Newport Band Gala and Auction Volunteer Positions

The information below describes all the volunteer positions for the 2017 Newport Band Gala. Each description provides details of the job, the timeframe of the job, and who performed it in the past. The gala is on April 21, 2017.

Sign up for positions at:

https://www.charmsoffice.com/charms/volunteerR.asp?s=nwprtwahsb&v=3049786

Keep reading for the details of each needed position.

Big Ticket Item Procurement

The person who goes after a big item donations, such as a cruise, trip to Hawaii, etc. We do have Sun Mountain Lodge–buy one night, get one night free for 2017.

Timeframe: Now-April

past volunteers: Linda O., John S.

 

Face of the Gala

Speaks at all band concerts and events encouraging participation.

Timeframe: Now-April

past volunteer: Lorie D.

 

Gala Concert Promotion

Creates inserts and coordinates printing with Band Directors for all band concerts and band events/Jazz Band events that allow us to promote the Gala to Public.  Lorie has files from 2016.

Timeframe: Now-April

past volunteer: Lorie D.

 

Guest Artist Coordinator

Coordinate hotel, schedule, and transportation for our guest artist.  This year it is Jeff Hamilton (http://hamiltonjazz.com/)

Timeframe: April

past volunteer: Brook D., Todd M.

 

Inside Marketing

Create Invitation to mail to Newport Band and color guard parents.  Create marketing emails to parents to go out via charms or email service that encourage procurement.  Create marketing emails that encourage attendance.  Send flyers home via students to encourage procurement and attendance.  Hold student procurement contests for students.

Timeframe: January-April

past volunteer: Linda O.

 

Live Auction Setup Lead

Sets up tables with the Live item displays, creates display cards or display items.

Timeframe: April 21 morning

past volunteer: Betsy C., Linda O.

 

Maestroweb Post-Auction Manager

Takes laptop home from Auction (night of) and quickly creates receipts and thank you notes for donors and buyers via email or regular mail. Mail merge for donors/bidders receipts and thank you’s are on Maestroweb and Gala laptop. You can also hold a “Thank you writing party” to ease the load.  Collects donor records for 2018 procurement)  Gets Final numbers to Treasurer and NBPA.

Timeframe: April-May

past volunteer: Lorie D.

 

NW Benefit Auctions (Kim Thayer) Liaison

Kim manages the Auction on the night of for NW Benefit Auctions.  The Liaison would meet with her ahead of time to coordinate needs, and make sure everything is set for her to work the night of the Auction.  She will provide a list of needed office supplies. Most should be in the band storage closet at school but it will need to be inventoried and delivered to the venue. Kim will also give a list of reports and documents needed for check-in, banking, check-out, etc. that can be created through the Maestroweb software.

Timeframe: March-April

past volunteer: Kristin Y., Betsy C., Natalie D., Linda O.

 

Printed Materials Lead for Attendees

Design, Create, Print Bid Cards, Sponsorship. Create Bidder Packets for every attendee/couple for event night. Print Auction Catalogs – Catalog created the last 2 years through MS Publisher. Straightforward as long as all the info is in the database. Update a few things, add guest artist bio and pic, alpha donor list, sponsor logos. Live items have to be ordered and descriptions written before printing. Descriptions that are in catalog are what emcee reads at the event so they need some zip. Printed at Kinkos 2014 with 48 hour turnaround. Natalie printed at Costco 2015 Bid cards – Printed on card stock, 2 cards per bid number with logo if we have a bid card sponsor. Bid numbers are assigned through the software.

Timeframe: March-April

past volunteer: Betsy C., Natalie D.

 

Printed Materials Lead for Auction

Design, create and print bid sheets, including on-table signage for every item descriptions.  Info entered on Maestroweb website  will also go on bid sheets and table tents. For repeat donations, there should be a photo file on the gala laptop with the pics we used last year. Table tents – pour data from software then add logos/photos for non-tangible items. When numbering silent items, it’s good to keep in mind how the items will display and try to mix intangibles with tangibles.  Bid sheets – assuming all info is in database then these are produced from the software although formatting can be sketchy. Once they look okay then file is taken to Kinkos to be printed on 3 part NCR. Must print some blank bid sheets for last minute donations. These will need to be hand written.

Print Event signage – welcome, silent closing times for venue.

Timeframe: March-April

past volunteer: Betsy C., Natalie D.

 

Procurement Lead

Leads the procurement team to find donations to auction off at the Gala.  Writes and updates procurement letters, keeps current database of non-parent donor donations and refusals for future procurement.  Approves/decides donations. Complete database to work off is up to date for 2017.

Timeframe: Now-April

past volunteer: Linda O.

 

Procurement Team

Anyone can help by printing off a procurement letter and form, giving it to business owners or talking to a business about a donation. You can procure one item or many. There’s no limit to how many can help with this work.

Timeframe: Now-March

Note: Some people have already started (Deanne DeMarco, Micki Larimer, Craig Pittman).

past volunteers: Deanne D., Micki L., Susie S., Linda, Diane W.

 

Silent Auction Bundlers and Deciders

Meet three weeks before Auction and create the auction order for Silent Items.   Donated Item coordinator is part of this team.  Bundle silent items into more valuable baskets.  Split into two silent Auctions. Item organization – Donations need to be combined so that there is approximately 1 item per bidding unit. (i.e. if we have 250 attendees and 200 are couples then we should have about 150 items in all the auctions combined). Try to avoid duplicate items by placing one free standing then adding the second to a package. Pretty packaging can hide odd donations. Opening bid is generally set at 30-35% of the item value so you don’t really want a bunch of $30 items as the cost of printing bid sheets and the time it takes for data entry is greater than a $10 return. Generally, silent items will sell for an average of 50% of value, live items around 70%++ of value, restaurant gift cards in Frenzy for 100% of value–more or less, depending on what we procure and who shows up. Packaging so that lowest value is around $75 works. If we have similar items put the higher valued ones in the later auction(s) so there is more time for bidding.  Typically this is done by Donated Item Coordinator & Procurement Lead with help from people who really know auctions.

