[Windrush Annual Fundraising Event]{.underline}

April 30, 2005

*A Guide to the Auction Committees:*

*Mission, Tasks, and Schedule*

*of*

**The Auction Coordination Committee**

*with*

**Solicitations**

**Food&Drink**

**Art Class Projects**

**Site Logistics**

**Catalog**

**Office Support**

**Publicity**

**8^th^ Graders**

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Alessandra Ciocio March 1, 2005

**[Auction Coordination]{.underline}**

**Committee Chair:** Alessandra Ciocio

**Development Office:** Thea Daniels, Melissa Vainio

**Responsibilities:** Coordinate all aspect of the Auction Event with
all Committees: Solicitations, Food&Drink, Class art projects, Site
logistics, Catalog, Office support, Publicity, 8^th^ graders work

> \- Secure the site where to host the Auction
>
> \- Define the theme and the name for the event
>
> \- Find all the volunteers to chair/work for the Auction
>
> \- Follow-up all activities carried out by every Subcommittee to
> ensure the completion on schedule of every task
>
> \- Review item classification with the ***Solicitations*** Committee
> Chair and with the Development Office

.

**Members:** WPA, Subcommittee Chairs, and Development Office

*(open to anyone who volunteers for the Auction)*

**[Subcommittees\_]{.underline} [\_Chairs\_\_\_\_]{.underline}**

Solicitations Jen Villeneuve

Food&Drink Lucy Aghadjian

Art Projects Emily Payne

Site Logistics Alessandra Ciocio

Inventory & Catalog Sara Mayeno

Office Support Kathy Lee

Publicity Sarah Johnson

8^th^ Graders Darril dela Torre

**Schedule:**

Nov/Jan Find all the volunteers to fulfill every task.

January 20 Define Theme and Name for the event.

Jan/April Monthly General Meetings (open to everyone) with all Committee

> members and Subcommittees Chairs (and Chairs of Subcommittees
>
> splits).
>
> One on one communication (frequent email, phone calls) especially on
> approaching deadlines, or to discuss the job at an early stage.
>
> Meetings at the school or offsite with individual Chairs when needed.
> Last week before the Event, review all operations including rehearsal
> of crucial parts of the event (check-out procedure, for instance) and
> review agenda of set-up day.
>
> Make a Check list.

April 30, 2005 Windrush Annual Auction Party

**[Solicitations Committee]{.underline}**

**Committee Chair:** Jen Villeneuve

**Responsibilities**: Organize the acquisition of items to be sold at
the event and Sponsorship donations.

> \- Revise and prepare letters and donation forms to distribute to
> merchants. Mail-out the letters.
>
> \- Organize volunteers into different areas for business
> solicitations.
>
> \- Communicates regularly with committee members on their progress in
> the solicitation and acquisition of items and to make sure they are
> following the schedule

-   Select items to go into live auction, silent auction, and the prizes
    and in consultation with Auction Chair and Development team.

-   Turn donation forms to ***Catalog*** Chair so items can be entered
    in the inventory.

-   Coordinate with ***Catalog*** storage of items.

The items include:

*[Donations from merchant]{.underline}*

*[Getaways]{.underline}*, a collection of certificates such as hotel,
B&B, SPA, tours, etc., for a weekend or a day. Those are obtained from
private donations or by soliciting discount or donation from the
vendors. Getaway items are usually included in the *silent* auction with
special large display boards to explain the package or go in the *live*
auction.

*[School wish list]{.underline}* by which people can directly donate
towards an item requested by teachers

*[Pick-a-party]{.underline}*: this year we are also introducing these
special events items: 20 to 30 events hosted by Windrush families.  The
events are set for a specific date & time, a number of people who can
attend and the price for the event.  The hosts are responsible for the
details, costs, and location of their events.

*[Sponsorship:]{.underline}* Monetary donations in exchange for
sponsorship and advertising recognition at the event and in the catalog.
This entails asking businesses that might not have a tangible product to
donate to sponsor at different levels.

This committee coordinates with ***Catalog*** and ***Publicity***
committees.

