Event Sign Up Sheet | Track It Forward

2019 Dinner Auction: Planning and Auction Committees

Saturday, March 09 2019

The St. Gabriel Parish School Dinner Auction is our largest and most successful annual fundraiser. It isn't successful without the help of many, so please see all of the volunteer opportunities below. Check back often for updated roles and opportunities to be a part of something great for St. Gabriel Parish School! *We can't do this without you!*

     " "
Auction Co-Chair
The Auction Co Chair Oversees ALL Auction Planning, which includes but isn't limited to:
-RSVP's with help
-Venue
-Guest table assignments
-Raffles
-Printing of GRAND raffle tickets, invitations, donor letters, thank yous, acquisition forms and catalog
-Communicates with Parish and School Staff RE: Teacher Experiences, Father's Message and Principal's Message in catalog
-Communicates with Principal RE: Bids for Kids Ask
-Secures Greater Giving hardware two weeks prior to event
-Marketing
-Creates the evening's script/program
-Secures auctioneer/meets and plans
-Enter sponsor/AD donations into Greater Giving
-Creates LIVE lineup
-Schedule Auction Meetings/Create Agendas
-Manages Greater Giving
3 / 3
Full
     " "
Acquisitions Team Leader
Acquisition Team Leader is the liaison between team and co-chairs; this position uses fundraising software (currently Greater Giving) exclusively.

