the Auction Chair with overall planning and overseeing various parts of the auction & dinner event Procurement Help the Procurement Chair by attending meetings to brainstorm on auction item ideas, and help procure donated items and/or sponsorship from local businesses RSVP Coordinator Help manage RSVPs and tables of 10 reservations Venue/decorations Work with the hotel on details for the room layout, decorations, other Dessert dash Sign up to make or buy a dessert to feed 10 people and bring the dessert with you to the auction event Wine donation Donate a bottle of wine for the Wine Toss event Invitations distribution Help stuff invitations into envelopes for distribution Classroom art project Help coordinate and make your child's classroom art project Outreach Assist the Outreach Chair with ideas on how to get additional attendees at the event Auction Catalog descriptions Work with a team to write and edit the silent & live auction item descriptions for the event Catalog Video Chair Help produce a video to be shown during the live auction event Auction item description & bid cards Take the item descriptions from the catalog, and produce bid cards for each silent auction item & classroom projects. Auction item packaging party Help bundle physical items together as needed for silent/live auction Presentation creation Create a PowerPoint slide show with all the items in the live auction for showing during event |
During AuctionAuction Setup
Help staff before the event to move items from transport to appropriate areas of auction. Assist in setting up silent auction displays and overall event setup. Onsite Volunteer Coordination Communicate with all "day of" volunteers before the event (setting expectations & finalizing details for the evening); and be the point person for all Volunteers the evening of the event Computer Data entry Enter winning bidder information and amount into computer as bid sheets and clerking forms are delivered to the computer area. Registration/Check-in Volunteer Welcome & check in registered guests at event (take credit card for purchases; provide drink tickets, catalog & reserved table information) and direct them to silent auction, etc. Wine Toss Assistant Assist coordinator with setup as required. Oversee game and winning distribution. Role is finished when wine is gone. Silent Auction Closer Encourage guests to participate in closing section of silent auction. Collect bid sheets, provide to data entry; prepare items to distribution as appropriate. Live Auction Volunteers Help by being a Spotter (alerting the auction of bidder activity), Runner (taking form to winning bidder for signature), or Recorder(recording winning bidder # and amount on the forms) Guest Check-out Volunteers enter winning bidder information for final auction items. As event wind down, volunteers print receipts for guests to begin the process of checking out. Assist guests by processing cash, check and credit card payments. Provide gift cards to guests or direct to silent auction distribution area to retrieve won items. Silent Auction Item Distribution Watch over silent auction area and ensure items remain secure during main check out time. Once guests check out, retrieve auction items and deliver to winning bidders as they come to the silent auction area with receipt. Post-AuctionClean up
Help staff after event, make sure all items are transported to appropriate storage areas, and assist with item inventory. Donation thank you letters Assist with process of mailing thank you letters to all businesses and families for items or monetary donations/sponsorships Sponsor business card management Manage process of getting business card or logo for all business donations over $100 for business card size advertisement in the PTSA Student Directory |