Tasks by Committee

The following is the Table of Contents from my book, Shake the Money Tree: How to Produce a Winning Fundraising Event With a Live and Silent Auction.

The Four Objectives of a Successful Fundraiser

Description of Tasks by Committee

1. Event Chair

1.1 Catch the vision
1.2 Establish the budget
1.3 Analyze last year's event scrapbook
1.4 Set the date and time
1.5 Set the theme and attire
1.6 Reserve a location
1.7 Sit-down vs. stand-up audiences
1.8 Reserved seating vs. open seating
1.9 To use bid numbers or not
1.10 Decide on the ticket price
1.11 Invite your celebrity guest
1.12 Prepare an event fact sheet
1.13 Draft an agenda for the event
1.14 Select and secure chairpersons
1.15 Decide on donor incentives
1.16 Provide for short lines
1.17 Arrange for a VIP to greet guests
1.18 Arrange for an emotional appeal
1.19 Motivate and retain volunteers
1.20 Prepare a post-event evaluation
1.21 Conduct the post-event party
1.22 Event management software

2. Volunteers Chair

2.1 Determine number of volunteers needed
2.2 Recruit volunteers
2.3 Conduct a volunteer orientation
2.4 Get badges to identify volunteers
2.5 Care and feeding of volunteers
2.6 Keep track of volunteers

3. Underwriters Chair

3.1 In-kind services
3.2 Find underwriters
3.3 Find cash contributors
3.4 Find sponsors
3.5 Motivate committee members
3.6 Print sponsor banners
3.7 Make sure contributors get recognition
3.8 Keep track of contributors

4. Procurement Chair

4.1 Set procurement deadline
4.2 Obtain donor slips
4.3 Organize procurement teams
4.4 Procure items for silent and live auctions
4.5 Artwork considerations
4.6 Services that can be sold
4.7 Decide on number of live auction items
4.8 Assign items to silent and live auctions
4.9 Arrange for receiving and storing items
4.10 Hold a pre-auction open house
4.11 Deliver auction items to the event
4.12 Determine minimum bids
4.13 Keep track of donors
4.14 Keep track of consignment items

5 Publicity/Public Relations Chair

5.1 Distribute news releases
5.2 Newsletters
5.3 Contact local press to do a feature article
5.4 Get on all local community calendars
5.5 Invite press to the event
5.6 Advertising
5.7 Contact the media after the event

6. Printing Chair

6.1 Build a relationship with a graphic designer
6.2 Take care of printing needs

7. Invitations Chair

7.1 Develop and update your mailing list
7.2 Send out Save-the-Date postcards
7.3 Give last year's bidders a personal call
7.4 Send out invitations
7.5 Table purchases
7.6 Table host party

8. Reservations Chair

8.1 Receive reservations
8.2 Staff the registration table
8.3 Design seating chart
8.4 Assign bid numbers to guests
8.5 Prepare live auction bidding paddles
8.6 Prepare a registration spreadsheet
8.7 Prepare packets for guests
8.8 Maintain guest database

9. Printed Program Chair

9.1 Design the printed program
9.2 Print the program

10. Party/Decorations/Entertainment Chair

10.1 Overall look of the event Space design
10.2 Valet parking
10.3 Coat check
10.4 Arrange for security
10.5 Direction signs and direction people
10.6 Utilize education material
10.7 Registration table location and setup
10.8 Entrance location, design and setup
10.9 Photos of guests
10.10 Silent auction location and tables
10.11 Bars and liquor
10.12 Dinner table locations and setup
10.13 Table-setting design and setup
10.14 Party favors
10.15 Menu selection
10.16 Served dinner vs. buffet style
10.17 Caterers
10.18 Appetizers served during social hour
10.19 Table centerpieces
10.20 Table number display cards
10.21 Display table purchasers' names
10.22 Stage location and setup
10.23 Easels
10.24 Podium and microphone stand
10.25 Sound system
10.26 Screens and projectors
10.27 Display of live auction items
10.28 Display of sponsor banners
10.29 Decorations
10.30 Lighting
10.31 Temperature and ventilation
10.32 Restrooms
10.33 Garbage cans if needed
10.34 Entertainment
10.35 Arrange for first aid
10.36 Organize the prize drawings
10.37 Mini-store setup
10.38 Lost and found
10.39 Cleanup

11. Silent Auction Chair

11.1 Find a good silent auction emcee
11.2 Setup silent auction tables
11.3 Display of silent auction items
11.4 Design and printing of the bid sheets
11.5 Provide a pen for each bid sheet
11.6 Sound system
11.7 When to close the silent auction
11.8 How to close the silent auction
11.9 Gather silent auction bid sheets

12. Live Auction Chair

12.1 Find a good auctioneer
12.2 Order of live auction items
12.3 Display of live auction items
12.4 Sound system
12.5 Stage and lighting
12.6 Easels
12.7 Arrange to deliver large items
12.8 PowerPoint presentation of auction items
12.9 Arrange for live models and escorts
12.10 Display of item numbers
12.11 Print Live Auction Bid Sheets
12.12 Assign Item Number Displayer
12.13 Assign Item Displayer
12.14 Assign Item Describer
12.15 Prepare a script for Item Describer
12.16 Assign Bid Spotters
12.17 Assign Runners
12.18 Assign a Clerk
12.19 Live auction step-by-step
12.20 Gifts for successful bidders
12.21 Meet with the auctioneer
12.22 Delivery of large live auction items
12.23 Fund-a-Program
12.24 Selling sponsorships
12.25 Asking for donations of "time"

13. Cashiers Chair

13.1 Cashier location and setup
13.2 Train the cashiers
13.3 The Cashiering and Checkout Process
13.4 Arrange for computer setup
13.5 Arrange for a "paper" backup system
13.6 Handle the cash
13.7 Credit card setup
13.8 Arrange to check buyers' receipts

Tasks by Committee

Table of Contents

The Four Objectives of a Successful Fundraiser

Description of Tasks by Committee

1. Event Chair

2. Volunteers Chair

3. Underwriters Chair

4. Procurement Chair

5 Publicity/Public Relations Chair

6. Printing Chair

7. Invitations Chair

8. Reservations Chair

9. Printed Program Chair

10. Party/Decorations/Entertainment Chair

11. Silent Auction Chair

12. Live Auction Chair

13. Cashiers Chair

14. Thank-You-Letter Chair

15. Scrapbook Chair

Three-Week Countdown

For Auctioneers Only