-Enters in all merchandise donations and gift card donations in to software
-Creates packages from donated items in software
-Runs/Prints bid sheets for all packages from software
-Assists Display Chair where needed
1 / 1
Full
     " "
Acquisitions Team
Assist Acquisitions Team Lead with listed duties.
2 / 2
Full
     " "
Call Back Team Leader
-Works closely with Co-Chairs to go over call back lists at the early stages of planning.
-Enters call back team names in to software associated with the Business names
-Prints off call back team lists
-Checks in with call back team for general support
Reminds call back team of deadlines after first and second mailings
1 / 1
Full
     " "
Advertising Procurement Volunteer
Secure Major advertising for the catalog. List of businesses to call will be provided.
0 / 1
     " "
Raffle, Centerpiece, Silent Auction Table Sponsor Procurement Volunteer
Procure and secure sponsorship for these opportunities on auction night. Co-chairs will provide a list of businesses to call.
0 / 1
     " "
Corporate/Business and Individual Sponsor Procurement Volunteer
Procure and secure sponsors for the evening to offset costs. Co-chairs will provide a list of businesses to call.
0 / 1
     " "
Procurement Volunteers/Callback Team
Call back businesses to secure auction items after donor letters have gone out. Co-chairs will provide a list of businesses to call.
6 / 10
     " "
Donation Pick-Up
Pick up donations from businesses.
4 / 4
Full
     " "
Raffles Team Leader
-Works closely with Auction Chairs/Acquisition Team to determine what raffles will be played on auction night and what donations will be used as prizes
-Grand Raffle – distribution of tickets to school families/parish members and of selling tickets prior to the evening of the auction. (See Co-chairs for info)
-Raffles – create 4-5 raffles games for auction night that corresponds with the auction theme.
-Preps/Creates all materials used (bidder sheets, signage, clip boards) on Auction Night
-Prints Dessert Dash Table Bidder Cards for each table
-Prints Bids For Kids Bidder Cards
-Works closing with Co-Chairs on Auction Night during raffle prize presentation by pulling the tickets/bringing up the prizes to stage and checking off tickets numbers.
-Keeps raffle stubs together to be given to Brian Mayr (Parish Member who is in charge of all Raffle Licenses.)
2 / 2
Full
     " "
Raffle Set-Up
Assists with raffle prep and set up on Friday
4 / 4
Full
     " "
Class Baskets Leader
-Contact each classroom basket volunteer and give ideas if needed
-Works with each classroom rep to make sure each class basket is completed by Feb 15, 2019. Ideally 3-4 baskets should be ready by the School’s Open House at the end of January.
-Liaison with Home and School Association (HSA) regarding any money they donate towards class baskets
-Coordinate with volunteer class basket volunteers and HSA to ensure all receipts are submitted to HSA
-Request a detailed description of basket (2-3 sentences) for catalog and display for Auction Night. Deadline Feb 15
-Proof the descriptions and send via email to Co-Chairs at stgabrielauctionchairs@gmail.com to be given to the catalog designer and entered into GG for Display Committee
1 / 1
Full
     " "
Class Baskets Coordinator
-Create a themed auction basket for your class.
-ALL CLASS BASKETS MUST CONTAIN AN ITEM CREATED BY THE ENTIRE CLASS
-Liaison with Class Basket Leader to submit receipts to get reimbursed by HSA
11 / 11
Full
     " "
Mailing (Invite, save the date and invites)
"Save the Date" letters and Invitation stuffing
4 / 4
Full
     " "
Mailing (Donor letter prep/mailing)
Donor letter prep and mailing
4 / 4
Full
     " "
Decorations Team Leaders
Creates all decorations for the evening: including table centerpieces, welcome area and registration, and ballroom
2 / 2
Full
     " "
Student Thank You's
Creates the student thank yous for each place setting
1 / 1
Full
     " "
Decorations Team
Works with team leaders to create all decorations for the evening.
2 / 3
     " "
Display Team Leader
-Responsible for creating and printing displays for auction baskets with (3) three or more items (Silent, Super and St. Gabe Experience) using auction themed artwork on 5x7 or 8x11 card stock and cardboard easels
-Display details should include: 1. Package Name (from GG) 2. Package Number (from GG) 3. Brief Description (from GG) 4. Any restrictions 5. Donated BY:
-Under (3) three items in a basket no display is needed because the bidder sheet should be enough.
-Create small “package number” signs to put on each basket to correspond to bidder sheet/display sheet
-Create signage for LIVE Auction items if needed
-Create signage for each table category (100’s, 200’s, 300, etc)
-Meets with team approximately 3 weeks prior to auction date to cross check and distribute their list for creating the displays.
-Creates displays in Canva so team and assist using same program
1 / 1
Full
     " "
Display Team
Work with Display Team Leader with listed duties.
1 / 6
     " "
Marketing/PR Team Leader
Artwork – creates eye catching artwork “logo” for the event to be used for promotional advertising leading up to the event and for invite, catalog, nametags, etc.
-Invites - works with co-chairs & printer (Digital Edge) to get 1300-1400 invitations printed (Invites to be mailed to parish, school families and previous years guest list.)
-Auction Website –Manages Greater Giving auction website, uploading new sponsors, advertising artwork, etc.
-Social Media – works with FB coordinators to get the word about the auction, feature exciting items, raffles, etc. and create a buzz for the event.
-Community and Parish Correspondence -works with Parish Office in getting the word out at Mass, in the bulletin, Parish website.
1 / 1
Full
     " "
Catalog/Bidder Paddles
-Creates 50+ page catalog for Auction Night
-Works closely with co-chairs and marketing
Provides draft 3 weeks prior to event
-Corrects and edits changes at least 2 weeks prior
-Sends final draft to Chairs to get printed at least 1 week prior
1 / 1
Full
     " "
Packet Name Tags
-Creates name tags (name and bidder number) for each guest (approx 3 days prior to event)
-Assists putting together welcome packs during Friday set up
-Co Chairs to provide guest list and artwork
2 / 2
Full
     " "
Thank You Letters
Correspondence Thank You letters (provided by Co Chairs) to all donors will be mailed once a donation is recorded in auction software.
1 / 1
Full
     " "
Registration/Cashiering Chair
-Check in/out all auction guests
-Entering all bidder numbers from bid sheets (slient, live and bids for kids) as tables close
-Entering all bidder numbers from the raffle sheets
-Printing receipts at the end of the night
-Close out all sales on auction software (currently Greater Giving)
1 / 1
Full
     " "
Registration/Cashiering Team
Assist with Cashier Chair Duties listed.
2 / 6
     " "
Volunteer Coordinator
One coordinator for Friday Set Up, one coordinator for Auction evening. This positions works closely with Co Chairs.
1 / 1
Full
     " "
Friday Set Up Volunteers
Works Closely with Co Chairs and Acquisitions Chair to determine where volunteers will be positioned.
23 / 25
  1. Select an hour from the drop down

  2. Click submit when everything is ready

  3. Click here to go to the organizer dashboard