Artist Trust 2019 Benefit Art Auction Volunteer Survey
Thank you for your interest in joining the Volunteer Team at the Artist Trust 2019 Benefit Art Auction! This a great opportunity to meet fellow arts lovers and AT community members at our single largest event – we truly could not pull off this important evening without volunteers like you!

● The Auction will take place on Saturday, March 30, 2019 at Seattle Center’s Fisher Pavilion.
● Shifts are at varying times and days. Please read carefully to find options that are best for you.
● Event volunteers will not be seated at guest tables and will not be served alcohol at the event.
● Working for three or more hours earns you an annual membership to Artist Trust!
● For those working the event, we ask volunteers to wear something considered Dressy, unless otherwise specified in the volunteer description below. The theme for this year’s event is “Space + Time.” Dress to impress, with a creative flair. We recommend dressing in your celestial best, ready for a night spent on the astral plane - think planetary bodies, sacred geometry, and anything else you might see (or dream up) sparkling in the night sky. For inspiration, check out our Pinterest board: https://www.pinterest.com/artisttrust_wa/space-time/

Please READ FULL VOLUNTEER POSITION DESCRIPTIONS before signing up and choose the positions that work best for you. There will be a place on the signup form to let us know your first and second choice of the open volunteer positions; some positions may be full already or we may need you and your amazing skills for another position.

If you have additional questions about these opportunities or the event, please contact us at: zoe@artisttrust.org

Thank you for your support! We look forward to working with you!

VOLUNTEER ROLES & DESCRIPTIONS
1. Name Tag and Bidder Packet Assembly
As event day approaches, we will need a crew of hard-working volunteers to assist our auction team at the Artist Trust office with last-minute coordination and assembly. For these jobs, it’s helpful if you can commit to working the entire duration of a 5-hour shift. Jobs include nametag organization, bid packet assembly, supply coordination and attendance list cross checks with staff, etc. No heavy lifting required.

Dates: Thursday, March 28 and Friday, March 29
Time: 10:00am-4:00pm
Location: Artist Trust

Name Tag and Bidder Packet Assembly
2. Art Wall Builders
This is an incredible opportunity to watch the magic of the auction unfold from the ground up! Without walls, we cannot display our auction artwork, and this team will help construct our art canvases throughout Fisher Pavilion. Must be comfortable with tools (nothing more complicated than a drill), lifting, and painting. Please bring a power drill with different screw bits and/or a stepladder if you have them. Painting or construction clothes are highly recommended.

Date: Thursday, March 28
Time: 9:00am-2:00pm OR 12:00pm-5:00pm
Location: Fisher Pavilion

Art Wall Builders
3. Artwork Unpacking & Layout
Get a first-hand look at the auction art by assisting our team with unpacking and unwrapping each art piece. This important role will help prepare the artwork for installation. Light lifting, attention to detail, active work, and ability to handle art carefully are required. Casual clothing without buttons or zippers on the shirt are highly recommended. Experience handling visual art is an absolute must!

Date: Thursday, March 28
Time: 5:00pm-8:00pm
Location: Fisher Pavilion

Art Unpacking and Layout (experience required)
4. Art Installers
Watch the auction vision begin to take shape! Our art installation team will be led by professional art installers, but we need extra support to assist with art work hanging. Must be comfortable with power tools and lifting, and have experience handling visual art. Casual clothing without buttons or zippers on the shirt are highly recommended. Experience installing art in a gallery or other professional setting is required. Please bring your toolbox and stepladder if you have them.

Date: Friday, March 29
Time: 9:30am-2:30pm OR 12:00pm-5:00pm
Location: Fisher Pavilion

Art Installers (experience required)
5. VIP Preview Party Set Up/Registration
One of the benefits to being a top sponsor of the Artist Trust Auction is the opportunity to attend a special “behind the scenes” preview party of the art as we finalize the set up. This VIP party will occur the night before the auction, and will
allow our top level donors and event VIPs an up close look at the auction pieces before the rest of the crowd.

This volunteer team will assist our program staff with set up of catering and beverages, refilling the catering/beverages throughout the event, set up of name tags at registration, checking guests in at the beginning of the event, and overall assistance with clean up once the event is over. Please wear professional attire for this volunteer role.

Date: Friday, March 29
Time: 5:30pm-8:30pm
Location: Fisher Pavilion

VIP Preview Party Set Up/Registration
6. VIP Preview Party Coat Check
One of the benefits to being a top sponsor of the Artist Trust Auction is the opportunity to attend a special “behind the scenes” preview party of the art as we finalize the set up. This VIP party will occur the night before the auction, and will allow our top level donors and event VIPs an up close look at the auction pieces before the rest of the crowd.

This volunteer team will assist our program staff with the set up and handling of event coat check. Assisting guests to hang their coats, and watching their belongings during the event. As the event ends, our volunteer team will assist guests in retrieving their belongings before they leave. Please wear professional attire for this volunteer role.

