Solicitations Team

1. School-Wide Solicitations

Availability: Must be available on an ongoing basis working from home/office.

Openings: All non-exempt, non-buyout families

Job Description: Make calls to businesses (many have been solicited in the past). Fax/mail/email requested letters and forms. Secure and record donation pledges. Will need to pick up donations and transport to Storage person(s). Duties generally completed before auction and will be able to enjoy the night of the auction. Work with auction class liaison.

2. Class Liaison

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

Openings: Seven, one per class

Job Description: The class liaison will work with families to come up with donation items equivalent to a value of $50.00, coordinate if they will be making a project alone or teaming up with 1-2 other families. Will coordinate and help with the class donation project, and coordinate solicitations assigned to parents in his/ her class. Donations will need to be approved before finalized. Assist auction teams with communications and distribution of information & forms. Track donations using Xcel template & follow up with families in class about their 4 solicitations. May be asked to deliver family invitations.

3. Key Donor Solicitations

Availability: Must be available on an ongoing basis working from home/office.

Openings: Two

Job Description: Work with solicitations team leader contacting specific key donors vendors (not previously assigned to families.) Help with donations/ donors that will be in Live Auction. Fax/mail/email requested letters and forms to businesses. Secure and record donation pledges. Will need to pick up donations and transport to Storage person(s). Duties generally completed before auction and will be able to enjoy the night of the auction. Work with auction class liaison. Also, help come up with ideas for desired prizes and items that will provide greater revenue. Might need to pick up items from these businesses or coordinate with “donation pick ups” committee to pick up items.

4. Buy-a-Spot coordinator

Availability: Must be available on an ongoing basis working from home/office.

Openings: One

Job Description: Work with teachers, current families, alumni families and businesses for any buy-a-spot (BAS) items and ideas. Generally, they have a fixed price and an opportunity for multiple people to win the same or similar in nature item on a first sign up basis. Track and write descriptions of offerings to be inputted into software. Assist with cost evaluation. Print Buy-A-Spot signup sheets.

5. Data Entry

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

Openings: Six

Job Description: May need to learn to navigate auction software, Maestroweb. Obtain auction item and/or people data for importation into spreadsheet or auction software. Will need to ensure accuracy of data entry.

6. Write Catalog Descriptions

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

Openings: Two

Job Description: Entails writing creative and tantalizing descriptions of auction items for marketing material and table tents. These should be accurate but interesting. Need to review and clean up what data entry team has entered as item description. Might need to help data entry team during crunch time.

7. Thank You Mailings

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

Openings: Two

Job Description: Need to print thank you notes from specified format, may be pdf or Word. Need to fold them, prepare envelopes. May be asked to handwrite note on letter and will need to mail letters promptly. Ensure all business donors have been thanked and provided tax data in letter.

8. Create Packages Team

Availability: Must be available for at least 2 meetings perhaps on a weekend or evening 2-4 weeks prior to auction event.

Openings: Four

Job Description: Need to go to storage family’s house along with procurement lead and organize items in packages. Need to help tagging and grouping items at storage family’s home.

9. Special Case Donation Pick Ups

Availability: Must be available on an ongoing basis leading up to auction event. Needs to have access to a car.

Openings: Two

Job Description: Need to be able to pick up donations from business that were not assigned to a family and will be contributing to our fundraising event. (This is NOT picking donations up from donors assigned to a family.

10. Take Donation Pictures

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

Openings: Two

Job Description: Need to be able to go to storage family’s home and take pictures of the donations that have been dropped off. Will need to coordinate with storage family as items are arriving, and also time/ days to go take pictures. Need to accurately keep track of picture and small description of items.