Fwd: [HCES] 2014 Auction meeting Invitation
Paula
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From: HCES PTA Board <monica....@hcespta.org>
Date: October 20, 2013, 8:58:26 AM EDT
To: paulac...@gmail.com
Subject: [HCES] 2014 Auction Info - PLEASE READ
Reply-To: HCES PTA Board <monica....@hcespta.org>
We have very exciting news to share about this year’s auction! PLEASE READ the email below which:
Introduces our new Auction Chairperson
Outlines the roles we need to fill ASAP to get started
- Gives info on 2 planning meetings we are holding THIS WEEK - Thursday 10/24, 7pm and Friday 10/25, 8:30am
We have secured a venue and reserved it for Friday, May 16, 2014, and the steering committee is coming together. Mark your calendars!
This year’s auction will be led by Phylliss Hill, an auction and fundraising consultant who has worked with Hunter Elementary and Hunter HS in the past, as well as many other schools in NYC, to conduct extremely successful benefits. We’re thrilled to have her on board!
The first order of business is to fill several key roles on the auction committee so we can get started with procurement of donations. Please read through the following descriptions and consider whether you can take on one of these roles, or share a role with a friend. We promise that it will be rewarding and gratifying to be part of the steering committee of the auction as we strive to raise the most funds ever for HCES. Each auction function will be clearly mapped out with clear instructions, guidance, deadlines and deliverables.
The auction chair will be available to answer questions and brainstorm ways to make the processes as efficient as possible.
If you would like to fill one of these roles, please contact PTA Vice President Monica Molenaar.
Party/Gala Chair - Plans and runs the party portion of the gala the night of (can be shared). Will probably wish to assign volunteers to handle food, decorations, venue, bar, etc. We have already booked the venue, so that’s taken care of! The Party/Gala Chair is in charge of food/beverage, caterer, staff, decor, light/sound, etc. Coordinates with Auction Chair and Silent Auction coordinator for Silent table size, placement and number.
Asst. to Auction Chair - Is the right hand of the Auction Chair. Learns every aspect of the event, is part of the steering committee, helps with event strategy. Acts as site manager the night of the event. This is a leadership position perfect for someone who may want to chair the auction in the future. The Donations Coordinator is an ideal assistant to Auction Chair (i.e., could be same person).
Donations Coordinator - prepares solicitation packets for parents and distributes. Develops wish list for procurement. Ensures procurement of donations is top of mind for parents. Works with Auction Chair to promote. Interfaces with all leads on Donations Committee. Works very closely with Registrar and Auction Chair. Is an integral part of steering committee.
Registrar - picks up donations from office, post office etc. and inputs all donated items into Greater Giving. Follows up with donors as needed. Writes draft description for each item. Files and stores donated items/certificates. Requires very organized person comfortable with computer work. Works very closely with Auction Chair and Donations Coordinator (can be shared by 2-3 people).
Mailing Coordinator - conducts several mailings to all potential donors (October, May/June and as needed). Send letters to corporate donors and make follow up calls (letters will be prepared for you). Re-engages past donors who have not donated in a while (names/addresses available and will be provided). Assists with mailing invitations.
Communications - A critical member of the auction executive committee – this volunteer edits or assists with writing the auction updates and emails and/or pulls the data from the database for donations reports. Prints and distributes hard copies of auction flyers. Works closely with Auction Chair.
Graphic Designer - creates graphics for 2014 auction for letterhead, signage, catalog, invitations, etc. Graphic design is an immediate (eg. October/November, 2013) need.
Many more positions will become available as soon as we fill these crucial and strategic roles and get procurement underway. If you have questions about any of these positions, please contact Phylliss Hill.
In addition, we are having our first 2 auction meetings this week:
Thursday evening - a casual get together with food and drinks to discuss open committee roles, auction theme and strategy. The more the merrier! Gather up some friends and join us!
Date & Time: October 24th, 7 - 8:30pm
Location: Paula Cohen’s apt @ 156 West 86 St. Apt 3B
RSVP to Paula Cohen
Friday morning -- a meeting for the newly formed auction committee and any people interested in a role on the committee to discuss the auction timeline and gain an understanding of the procurement process.
Time and place: October 25th -- 8:30 am -- HCCS Cafeteria
RSVP to Phylliss Hill and Monica Molenaar
Thank you, and please save the date of May 16, 2014. It will be an event not to be missed!
Stacy Boge
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