Photography

Auction

Event held beginning of November. Preparation for the event begins the previous Spring. Volunteer date/time requirements vary depending upon activity.

ESP – Yes

Keeping Children Safe required - Yes

Chair/Co Chair 1-2 individuals
- Coordinates with principal and development director
- Oversee entire project
- Establish budget with Administrative and Finance team
- Trouble shoot
- Coordinates with Solicitation, Event and Administrative chairs
- Take on duties that are not filled as needed
- Coordinate theme with Event chairs, school administrative staff
- Learn software and coordinate volunteer training on software
- Coordinate evaluation with Development Director
- Update job descriptions as needed
- Sign correspondence
Administration Team Captain – begins Spring previous year
- Coordinate the teams listed below
- Take on duties that are not filled as needed
- Learn auction software
Finance Team – 1-2 individuals
- Keep budget
- Coordinate payments through Business Manager
- Coordinate reimbursements of volunteers
- Acquire petty cash in advance for raffle/multi item sales
- Handle money
- Input in auction software
Secretary
- Keep information flowing between groups
- Send/post information and updates on a regular basis to minimize “surprises”
- Send thank you notes to all individuals and donors within a week of receiving their donation ( separate from post-auction tax letters)
Publicity Team 1-3 individuals
- Create public “look” of auction
- Assure all items are approved by chair, Development Director and Principal to adhere to SJS standards
- Coordinate photographs of items for web, PowerPoint for evening
- Parish publicity
  - Bulletin insert(s)
  - Bulletin announcements
  - Bulletin board in lobby
- School Publicity
  - RenWeb
  - Posters
  - Displays
  - Info Fair/other opportunities
  - Pep Rally
- Online Publicity
  - SJS Site
  - Face book
  - Constant Contact
  - SJTA site
- Alumni Publicity
  - Items to post to Facebook (through approval)
- External Publicity
  - North Texas Catholic
  - Northeast Times
  - Star Telegram “click” (Post event)
  - Area community calendars
  - Info to other area churches
Print/Program - 1 individual
- Design and coordinate printing of raffle tickets, program, coordinating with publicity chair and Development Director to assure SJS standards met
Registration - 1 individual
- Utilizing auction software, import online registrations, create table groupings, communicate with corporate basket committee for number of centerpieces
- Provide table number listing to Event Team Captain
- Troubleshoot as needed during event
Post Event - 1-2 individuals
- Follow Up unclaimed items
- Fulfillment – send Online Auction items to winners
- Thank you’s
- Evaluation
Computers/IT – 1 individual
- Set Up for check in/check out
- Printers
- Supplies
- Power Point set up
- Computer break down at end of evening
Check In – 4-6 Individuals
- Training
Check Out 4-6 Individuals
- Training
Event Coordination Team Captain – begins Spring previous year
- Coordinate the teams listed below
- Take on duties that are not filled as needed
Casino
- Coordinate Texas Hold’Em/Casino activities
- Set up rooms
- Coordinate with Solicitation Team regarding prizes
- Troubleshoot during evening
Decorations
- Make items
- Decorate day of
- Corporate baskets
- Clean Up
Entertainment
- DJ
- Testimony
Food/Beverage
- Coordinate dinner
- Liaison Knights of Columbus re: Bartenders
- Alcohol procurement
- Post dinner snacks
- Clean Up
Item Packaging
- Determine if items can/should be packaged together or separate
- Write descriptions
- Enter into auction software
- Meet print and online deadlines
Live Auction
- Secure auctioneer
- Coordinate Power Point to highlight items working with publicity team
- Create displays
- Live Auction Ice Breaker (Heads or Tails, etc.)
Move In
Move Out
Multi Item Sales
- Heads or tails
- Raffle
Silent Auction
- Packaging
- Display
- Casino
Clean Up
- Decorations
- Items
- Meals
- Computers
Security
- Pre event
- Event night
Solicitation Team Captain – begins Spring previous year
- Coordinate the teams listed below
- Coordinate with Chair regarding sponsor levels
- Create enthusiasm and motivation for solicitation
- Celebrates successes
- Take on duties that are not filled as needed
Advertisement Solicitation Team
- Oversee solicitation of past and potential advertisers for auction catalog, coordinating with other team members to avoid duplication of effort or approaching the same prospect multiple times
- Assure all ads are received via email or picking up
- Assure each advertiser receives copy of printed program
- Coordinate printing of ads with print/program coordinator to meet print deadlines
Major Sponsor Sales
- Identify and solicit potential major sponsors face-to-face when possible
Casino Table Sponsorships Team
- Solicit sponsors to cover costs of casino tables
Table Sales Team
- Coordinate table levels and sales
- Communicate with Corporate Basket team captain
Alumni Sales Team
- Communicate with alumni regarding table sales
- Generate enthusiasm for alumni to purchase
Item Acquisition Team
- Identifies and solicits companies for donations toward the auction
- Picks up (or coordinates pick up) of items
- Provides proper information to donor (501 c 3 tax exemption status, letters)
- Coordinates with team mates to avoid duplication of efforts
- Provides face-to-face solicitation whenever possible
- Provide verbal and personal thank you when possible to donors
- Enters items into software
Gift Gathering Party Coordinator
- Coordinates grade level gift gathering parties
- Communicates boundaries of parties with hosts (such as difference between family party and adult only parties)
- Thanks hosts for their efforts
- Trouble shoots
- Creates grade level party opportunity if no host steps up to the plate
Teacher/Classroom Project Coordinator
- Communicates with SJS faculty regarding classroom project no later than August
- Keep teachers informed of deadlines, beginning with promotion and online auction deadlines
- Write descriptions
- Coordinate photos of projects for publishing online
Big Boards
- Coordinate big board projects with teachers
- Write up descriptions
- Communicate information with Event Team
Online Auction
- Set Up
- Photos
- Run
Raffle/Other Sales
- 50/50 Raffle
  - Pre-event Raffle Ticket Sales
  - Event raffle ticket sales
  - Drawing at event
- Student Raffle
  - Items coordinated with Event Chair
  - Ticket Sales
  - Drawing at Pep Rally