Date: Friday, March 29
Time: 6:00pm-8:00pm
Location: Fisher Pavilion

VIP Preview Party Coat Check
7. Last-Minute Auction Set Up Team
Dress comfortably— be ready for anything! This team will assist our event producer with last-minute logistics and set up including table décor, room layout logistics, photo booth assembly or any last-minute prep to ensure everything is set before guest arrival.

Date: Saturday, March 30
Time: 1:00pm-4:00pm
Location: Fisher Pavilion

Last-Minute Auction Set Up Team
8. Volunteer Coordinator Assistant
This all-purpose role will be an adaptable, on-the-ground assistant who will work hand in hand with our Volunteer Coordinator. You’ll help the event run smoothly by filling in other positions as needed, assist with behind the scenes logistical support and monitor backstage to ensure the hospitality area is tidy and organized for all our volunteers. A flexible, can-do attitude is a must, with attention to detail required.

Date: Saturday, March 30
Time: 4:00pm-9:30pm
Location: Fisher Pavilion

Volunteer Coordinator Assistant
9. Photo Booth Assistant
Local photographer, Daniel Carrillo, will feature his tin type photo booth during this year’s auction and allow guests the opportunity to take advantage of a truly unique photo experience. Throughout the evening, guests can have their portraits taken in the booth, but our photographer requires additional assistance to ensure that as many guests as possible can participate. Volunteers will be asked to check in photo booth guests, run film and prepped film plates back and forth to the dark room and assist guests in picking up their finalized portrait. This is a perfect opportunity for volunteers interested in photography.

Date: Saturday, March 30
Time: 4:00pm-8:30pm
Location: Fisher Pavilion

Photo Booth Assistant
10. Event Greeter
Be the first to welcome guests into our annual auction! Event greeters must be willing to interact with guests, answer questions and point out our coat check, registration table, restrooms, etc. This position requires a friendly personality and customer service skills to help answer questions and interact with all attendees. We recommend dressing in layers as this position is near the front door.

Date: Saturday, March 30
Time: 4:00pm-7:30pm
Location: Fisher Pavilion

Event Greeter
11. Coat Check
Coat check attendants will be asked to work throughout the entire event guarding guests’ jackets and belongings so that they may focus on purchasing art! This position requires a friendly personality and customer service skills to help answer questions and interact with all attendees. We recommend dressing in layers as this position is near the front door.

Date: Saturday, March 30
Time: 4:00pm-7:30pm OR 7:30pm-10:30pm
Location: Fisher Pavilion

Coat Check
12. Bar-back/Foodservice Assistant
Bartender assistants are responsible for supporting the catering staff in stocking the bars, opening bottles, keeping the service area clean and any additional tasks as directed by the catering/bar manager. This role will also require the service of champagne to guests as they enter the event, and wine service during the cocktail portion of the evening. Food service and customer service experience required.

Date: Saturday, March 30
Time: 4:00pm-9:00pm
Location: Fisher Pavilion

Bar-back/Foodservice Assistant
13. Silent Auction Art Runners
Throughout the silent auction, silent auction runners will be assigned to a section to answer any questions, confirm that bid sheets, pencils and art descriptions stay intact, and generally ensure that the flow of the auction continues. Once the auctioneer announces the end of the silent auction sections, the runners are responsible for closing their section by circling the highest bid on the bid sheets (to acknowledge the winner), separating the bid sheets for delivery to the appropriate place (one stays on the wall/one to cashiering/one to art wrapping with the art) and removing the work from the walls and jewelry table to be wrapped. Experience handling visual art is a must! Come ready to hustle and enjoy the art first-hand!

Date: Saturday, March 30
Time: 6:00pm-9:00pm
Location: Fisher Pavilion

Silent Auction Art Runners (experience required)
14. Jewelry Docent
The jewelry docent is responsible for selling jewelry during the silent auction, answering questions and, helping patrons try on pieces as needed. It is important to keep your eyes on the jewelry at all times to ensure that the jewelry does not get stolen!

Date: Saturday, March 30
Time: 5:00pm-9:00pm
Location: Fisher Pavilion

Jewelry Docent
15. Golden Ticket Sellers
The golden ticket is a raffle ticket that gets drawn before the Live Auction begins. The winner of the Golden Ticket wins a piece of artwork of their choice from the live auction (some restrictions apply). The Golden Ticket is sold in groups of four for $100, and sellers will be paired up to sell tickets throughout a certain section of the venue. Once the buyer has purchased their ticket, ticker sellers will give them a flashing ring to wear (which signifies they are a buyer), and their tickets. You must record the guest’s name and number of tickets on your clipboard. After the silent auction ends, all tickets will be given to the auctioneer to draw the winner. This role requires a big smile, and outgoing personality, and attention to detail. Arrive at 4:30pm for training; your role will begin at 5:00pm.