If items are received by this committee turn them to ***Catalog***
Committee

**Schedule:**

Jan/Feb Communicate weekly progress of acquisition with Auction Chair
and Development Office

Feb 5 Mail out solicitation letters

Feb/March Regularly turn in donation descriptions to Catalog Chair

February 28 Preliminary report on all items obtained

March 25 Final report with description of all items to Catalog and all
donation forms to Development Office

**[Food & Drinks]{.underline}**

**Committee Chair:** Lucy Aghadijan

**Responsibilities:** Coordinate all food and drink for the event

-   Determine the items to be donated or the items to be purchased.

-   If the on-site caterer is used, coordinates food&drink with the
    Auction site manager through ***Auction*** ***Chair*** and
    Development Office.

This committee coordinates with the ***Solicitations*** committee for
the donations and purchases, and with the ***Catalog*** committee for
final presentation of the menu in the Auction Program (Catalog).

**Schedule:**

February 15 Review menu with Auction Coordination/Chair and propose
changes.

> Compile list of donations and purchases.

February 28 Final Proposal

**[Art Class Projects]{.underline}**

**Committee Chair:** Emily Payne

**Responsibilities:** Organize and facilitate the creation of art
projects from each class (group efforts) to be auctioned off. Each class
needs a representative to help, and the chair oversees the effort in
accordance with a theme or vision.

> \- Contact parent volunteers to discuss project ideas for each grade
>
> \- Select projects for each class and review them with ***Auction***,
> and the ***Solicitations*** Committee Chairs
>
> \- Ensure that parent's volunteers will follow a schedule
>
> \- Oversee and facilitate completion of projects
>
> \- Decide (in coordination with ***Set-up*** Chair and ***Logistics***
> Chair) how to set-up projects at the event
>
> \- Help on Set-up day to make sure projects are
>
> displayed correctly

Members:

  ---------------------------------- ------------------------------------
  Zephyrs                             

  Sprites                             

  Alvens                             

  Hobbits                             

  Comets                              

  Antares                             

  Unicorns                            

  Griffins                            

  Phoenix-6                           

  Phoenix-7                           

  Phoenix-8                           
  ---------------------------------- ------------------------------------

**Schedule**:

January 26 Identify volunteers from each class

February 15 Select projects and report status to Auction Chair

March 25 Compile final report with description of each item

April 1 Complete projects

**[Site Logistics]{.underline}**

**Committee Chair:** Alessandra Ciocio

**Responsibilities:** Coordinate all the operations that will take

> place at the Auction site
>
> \- Work on all the arrangements with the Auction site
>
> \- Determine requirements for set-up.
>
> \- Produce plan on layout and usage of the rooms and optimal flow of
> the event.
>
> \- Plan and implement decorations (with the help of ***Publicity***
> Committee).
>
> \- Review with ***Auction*** Coordination/Chair the program of the
> evening and plan for the music to play according to the theme or what
> is appropriate to different parts of the evening.
>
> \- Organize Greeting and check-out tables.
>
> \- Make a list of all extra items to be transported to the Auction
> site (besides the auction items).
>
> \- Coordinate transportation of all items on the day of the event,
> set-up and staging of items, and clean-up.
>
> \- Produce agenda for set-up day.

**Subcommittees and tasks:**

Site arrangements Alessandra, Jen, Thea

Set-up Erin Uesugi

Decorations

Greeting Tables

Check-out Tables Anna Weisberg

Clean-up Doug Clough (?)

Transportation

This committee works with the ***ALL*** Committees Chairs to determine
requirements related to set-up, decorations, and any other operation at
the event.

**Schedule**:

Jan 26 Find all the volunteers to take on the various tasks

Jan/Feb Determine Decoration and requirements for set-up

February 18 Complete plan for Music to review with Auction
Coordination/Chair

Feb 25 Complete set-up plan

Feb 28 Finalize agreement with Auction site

March 25 Complete Decorations

April 8 Final Review of the plan and flow of the event with all the
volunteers in

