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Staff the
Lead Positions
(2)
Here are more
tasks to which
you may want to
assign a lead
person.
Catalog
Design &
Publication
Your catalog
contains all the
information
about your event
that you want
your guests to
have at their
fingertips. It
can include item
listings for the
different sales,
bidding
instructions,
game
descriptions,
scheduling
information,
advertising, and
more. Bringing
all this
information
together, making
sure it’s
correct,
formatting it to
look good,
printing,
assembling, and
distributing it
can be a lot of
work. Even for
relatively small
events, the
catalog can
require a good
deal of effort.
Responsibilities
of a catalog
lead person
might include:
Coordination of
the design with
the decorations
lead to ensure
consistent
presentation of
the event theme
Design of cover
art
Compilation of
item lists for
the different
sales
Verification
that item
descriptions are
complete and
correct
Compilation of
auction rules,
schedules,
advertising,
menus, game
descriptions,
welcome letters
from the
chairperson and
other
organization
leaders, and all
other catalog
content
Importing of all
raw data to the
publishing
software
Layout of all
items into the
catalog’s
dimensions
Coordination of
the printing and
assembly of the
catalogs
Distribution of
the catalogs
Publication of a
catalog addendum
listing last
minute additions
and changes
Recruitment of
volunteers to
help with the
effort
Ticket Design
& Sales
This position is
responsible for
the design,
printing, and
sales of tickets
for the event.
These could
include a number
of different
ticket types for
the event itself
(e.g., silent
auction only,
entire event
with dinner,
etc.), raffle
tickets, and
game tickets.
The
responsibilities
of this position
might also
include:
Coordination of
ticket design
with decorations
to ensure
consistent
presentation of
the event theme
Coordination of
efforts with PR
and Advertising
to promote sales
Printing of
tickets
Recording of
event tickets
sales with
seating and meal
options
Recording of
raffle and game
ticket sales
with ticket
numbers included
Collection
ticket sales
money
Entry of event,
raffle, and game
ticket data to
auction
management
software
Recruitment of
volunteers to
help in the
effort
Live Auction
Slide Show
Especially in a
large venue, it
can be hard for
your guests to
see items being
auctioned. A
slideshow can be
a great way to
show large
images of your
live auction
items as they
are being sold.
This is a fairly
specialized
effort, but one
which can take a
fair amount of
time.
Responsibilities
of this person
might include:
Collection of
images to be
used
Editing of raw
images to make
useable
projection
images
Addition of text
or other
graphics to the
basic images
Coordination
with chairperson
to ensure images
are in the right
order
Procurement of a
projector and
screen that will
work in your
venue
Running of the
slideshow during
the live auction
Registration
& Checkout
Coordinator
No matter how
smoothly the day
of your event
goes, it will
still be a
hectic one for
the chairperson.
Having a person
who can
coordinate
registration,
data entry,
checkout, and
item pick up is
a must. Leading
up to your
event, this
person can be a
great help in
preparing things
for the day.
Their
responsibilities
might include:
Coordination of
the event
schedule with
chairperson
Procurement of
computers for
use with auction
management
software
Training of
registration,
data entry, and
checkout
volunteers on
auction
management
software
Procurement of
credit card
machines
Recruitment of
volunteers to
work at
registration,
data entry,
checkout, and
item pick-up
Volunteer
training
Equipment setup
and verification
Management of
registration,
data entry,
checkout, and
item pick-up
during the event
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