Dress code: Please plan to wear all black so that the glowing necklaces we provide you to wear will pop out and guests can find you in the crowd.

Date: Saturday, March 30
Time: 4:30pm-7:45pm
Location: Fisher Pavilion

Golden Ticket Sellers
16. Live Auction Art Handlers / Models
Live Auction Art Handlers/Models are responsible for taking the Live Auction art off the wall (in chronological order) and, when announced, walk the art through the crowd onto the stage. Once the auction item has sold, art handlers will bring the artwork back to the art wrapping station and move on to handle their next art piece. These volunteers must handle art with care and be comfortable on stage. All black dress, without buttons or zippers on the shirt is required for this role, along with flat, non-skid shoes– you will be walking up and down stage and need sturdy footwear. Experience handling visual art is a must! Arrive at 5:00pm for training; your role will begin at 7:30pm.

Date: Saturday, March 30
Time: 5:00pm-10:00pm
Location: Fisher Pavilion

Live Auction Art Handlers / Models (experience required)
17. Live Auction Clerk
Record (with acute accuracy) the sale price and winner’s bid number for each Live Auction piece. Good penmanship and accuracy required. You will create the official bill of sale, providing the only paper trail. No art handling involved, but be prepared to sit, listen and focus. Attention to detail required. Arrive at 5:00pm for training with the auctioneer; your role will begin at 7:30pm.

Date: Saturday, March 30
Time: 5:00pm-10:00pm
Location: Fisher Pavilion

Live Auction Clerk
18. Auction Clerk Runner
Once auction items have sold, our Auction Clerks will record the winning bid and create a paper trail of the sale transaction. As an auction runner, you will verify that the paper trail starts and ends correctly by taking the bid sheets from the clerks and delivering them to the cashier and art wrapping area to ensure the items are processed correctly. Attention to detail required. Plan on wearing comfortable shoes, as this role will require a lot of walking within Fisher Pavilion. Please plan to arrive at 7:00pm for training with the auction clerks; your role will begin at 7:30pm.

Date: Saturday, March 30
Time: 7:00pm -10:00pm
Location: Fisher Pavilion

Auction Clerk Runner
19. Live Auction Bid Spotters
Bid Spotters are the eyes of the auctioneer down in the crowd. Spotters roam the tables and look for bidders—pointing them out to the auctioneer in the audience. These volunteers must be willing to draw attention to themselves, interact with guests, and ensure the auctioneer sees bid numbers throughout the room. Arrive at 6:45pm for training; your role will begin at 7:30pm.

Date: Saturday, March 30
Time: 6:45pm-10:00pm
Location: Fisher Pavilion

Live Auction Bid Spotters
20. Live Auction Winner/Runner Up Gift Team
During the live auction, the highest and second highest bidders are identified and receive gifts from the gift team. This team moves quickly through the crowd to award the gift while a team member records the bid winner. These volunteers must be attentive, interact with guests and make them feel appreciated and supported! Arrive at 7:00pm for training; your role will begin at 7:30pm.

Date: Saturday, March 30
Time: 7:00pm-10:00pm
Location: Fisher Pavilion

Live Auction Winner/Runner Up Gift Team
21. Art Wrappers
The art wrappers are responsible for carefully getting each art piece packaged, wrapped and well-labeled for pickup at the end of the night. This is a great position for those who prefer to be behind the scenes, with an opportunity to see all the artwork up-close! Experience handling visual art is a must! Dress comfortably and casually, as this is active work and you may get a little dirty!

Date: Saturday, March 30
Time: 6:30pm-11:00pm
Location: Fisher Pavilion

Art Wrappers (experience required)
22. Artwork Pick-Up/Customer Service/End of Evening Services
At the end of the evening, guests should leave feeling happy about their event experience. Artwork pick-up volunteers will work in conjunction with our art wrapping team to ensure that each guest receives the artwork they have purchased throughout the evening. This position requires a close attention to detail to ensure that the artwork is given to the correct winning bidder.

Once guests have left, this team will assist the staff with basic break-down tasks at the end of the event. It is recommended you dress in layers, as you may be outside or near the door assisting guests. A friendly, customer service attitude is required, in addition to experience handling visual art.

Date: Saturday, March 30
Time: 8:30pm-11:00pm
Location: Fisher Pavilion

Artwork Pick-Up/Customer Service/End of Evening Services (experience required)
23. Auction Clean-Up & Load Out
After the excitement has worn off and the guests have gone home, our team needs assistance putting everything away the day after the auction. Dress casually and be ready to lift, shift, organize and pack as we load up all the supplies, leftover artwork, signage and miscellaneous items and bring them back to the office. Please let us know if you have a car with cargo room to help load supplies back to the office. Coffee and donuts provided.

Date: Sunday, March 31
Time: 10:30am-12:30pm
Location: Fisher Pavilion/Artist Trust Office

Auction Clean-Up & Load Out
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