1. Reservations and Gift Certificates

Availability: Must be available on an ongoing basis once invites have been sent until the day of the auction event.

Openings: One

Job Description: Receive and track invitation responses. Maintain a spreadsheet of information and communicate results to Auction Team. In addition, for vendors with donations, this person will be responsible for printing out gift certificates for these donations.

2. Meet and Greet

Availability: Must be available on the day of the auction.

Openings: Two

Job Description: Prepare auction night envelopes for school families and pre-registered guests (print name tags, print/attach file folder labels, insert live auction catalog). Arrive to auction approximately 3 hours early. Greet and check-in arrivals. Transition attendees to cashier for credit card pre-registration. Help with any sponsors on location. Offer raffle tickets for incentives. Answer any questions.

3. Cashier

Availability: Must be available before auction to participate in training of software application and demo of checkout process. Must be available the day/night of the auction.

Openings: Four

Job Description: Register credit cards the night of the auction using qCheck. Enter wining bid data into computer during auction event. Print invoices and check out guests until close of auction. Two at a time in 2 hour shifts.

4. Table Closer/Packager

Availability: Must be available the night of the auction.

Openings: Nine

Job Description: Ensure fair bidding practices during event by monitoring table activity. Close auction tables at pre-designated time. Collect bid sheets and return them to cashiers. Help clear items for middle table to make room for live auction. Package winning items into bags according to bidder #/name. May need to be available for a shift day after auction for winners to pick up winnings.

5. IT (Information Technology)

Availability: Must be available a month before to test set up workstations and network environment including printing equipment. Must be available a week before event to set up and test cashiering stations. Must be available the night of the auction.

Openings: One

Job Description: Set up workstations and network environment and ensure all is properly working. Install qCheck software auction night and ensure working order. Set up cashiering stations. Network printers and install application (Maestroweb) on network environment. General troubleshooting.

6. Database

Availability: Must be available on an ongoing basis leading up to auction event.

Openings: One

Job Description: Learn to navigate auction software, Maestroweb/Soft. Obtain information from different sources to enter into template for upload into database. Collaborate with various teams on exchange of information including donating business data/auction items & people data. Assist with download of info from Web format to deskcopy.

7. Pre-Auction Item Storage Family

Availability: Must be available on an ongoing basis once solicitations letters have been mailed.

Openings: One

Job Description: Provide storage of auction items until the night of the auction. Will need to allow access to the auction team to tag and review materials as needed. Will need to be available for regular drop-offs.

8. Post-Auction Item Storage Family & Distribution

Availability: Must be available on the day of the auction and after.

Openings: One

Job Description: Provide storage of post-auction items on auction night and afterwards. Will need to help auction team in the distribution of items after the auction event.

The above is a general description of positions within the Finance/Logistics Committee. Please also try to be flexible and available where other areas may have needs arise – you will always be asked as far in advance as reasonably possible if additional help is needed. Thank you!