> this committee

April 25 Rehearsal of check-out procedure with volunteers

April 30 Transportation of all items and set-up starting in the morning

**[Catalog]{.underline}**

**Committee Chair**: Sara Mayeno

**Responsibilities**: Work on Inventory and Catalog

> \- Work on tracking auction items (inventory) in coordination with
> ***Solicitations*** Committee.
>
> \- Enter items data into database, and organize items (list and
> storage) as they come in.
>
> \- Produce the catalog (paper and online) with help from
> ***Publicity*** Committee
>
> \- Prepare list of auction items to be transported to the Auction
> site.
>
> \- Coordinate with ***Logistics*** Committee to determine space needed
> for the display of items.
>
> \- Check-out data entry

**Subcommittees and tasks:**

Inventory/Catalog Peggy Scott

Philippa Kelley

Software Manager

This Committee coordinates with **Solicitations**, ***Publicity,*** and
***Logistics*** Committees

**Schedule:**

February Get familiar with Database program and start to enter the

> items in the Inventory

March 25 All items are in

April 8 Inventory completed

April 12-13 Catalogs are printed (to go in the 4/14 Thursday Packet)

April 22 Experience of check-out data entry

**[Office Support]{.underline}**

**Committee Chair**: Kathy Lee

**Responsibilities**: General office assistance

> \- Work with ***Publicity*** Committee to prepare and mail out
> invitations
>
> \- Prepare envelopes for gift certificates
>
> \- Prepare bid sheets
>
> \- Produce fliers/signs

**Subcommittees and tasks:**

Invitations Susan Brand

Envelopes for gift

Bid sheets Kathy Lee

Signs/fliers

This Committee coordinates with **Solicitations**, ***Publicity,*** and
***Catalog*** Committees.

**Schedule:**

March 18 Complete/print invitations

March 22 mail out invitations

March 25 Now on dynamically produce fliers/signs to announce special
items

April 22 Produce envelopes for gift certificates and bid sheets

**[Publicity]{.underline}**

**Committee Chair:** Sarah Johnson

**Responsibilities:** Work on the design and marketing

-   Work with the ***Auction Coordination/Chair,*** and the Development
    Office to determine the right design for the logo and strategy of
    marketing.

> \- Design Invitations and work with ***Office Support*** that will
> produce them

-   Design fliers/banners and place them around the school, in Thursday
    packets, Windrush Wire, etc., to raise awareness of the event and
    advertise items going to auction.

-   Work with ***Catalog*** Committee to help with the design of the
    Program (catalog).

-   Work with ***Solicitations*** Committee to obtain the list of items
    that need to be publicized (with fliers, etc.) before the Auction.

-   Design and produce Display Boards for special items in coordination
    with ***Solicitations/Catalog*** Committees.

> \- Design and produce signs that could be used at the Auction Event in
> coordination with ***Logistics*** Committee.
>
> \- The auctioneer review live items with ***Auction*** Chair and
> Development Office. Prepare for the show!

**Subcommittees and tasks:**

Logo Design Susan Brand

Signs/Fliers Ellie Jacobson

Display Boards Leigh Kienker

Auctioneer Bob Zimmerman

This committee coordinates with the ***Office Support***,
***Solicitations, Catalog*** and ***Logistics*** Committees and the
Development Office.

**Schedule:**

January 25 Review ideas for the Design of logo with Auction
Coordination/Chair

January 25 Discuss strategy of marketing with Auction Coordination/Chair

February 4 First announcement on Thursday Packet of the upcoming event

Announcement on Thursday Packets will appear biweekly or on

> demand by consulting with Auction Coordination and Solicitations
>
> committee chairs.

March 1 Create Logo

March 25 Now on dynamically design fliers/signs to announce special
items

April 14 Completion of Display Boards for large items and Signs for the
Auction

April 26 Auctioneer meets with Auction Chair and Development Office

**[8^th^ graders Coordination]{.underline}**

**Committee Chair:** Darril dela Torre

**Responsibilities:** Coordinate 8th graders work at the Event

**List of jobs:**

*(Tentative)*

1.  Greeting guests (take coats, direct guests to greeting table)

2.  Sell prizes (balloons, magic wands)

3.  Help with logistics (moving chairs, tables)

4.  Distribute sold items to winners

**Schedule:**

February 25 Propose plan to Auction Committee/Chair

March 1 Produce the list of 8^th^ graders who will work at the Event.

March 25 Produce final Plan of jobs

March 28 Lunch with 8^th^ grader to go over duties and questions