Timeframe: March-April

past volunteer: Betsy C., Linda O., Natalie D.

 

Silent Auction Setup Lead

Sets up Silent Auction with volunteers the day of.

Timeframe: April 21 (all day)

past volunteer: Betsy C.

 

Sponsorship Lead

Bring in sponsors for auction.  Complete database of past sponsors exists.  See Linda O’Byrne.   We did not solicit sponsorships in 2016, but do have sponsorship categories and letters to use for 2017.

Timeframe: Now-April

past volunteers: Micki, John S.

 

The following positions have been filled. Thank you!!

Auction Supply Coordinator (POSITION FILLED)

Accounting of supplies in Band closet and purchasing of needed items.  Bring items to Auction.

Timeframe: April

past volunteer: Linda O., Betsy C.

 

Auctioneer (John Curley) Liaison (POSITION FILLED)

Books John, pays deposit, coordinates auction info with John Curley

Timeframe: Now-April

past volunteer: Kristin Y.

 

Create “Ask” for Raise The Paddle (POSITION FILLED)

Design and coordinate the “raise the paddle” part of the gala, with students & band directors.

Timeframe: Now-April

past volunteer: Kristin Y.

 

Donated Item Coordinator (POSITION FILLED)

Collects all donated items at their home and enters the items into Maestroweb.  Creates Gift certificates for Items if requested by donor. Creates individual envelope for every gift card/ certificate and lists in Maestroweb and file box for auction night. Track down missing info and missing donations – Many donations are received with little or no information including item value. Sometimes donors can be contacted to fill in the blanks or info can be found by searching online. There are usually donations that get entered into the database but need to be physically located before the event. The more complete the donor/sponsor/attendee info is, the easier the rest of this list will be. – Brief and snappy writing with photo for website so the catalog is easy to create.  Coordinates delivery to Newcastle.

Timeframe: Now-April

past volunteer: Natalie D.

 

Live Auction Decision Makers (POSITIONS FILLED)

Procurement Lead, Big Ticket Procurer and VIP Liaison organize the Live Auction. Kristin will help.

Timeframe: March-April

past volunteer: Kristin Y., Linda O.

 

Live Auction Slideshow Creator (POSITION FILLED)

Collect/Create photos and make a powerpoint to go along with the Live Auction.

Timeframe: March-April

past volunteer: Brian S.

 

Maestroweb Contracts / NW Benefits Auction Contracts Coordinator (POSITION FILLED)

Books NW Benefit Auctions to help that night (Kim Thayer works for them) and turns on Maestroweb auction software contract.

Timeframe: Now-April

past volunteer: Kristin Y.

 

Maestroweb Pre-Auction Coordinator (POSITION FILLED)

Sets up Maestroweb Auction Software/Website for this year including ticket sales (get menu set early for easier time), and “donate items” section.  Updates event info as needed to highlight big ticket item or deadlines.

Timeframe: Now-April

past volunteer: Natalie D.

 

Newcastle Venue Liaison (POSITION FILLED)

Schedules the Newcastle venue, pays deposit, creates menu (do this early to put on Maestroweb ticket sales), deals with set up, volunteer and student dinners.

Timeframe: Now-April

past volunteer: Kristin Y.

 

Outside Marketing (POSITION FILLED)

Create and mail “save the date” flyer that includes Auction website on it so people can purchase tickets from this card. (this goes to past attendees and Alumni)  Create “Newport Gala” color flyer and post around area at Starbucks, Tully’s, music venue’s.   Write and Send press release to local newspapers.

Timeframe: January-April

past volunteer: Lorie D., Susie S., Brook D.

 

Reader for Live Auction (POSITION FILLED)

Be on stage to present each live auction item before bidding. Interact with the auctioneer.

Timeframe: April 21 (during gala)

past volunteer: John S.

 

Refresh Sign Boards for Gift Cards (POSITION FILLED)

Almost done already—boards should be in Band Closet for 2017, update if needed.

Timeframe: April

past volunteer: Betsy C.

 

Table Centerpiece Creator (POSITION FILLED)

Create centerpiece item to sell, or just decorate with Shako hats or flowers.

Timeframe: March-April

past volunteer: Julie D.

 

Ticket/Attendee Coordinator (POSITION FILLED)

Makes sure seating reservations are complete in Maestroweb, that we have billing addresses/email/meal request for everyone and works with other leadership to create seating chart for event. Table seating – This sounds so easy but can be time consuming. Need to make everyone happy and be mindful of big donor and/or egos and/or politics. Happy seating makes for happy attendees. Lots of check-in time will be saved if we can get table captains to give us complete info for all of their guests. Quick check-in makes for happy attendees. Happy attendees are happy bidders! Once table seating and bid number assignments are made then check-in cards and attendee labels for bid cards and catalogs can be created. Coordinate # of tables needed with Newcastle Liason.  Organize Will Call, Organize limited complimentary tickets.

Timeframe: January-April

past volunteer: Natalie D., Kristin Y.

 

VIP Liaison (POSITION FILLED)

Confirms participation, confirms donations, works with assistants to get donation and fulfillment information to procurement lead.

Timeframe: Now-April

past volunteer: Lorie D.

 

Volunteer Coordinator (POSITION FILLED)

Create “night of” volunteer needs list, solicit volunteers via Charms , manage night of, work with team or go to Gala on 4-21-2017.

Timeframe: February-April

past volunteer: Susie S.