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2 | AUCTION VOLUNTEERS | SIGNUP HERE: | |||||||||||||||||||||||||
3 | Description | Previous Volunteer 2024 | Incoming Volunteer 2025 | Notes | |||||||||||||||||||||||
4 | Auction Coordinators/ Gala Committee Leaders | Determines big picture decisions with Event & Venue Coordinators Work with the Communications Coordinator to determine the weekly communication Work with Volunteer Coordinator to secure volunteers as needed Check in regularly and keep all volunteers on task Communicate progress with Parish office Discuss with Parish Office & School Principal the Fund a Cause needs Communicate with graphic designer to create save the date and invite and any night of event materials Be a part of the team to decide the Unity Award Coordinate Details of Silent/Online Auctions: Review previous year's items. Organize data and determine plan of item solicitation Recruit auction category coordinators and communicate needs Keep track of what is coming in and have procurement team update spreadsheet Record items in Greater Giving- another volunteer can do this Determine where items will be sold (Online/Live/Silent) Determine if any donations should be sold together as a “Package” | Faye Shillair- fayems@gmail.com Trisha Brooks- trishhaubrich@gmail.com | Megan Milenkov- megan.k.marker@gmail.com | |||||||||||||||||||||||
5 | Website Creation & Management | Create website (project) in Greater Giving using template of last years website to copy and edit new site Communicate with Auction Coordinators regarding setup of GG Transfer previous year’s entire online auction to current year’s Greater Giving site Help create website for online sales in GG after items have been created Add in web pages and Make "LIVE" as planning progresses | Faye Shillair- fayems@gmail.com | Christine Frech | |||||||||||||||||||||||
6 | Communications | Work with Event and Auction Coordinators to determine needs Connect weekly to determine communications plan for the week Write inserts for Parish bulletins, Josafast email, SJS Principal's Newsletter, Social Media During 1-week online auction, send daily emails from Greater Giving to communicate to auction participants about items and promos | Faye Shillair- fayems@gmail.com Rebecca O'Dea- marketing@odeaentertainment.com | Rebecca O'Dea | |||||||||||||||||||||||
7 | Volunteer Coordinator | Work with Event, Venue and Auction Coordinators to fill volunteer needs Create and manage a master list of volunteers for Unity Gala Email Info via Volunteer Newsletter & Bulletin, solicit and coordinate volunteers | |||||||||||||||||||||||||
8 | Graphic Designer | Graphic Designer Discuss theme/look of the event with Committee to help guide design Create updated web banner for website Design save the date (electronic)- sent out in December- and invitations with sponsor names (electronic & printed on half sheet)- sent out in February | Karen Gerstner- kteaff@hotmail.com Jamie Davoll- jaczelusniak@gmail.com | