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Staff the
Lead Positions
You may have a
number of tasks
that will
require a large
time commitment
and attention to
detail. You
should consider
assigning a
person to each
of these. This
lead person can
that can
concentrate on
their specific
efforts and
ensure they are
done well.
This section
presents some of
these tasks, and
the
responsibilities
a person leading
the efforts may
have. Note that
even if the
tasks themselves
don’t need to
start
immediately,
these positions
should be
staffed early.
In this way, the
people who staff
them can be
consulted as
decisions are
made about other
parts of the
event. This will
also give them
plenty of time
to plan their
work.
Procurement
Lead
Your procurement
staff and
volunteers are
responsible for
soliciting
donations to
support your
event. Even for
relatively small
events, this can
be a daunting
task, requiring
a lot of
coordination.
The procurement
lead’s
responsibilities
might include:
Recruitment of
solicitors
Development of a
"wants list" of
items to be
procured,
including those
that were
popular at past
events
Development of a
"don’t wants"
list of items to
avoid
Development
(with
Chairperson) of
underwriting
limits to be
observed (i.e.,
the amount the
auction will
reimburse for
items purchased
for specific
projects)
Creation and
distribution of
solicitation
letters and/or
packets
Coordination of
solicitation
efforts
Collection and
filing of
donation
receipts
Donation data
entry to auction
management
software
Coordination of
secure storage
for donations
Periodic
reporting of
procurement
progress to the
chairperson
Creation and
distribution of
thank you
letters to all
donors
Special
Projects
Coordinator
Special projects
are items that
will have
special,
possibly
sentimental,
meaning to your
event attendees.
An elementary
school, for
example, might
have each class
create some
project, built
and signed by
the kids in the
class. You can
be sure the
parents of those
children will be
bidding on those
items!
Even for a
small,
kindergarten
through 8th
grade school,
this amounts to
nine special
projects being
worked on. You
may want to
appoint someone
just to keep
track of these
projects. Using
this example,
their
responsibilities
might include:
Aiding in the
definition of
the project for
each class.
(i.e., seeing
that they fit
the theme of the
event, defining
acceptable
underwriting
amounts, etc.)
Solicitation of
donations or
purchasing of
items with which
to create the
projects
Collection of
donation
receipts, and
entry to auction
management
software
Tracking the
progress of each
project, helping
to ensure they
will be ready in
time for the
event
Recruitment of
volunteers to
help with the
projects
PR &
Advertising
Advertising and
promotion
ensures that
people know
about your
event. If your
event is large
enough, this job
can be more than
enough work to
justify
assigning
someone to it.
They should
coordinate their
efforts with the
chairperson and
decorations
person, so the
event theme can
be consistently
presented. Other
responsibilities
might include:
Creation and
posting of signs
and posters.
This might be
just around your
own
organization, or
may include
placement in the
windows of local
businesses
Publication of
fliers and
newsletters
Creation of
displays and
bulletin boards
Updating of the
event page on
your
organizations
website
Finding
volunteers to
help with the
effort
Decorations
Decorations play
an important
part in setting
the mood for
your event. A
large venue or
inclusion of
meal seating at
your event can
make this a big
job. The
responsibilities
of the leader of
this effort
might include:
Design of
decorations that
follow the
chosen theme of
the event
Decoration of
silent auction
tables
Coordination of
special
decoration
projects
(perhaps made by
school children)
Creation of
dinner table
centerpieces
Creation of
signs for the
sale tables,
registration,
checkout, and
item pick up
Decorations for
the auctioneer’s
stage area
Coordination of
the decorations’
setup at the
event
Recruitment of
volunteers to
help with the
effort
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