Chair: Christy Kelly firstname.lastname@example.org
Chair: Ann Streitz email@example.com 815-651-9872
815-651-9872Sat 2/9/2019 All questions should be directed to the Auction Chairs Christy 815-651-9872 Ann 815-354-3510 or giantsteps2017gmail.com
Dinner Dance/Auction THIS IS OUR MAJOR FUNDRAISER AND WE NEED MANY VOLUNTEERS. It's a great event to help and meet new people and have some fun.
Chair: This position is responsible for organizing one of the main fundraisers for the school. The evening includes live entertainment, auctions, and a dinner. The chair will coordinate all sub committees and fill in gaps where help is needed. Must work to secure entertainment, venue, caterer, bar and organization of committee’s time and duties up to and including the night of the event. Must coordinate invitations, ticket sales, decorations, responses, venue set-up and clean-up, raffle and worker’s schedules during the event. Must follow the procedure set in place for gathering and counting cash set forth by St. Paul the Apostle Catholic School and Church. Set-up a budget to be approved by the principal and/or pastor securing approval of all expenses before purchases are made. Work with Parish bookkeeper for financial matters for during and at the event.
Dinner Dance Co-chairs and Subcommittee Chairs: These chairs report directly with the Auction Chair.
Classroom Projects/Baskets Chair: Come up with creative items for each classroom project to be part of the auction. Coordinator will set up time to supervise and help the children complete the project with the classroom teacher. Purchase if necessary materials needed. These need to be approved before purchase and Chair will be reimbursed for expenses and write thank you letters to all donors for project materials.
Program Chair: Review acquisition forms and make sure they are correct and complete. If not, contact Solicitation Chair to obtain missing information. Write appealing item descriptions from list given by Solicitation Chair of all items. Work with Ad Chair on advertising obtained to check for accuracy. Design and proof the program book for the night. Make paddles for the event to go along with the theme of the evening and write thank you letters if getting discount for prrinting.
Publicity Chair: Communicate with the Solicitation Chair regarding acquired donations. Design and organize publiciation of press releases, posters and banners to display to publicize gala to the community. Write advertisement for church bulletin. Contact other local churches to request publication of gala in their bulletins. Contact local paper to advertise gala. Make sure the gala is publicized on Facebook. Send notices home and on Renweb regarding donations received to stimulate interest in the event.
Reservation and Check-in Chair: Recruit volunteers to maintain the check-in table. Chair will assign paddles to all guests, helping with last minute program stuffers. Work with Auction Chair and Program Chair to make a reservation form for the event. Keep track of all returned forms, keeping the Action Chair apprised of number of guest. Consult with the Auction Chair and principal of any VIP guests that need to receive a special invitation to the event.
Raffle Chair: Work with chairs to determine a timeline and opportunities to sell tickets and space allotted to the wine pulling. Recruit volunteers to help solicit wine bottles. Work with publicity chair to request donations of wine in the bulletins, Renweb. Collect and catalog wine with donor name if possible. Give the names of donors to program chair for inclusion in program or write a general thank you to all those who donated. Work with Decorating Chair for options on how to display raffle and wine bottles at the event. Recruit volunteers to work the night of the event at the wine bottle and selling the raffle tickets. Deliver wine bottles to the venue as per timetable established by the Auction Chair.
Dinner Dance and Auction Helpers: The auction chairs are in need of many volunteers to help before the event, during the event and end of event. Examples of some of the volunteers needed will be delivering baskets to event, set-up and clean-up, going to businesses to ask for donations, wrapping and creating baskets are just a small list of things.
Chairperson is responsible for contacting all volunteers. If you have a question, please contact the chairperson.