Dinner Auction Committee Descriptions
Business Donation committee: This committee is responsible for communications with businesses in the area to acquire donations. The committee chairperson has a list of previous businesses that have donated as well as a list of people that usually solicit certain businesses. It is very important that we do not ask a business more than once so please check the list before visiting a business. Each business should receive a letter, ad sheet, and carbon-copy slip. Please follow up with visit or phone call within a two week period. Please let chairperson know if you have any new personal contacts/businesses to ask for donations.
Certificate Making Committee: This committee creates and prints certificates according to each item donated. Chairperson is responsible for verifying that each donated item requiring a certificate has one. There is a notebook with copies of previous certificates. Check the notebook before creating certificates.
Raffle Ticket Sales Committee: chairperson will be responsible for assigning times for committee members to work the floor during the auction. Committee members typically work in one hour shifts.
Decorating Committee: This committee is responsible for developing ideas to decorate for the big night. chairpersons will work directly with Dinner Auction chairs and communicate frequently to make certain all is in order and within budget. This committee is also responsible for setting the VIP table. Dishes and glassware are stored in the Augustine Center.
Bar Committee: This committee is in charge of working the bar for the evening. the chairperson will assign committee members specific times to tend the bar. Chairperson will also be responsible for beer, wine, soda, water, etc donations to stock the bar/refreshments.
Auctioneer Committee: chairperson is responsible for knowing where each item is located that is in oral auction. The person should be available for set up to familiarize themselves with each item and its placement. this committee will also need an auctioneer clerk and announcer for the evening. Other committee members will be holding up items on stage during auction bidding.
Parish Calling Committee: Chairperson will divide parish directory into sections for committee members to call parishioners. Please be courteous. Committee members need to begin calling mid-January. Donation letters will have been sent to parishioners and you can just write their donation on your call list. If parishioner doesn't know what to donate, suggest a monetary donation. It is easier for some to just send a check to the school. Please have phone calls made and phone logs back to dinner auction chairs by February 10, 2012.
Silent/Certificate Auction Committee: This committee is responsible for having all bid sheets written prior to set up time. Committee members will also be responsible for all final bids. You will hold baskets for final bids to be placed in as auction closes. You will then sort through and determine winning bids and log on bid sheets and poster outside of room.
Welcoming/Ushering Committee: This committee will begin at 4: p.m. on the evening of dinner auction. You will be responsible for checking guests in, handing out bid cards and auction booklets. Ushers will be on gym floor to assist people in finding their tables/seats.
Set Up Committee: Chairperson will oversee both Thursday and Friday set up schedules. Committee members will be responsible for having all silent, certificate and oral auctions set up and ready to go.
Clean up Committee: This committee will begin as soon as the auction is over. Chairperson will create a schedule based upon kitchen, gym, classrooms etc as far as restoring all areas back to original condition. Trash, furniture, cleaning etc. When you area is complete, you are free to go home.
Cashier/Check Out Committee: This committee is responsible for tallying all guests tickets. Two people must work check out table and committee members will need one person to pull tickets and one person to pull certificates and one person to work credit card machine. You will need three calculators, money boxes from booster club, and $500 start up cash.
Business Ads Chairperson: The ad chairperson is responsible for preparing business/personal ads for the auction booklet. the chairperson types and assembles the ads and gives it to Program/DataBase Chairperson.
Database Chairperson: He/She is responsible for logging all donated items as they are received. The final copy of will this be used for bid slips, certificate numbers, etc.