Havana Nights  |  Blue Oak School Auction 2016

Volunteer Descriptions and Shifts

We are counting on the Blue Oak School Community to help us meet our volunteer needs for Havana Nights. We are looking for approximately 75 volunteers to work various roles and shifts on Friday, Saturday, and Sunday to assist with the set-up, production, and strike. We also encourage you invite your family and friends to work a shift with you to help us fill all these very important event shifts. Please review the information below to discover the great opportunities available.

 

Sign Up Using Our Convenient Online Registration Form

To manage this process efficiently and effectively we are requesting that all sign-ups occur using an online registration form. Please do not email us to request volunteer shifts.

If you have questions, please email us at auctionvolunteers@blueoakschool.org


Strong Men for Event Set Up and Strike — 
Friday, Saturday, and Sunday

Position Title

Those of you with strong muscles can help Blue Oak School save $4,000 in load-in and load-out costs by volunteering a few hours on Friday and Saturday. The production company would like the assistance of six strong men to help set up and strike the auction; tables, chairs, tarps, etc. The volunteers would need to be heavy lifters and will work up to 4 hours on each day.

Friday:  Bars and Silent Auction Tables in the mercado reception area
Saturday:  Dining Tables and Chairs in the main room
Sunday:  Stacking chairs and tables for pick up

Shift A Time:  Friday, March 18 — 3:00 to 7:00 pm
Shift A # Needed:  6

Shift B Time:  Saturday, March 19 — 9:00 am to 1:00 pm
Shift B # Needed:  8

Shift C Time:  Sunday, March 20 — 8:00 am to 10:00 am
Shift C # Needed:  8

Reports to:  Event Production Company

Position
Description


Silent Auction Set Up — Saturday (ALL SPOTS FILLED — THANK YOU)

Position Title

You will work during the day on Saturday to assist with the set-up of the silent auction including placing auction items, bid sheets, informational signs, and decor.

Shift A Time:  Saturday March 19 — 10:00 am to 4:00 pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU!

Reports to:  Silent Auction Manager

Position Description


Entrance and Registration Greeter (ALL SPOTS FILLED — THANK YOU)

Position Title

At the start of the event, you will be stationed inside and outside the entrance and near the registration areas to greet guests with a friendly smile and direct them to the registration table and into the auction mercado. You may need to assist with line management at the registration table to ensure guests have the shortest wait time.

Shift A Time:  5:15 to 7:15 pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU

Reports to:  Event Manager

Position Description


Position Title

Registration and Check-Out Cashier (ALL SPOTS FILLED—THANK YOU)

Important:  This position requires experience using online event registration software GreaterGiving.

Registration:  You will be stationed at the registration table checking in guests and pre-swiping credit cards for use at the auction. You will call out bidder numbers for guests to the “Runners” behind you and they will give you the guest’s check-in materials: program/catalog and bid number. You will need to point out the guest’s table assignment, found on a seating chart.

Seating Guests for Dinner:  As the silent auction is closing and the dinner bell is ringing you will help move guests into the dining room for dinner and assist them in finding their tables using seating/table charts.

Check Out:  You will be stationed at the check-out table (aka the registration table). When guests check out for the evening you will review their auction purchases for accuracy, collect payment or ensure a credit card is on file, and print a receipt for the guest. The guest will then take the receipt to the auction fulfillment area to retrieve their items.

Shift A Time:  4:30 to 11:30pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU

Reports to:  Registration / Check-Out Manager

Position Description


Registration Runners

Position Title

Registration:  You will be stationed behind the registration table. Guests will check in with the “Registrars” who will then call out a bid number and you will pull the contents of the file marked with that number and hand it to the Registrar. You will be assigned to a specific Registrar.

Fulfillment:  After the close of the silent auction, you will work with Silent Auction Table Monitors to consolidate auction items into a central area for guest pick up at the conclusion of the event.

You may have to help guests with multiple purchases consolidate their winnings into bags or boxes for easy transport.

Shift Time - Registration Runners:  4:30 to 7:30 pm
Shift # Needed:  5

Reports to:  Registration / Check-Out Manager: Beth Sandefur

 

 Fulfillment Runner

Toward the end of the event, you will need to stand by the fulfillment tables. After guests check out, they will present you with a copy of their receipt, listing all items they have won. You will go around the fulfillment table to collect the items and deliver them to the guest.

