Auction: Brainstorm, coordinate, and help acquire about 4-6 large items or packages for live auction (value $500+). Solicit donors, follow-up with calls and emails, and track donation commitments. Collect logos, descriptions, and photos for each item. Work with E.C. Executive Director to create display boards and write descriptions for all auction items.

Raffle:  Brainstorm, coordinate, and help acquire about 20 smaller items or packages for the silent auction (value from $50-$500). Solicit donations, follow-up with calls and emails, and track donation commitments. Collect logos, descriptions, and values for each item. Work with E.C. Executive Director to write descriptions for all raffle items.

Below are some of the responsibilities:

• Generating leads for item procurement.

• Creating an item donation form (online or print) to record what’s been committed and who donated it.

• Entering donations and item donors into an event software or database.

• Bundling donated items into packages/lots.

• Photographing items and designing signage.

• Displaying auction packages at the venue.

• Printing bid sheets or uploading auction packages to a mobile bidding platform.

• Managing online or mobile bidding and sending text message alerts.

• If not using an automated or mobile bidding platform: Tracking sales at the event and entering them into event software or other databases.

• If not using an automated or mobile bidding platform: Printing or emailing receipts to guests with a list of purchases and total sale prices.

• Arranging items at item pickup by bidder number for a quick and easy checkout.

Work with E.C. Executive Director to identify potential new event sponsors & contacting previous sponsors.

Below are some of the responsibilities:

• Generating sponsor leads from businesses in your nonprofit’s cause area, those with personal connections to your organization or board members, or simply businesses who share your values.

• Assist in creating sponsor levels with giving thresholds.  Include the number of tables or other benefits included with that sponsorship level.

• Collect logos from confirmed sponsors. 

• Soliciting sponsors over the phone or in-person to be a part of your event and assist your mission. Note that in-person solicitations tend to feel more personal, and can be more effective!

• Tracking sponsorships throughout the solicitation process, from lead to completion.

• Getting sponsor guest names and contact information and entering them in the database.

• Assisting with table and seating arrangements in the ballroom for sponsors and their guests.

• Designing VIP experiences for sponsors and their guests.

• Handling sponsors at registration and managing relationships throughout the event.

The Guest Experience Committee is the smiling faces of the event. They work to ensure every guest, regardless of their status, feels like a VIP. This involves: Welcoming attendees with genuine warmth and enthusiasm.  Assisting with event registration, helping attendees smoothly check-in and out.  Being the go-to person for any queries or concerns, ensuring a seamless experience.

Below are some of the responsibilities:

• Guest Invitations

• Guest thank you cards

• Engagement table for E.C.

• Guest bathroom experience

• Check-In experience

• Generating guest lists and assigning bidder numbers.

• Help with bidder number cards

• Training volunteers to work check-in and registration

• Training volunteers to work check-out

• Using event software to gather guest payments and streamline checkout.

• Working with photographer to document the event at Check-in & Check-Out

This event committee is primarily responsible for making sure the fundraising event is fun!  Help plan and coordinate entertainment during the cocktail hour and program. Review past entertainment (photo booth, dance performance, etc.) and brainstorm fresh ideas.

Wine Pull: Help acquire six cases of wine for the wine grab (value $20+ per bottle). Solicit donations from wineries (in person or by phone/email), follow-up with calls and emails, and track donation commitments. Pick up wine donations. Wrap and display the wine bottles, and manage the wine pull during the event.

Below are some of the responsibilities:

• Plan guest speakers

• Help plan the order of events, such as cocktail hour, dinner, dessert, and any auction games that might be happening throughout the night.

• Help create event night programs.

• Hiring entertainment, such as a live band or other performer.

• Working in tandem with sound and lighting crews.

• Timing auction closings with the order of events.

• Manage software for auction/raffle (pre & post auction)

• Manage payment process for games

Creative individuals with a little bit of flair who will be responsible for making the event look gorgeous and unified with the theme.    Design/create table centerpieces and room décor. Inventory existing items to determine what we have and develop a plan based on that. Determine what additional items would need to be purchased and submit requests for approval. 

Here are a few responsibilities:

• Help with a theme and corresponding decor in advance.

• Acquire tablecloths, centerpieces, and any other decor

• Designing centerpieces

• Arranging and displaying auction items at the event in conjunction with the Auction Committee.

• Arriving on the morning of the event to begin decorating!

It takes a village of people the day of the event!  In order to make this successful we need to find a person that can help recruit, motivate, communicate and solve problems with all our day of event volunteers. 

Here are a few responsibilities:

• Recruit volunteers

• Train volunteers based on their assignments

• Sends out communications to all volunteers

• Makes sure volunteers have needed supplies (pens, clipboards, food, water)

• Help identify how many volunteers will be needed and what their responsibilities will be. 

• Reach out, follow-up and confirm commitments from volunteers leading up to the event. 

• Help coordinate volunteers and ensure everyone is on top of their responsibilities before and during the event.

It takes a village of people the day of the event!  We need as many amazing volunteers as possible on the "Day of" to help with setup, tear down, decorating, check-in & check-out and much more!