Pre-event Volunteer Needs
Most of these volunteer positions don’t require long term time commitments or task coordination for an individual. The auction chair and leads should coordinate volunteers and be involved in all these tasks, but can’t do everything themselves. Expect some motivated helpers to be needed for these tasks.

Solicitors
Solicitors, along with the procurement lead person, are the people that go out and get the donations for you. We have seen very small procurement teams accomplish wonderful results. Without exception, though, larger teams have had an easier time with their efforts. Every person on your team will bring different ideas for procurable items, and different contacts within the community from which items can be procured. They must all comfortable contacting businesses and individuals for donations.  When signing up volunteers for your event, don’t shortchange your procurement team.

Transportation
The individual solicitors should be responsible for getting procured items from the donors to your auction office, or to whatever storage is to be used. Even then, you may need to move items around before your event. For example, when the time comes to package items for the event, you may need to transport items from storage to a packaging party and back. Make sure you will have transportation and drivers available for those times.

Mailing & Phoning
Many groups send out letters introducing their event to local businesses (pre-solicitation letters). You should, of course, also plan to send thank you letters to all the donors who support your event. Most groups also send out informational fliers in their own newsletters or through the mail. Other groups call people on their phone lists to tell them about the event personally.
 
If you are planning any of these kinds of activities, get help. Six people visiting over coffee for an hour, and stuffing 400 envelopes each in the process, is much more pleasant to picture than one person stuffing 2400 of them, alone, for six hours or more.

Decoration Assembly
Plan for some extra hands to help your decorations lead put together whatever decorations are planned for your event. While much of this work will be done during setup at your event, many things, like table centerpieces, will need to be assembled ahead of time.

Catalog Assembly
Many groups will choose to have the catalog printer bind their catalog for them. This is convenient, and offers more options for how the catalog will be bound. It does, however, cost money.
 
If you are planning a very small event, even small costs add up. You may want to consider getting a few people together and assembling your catalog yourselves. Many organizations, like schools, have their own comb-binding machines. For fa fairly small catalog, staples can even be adequate.

Packaging Party
You may have many donated items that need to be packaged with other items for sale. A packaging party can be a fun way to get this job done. Beautiful packages can be easily made with wicker baskets, cellophane, ribbon, and a few helpers. Add some snacks and some music, and you’re on your way.

Ticket Sales
Once your event and game tickets are ready for sale, you’ll need people to sell them. Selling tickets is the first money-making enterprise for your event. Make tickets easily accessible for your potential guests. They shouldn’t have to ask around to find out where to get them. If you are a church or school, have volunteers selling before and after classes or services. Be visible. As with most jobs, this can be a big time commitment for one person, but a small one for many. Find volunteers that can help with these efforts.

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