Shift Time - Fulfillment Runners:  9:30 pm to 12:00 am
Shift # Needed:  3

Reports to:  Event Manager

Position Description


Silent Auction Table Monitor

Position Title

You will be placed around the Silent Auction area and assigned to specific tables to encourage guests to bid and ensure bids are going up by the correct increment set on the bid sheet (not all increments are the same for every item). At the close of the auction, you will need to quickly circle the winning bid with the red pen provided and pick up the bid sheet. You will bring those bid sheets to the checkout team at the registration tables.

As the silent auction is closing and the dinner bell is ringing you will help move guests into the dining room for dinner.

After the silent auction has closed, you will work with the auction fulfillment team to consolidate auction items into a central location for guest pick up following the conclusion of the event.

Shift A Time:  5:00 to 7:30 pm
Shift A # Needed:  5

Reports to:  Silent Auction Manager

Position Description


Live Auction Spotter

Position Title

Position Description

There will be a live auction during the program portion of the event. You will be assigned to a specific section of the room with a flag or light stick to make sure the auctioneer acknowledges all bids.

Be very aware of the guests around you during the Live Auction. The auctioneer cannot always see the bid paddles being raised.

Shift A Time:  7:15 to 10:00 pm
Shift A # Needed:  2

Reports to:  Auctioneer


Live Auction Recorder (ALL SPOTS FILLED—THANK YOU)

Position Title

You will be stationed near the back of the auction room to record winning bid numbers and bid amounts for each live auction lot. You will also record pledges made during the Fund-A-Need portion of the live auction.

After the conclusion of each auction lot and each fund-a-need level, you will hand your recorder sheet to a Live Auction Runner who will deliver results to the checkout table for entry.

Shift A Time:  7:30 to 10:00 pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU

Reports to:  Registration / Check-Out Manager

Position Description


Live Auction Runner

Position Title

During this portion, you will be stationed at the back of the auction room near the Live Auction Recorders to receive sheets you will deliver to the checkout table after each auction lot is sold.

Live Auction running is a fast-paced job. After each lot has been sold, you will need to quickly collect bid sheets from the recorders take them to check out before the next lot has been completed.

Shift A Time:  7:30 to 10:00 pm
Shift A # Needed:  1

Reports to:  Registration / Check-Out Manager

Position Description


Raffle Ticket Sales (ALL SPOTS FILLED—THANK YOU)

Position Title

Position Description

During the Silent Auction, you will be roam around the auction mercado selling Wine Raffle tickets—equipped with an iPad and credit card reader, pens, and raffle tickets. The right volunteers for this job understand technology and are comfortable asking guests to buy raffle tickets.

Shift A Time:  5:30 to 8:00 pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU

Reports to:  Event Manager


Jewelry Bar Attendant (ALL SPOTS FILLED—THANK YOU)

Position Title

During the Silent Auction, you will work at the Jewelry Bar selling chances to win Jewelry from a selection of more than 100 items. You will run credit cards using an iPad and facilitate each guest’s winning selection. Four lucky purchasers will have received a chance to win one of four grand prizes during the Live Auction through a raffle. More details will be shared with volunteers in advance of the event.

Shift A Time:  5:00 to 8:00 pm
Shift A # Needed:  ALL SPOTS FILLED—THANK YOU

Reports to:  Silent Auction Manager

Position Description


Coat Check Attendant

Position Title

At the beginning and the end of the event you will assist guests with their coats and umbrellas (in case of rain). All coats and umbrellas will be organized and easy to find. Coat racks and claim tickets will be provided.

Shift A Time: 5:00 to 7:30 pm and 10:00 pm to 12:00 am
Shift A # Needed: 2

Reports to: Event Manager

Position Description


Sunday Strike — General Volunteer

Position Title

On Sunday morning a team of volunteers will help pack and move auction items that have not been redeemed by winning bidders and misc event materials from Chardonnay Hall to The Cottage at the Middle School.

Shift A Time: Sunday, March 20 — 9:00 AM to 12:00 PM
Shift A # Needed: 4

Reports to: Event Manager

Position Description