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1 Auction Job Descriptions Time Requirements: Kick Off Meeting : To Be Determined Monthly meetings in October February 2014 o Committees will set their own meeting agenda Biweekly meetings in February April Skill needed and requested of all Chairs The ability to implement fresh ideas and solutions in each area. Planning Overseeing the night of the event. Decorations Reservations and recruiting attendees Liaison other parents/volunteers After the Auction: Willingness to oversee the wrap up process and thank you letters Finalizing after event paperwork Past event filing and archiving. Event Evaluation Required Skills and Qualities for a successful Chair: Organization and leaderships skills, willingness to set the spiritual tone for the team, open communication, teambuilding, and problem-solving abilities. Scope (For all except Procurement): September through April On the Job Training for all Volunteers All positions will require training on all the applications on the auction duties and time lines. You will also be trained on all auction processes and procedures pertaining to all Chair/ volunteer positions. 1 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s

2 Procurement Chair: Strong organization and leadership skills, ability to build a procurement team of volunteers, strong communication skills-comfortable with the ask. Strong Sales and Marketing background is a bonus! Job Description: Designs and prepare the auction item procurement program (direct solicitation, letter writing, telemarketing, community outreach, etc). Determine the procurement and/or financial goal based on previous auction Reviews donor list categories from previous year, and new potential donors Prepare and/or make available procurement forms to Event Marketing Chair prior to the end of the school year for summer procurement with parents. Selects and trains committee heads and members in item procurement methods. o Receive and track items that have been procured. o Relies on the resourcefulness of committee members. o Sets realistic goals for committee members and motivates them to meet those goals. Assigns committee members to various solicitation areas: o Establishes demographic area (travel, restaurant, art, wine, jewelry, etc.) o Establishes target item value (dollar) range. Establish a team of volunteers who will assist with procurement needs (stuffing envelopes, checking in items, making phone calls, sending procurement letters in September, Track and inventory gift certificates etc.) o Assigns appropriate workload to volunteers o Establishes number of procurement items to be solicited by each volunteer. o Coordinates with other committee chairpersons and volunteers for additional support. Work closely with the Auction Chair, the Live and Silent Auction Chairpersons and the Event Sponsorship Chair by keeping them regularly informed on the procurement progress. In conjunction with Logistic Chair, responsible for the storage and security of procured items. Committees Oversight: o Procurement 2 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s

3 Live Auction Chair Coordinates directly with Procurement, Logistics, Silent Auction and Finance Chairpersons In conjunction with Silent Auction and Logistics Chair bundles, packages and displays of silent and live auction items. Works with Logistics Chair to involve speakers, video or power point presentation. Selects and trains Spotters and Runners Manages item staging and removal process Oversees end processing via committee, to the Designated Pick-up Area Committees Oversight: o Auction Setup/Retrieval o Children s Auction Project Silent Auction Chair Coordinates directly with Procurement, Logistics, Live Auction and Finance Chairpersons In conjunction with Logistics, stages Silent Auction items. Designs Silent Auction bid sheets Establishes minimum bid amounts and bid increments with assistance from Procurement Chair and Auction Chair. May institute "Buy It Now" prices with assistance from Procurement Chair. Selects and trains Runners for end of Auction processing. Solicits and trains Volunteers as Silent Auction table hosts or monitors. o Table Host closes Silent Auction tables at scheduled times. Design raffle programs or other revenue generating devices through the assistance of Auction Chair Oversees Auction processing via committee at the Designated Pick-up Areas o Student Classroom Project 3 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s

4 Logistics Chair: Strong skills in communication, organization and volunteer recruitment Overall on site event design and creation of theme. Liaison duties Caterer and Decorations Committee o May assist in the selection of menu or appetizers Ensures other Committee needs are taken care of on Day-of Oversees Catalog design and printing Works with the Procurement Chairperson for storage of items Oversees event set-up and staging crew Decorations Videography/Photography (if Applicable) Computer displays/screens Security Parking and Pick-Up Guest Comforts, i.e. Coat Checks, Directional Signage Clean-up o Bar/Beverage o Catering and Dinner o Decorations o Initial Set-up/Clean-Up o At Large Committees o Registration/Orientation 4 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s

5 Event Marketing Chair: Strong skills in technology, data entry, writing, communication, organization and volunteer recruitment. Job Description: Designs overall event marketing program Oversee catalog development and catalog printing Recruit Committee Chairs/volunteers to assist with tasks o Create parental awareness through school approved media o Send out summer mailer to parents with information about the auction, procurement guidelines, goals and ways to procure during the summer months. Mailing should include 1-2 procurement forms. Establishes Pre-ticket sell program (Works directly with Finance Chairperson) o Sets up staffed event ticket hotline and/or ticketing process o Establishes point of sale program (if applicable) Designs sponsorship program o Levels of sponsorships, Sponsors targeted (directly related to event theme), Sponsorship Tables targeting select donor s members (VIP treatment) Responsible for the design of all event merchandise. o Invitations & Reservations Program o Clothing items o Print materials (posters, books, artwork, etc.) o Create table tents, item signage, bidding cards, and bidding packets for the event Manage, maintain and input auction related information into database o Data entry of all auction items and donations o Filing and cataloging of all procurement forms o Provide weekly updates of all donations (cash and items) Be on duty the night of the event. Setting up and managing the on-site office. o Supervise registration volunteers and data entry volunteers the night of the auction After the Auction: o Send thank you letters and donation receipts to all donors and purchasers o In conjunction with Finance Chair, finalizing after event paperwork o Ticket Sales/Promotion o Programs/Printing o Catalog Design/Copy o Ads/Sponsorship 5 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s

6 Finance Committee Chairperson: Strong skills in technology, data entry, finance, organization and volunteer recruitment Reports directly to Auction Chair Oversees the management of the budget. Selects auction software program, payment methods, etc. (if applicable) o Sets up computer network or non technical cashiering method. Selects and trains cashiers. o Volunteer cashiers may act as greeters, and initial point of contact Provides final accounting of live and Silent Auction as well as raffle proceeds. Treasurer Financial Accounts 6 P a g e A u c t i o n c o m m i t t e e C h a i r D e s c r i p t i o n s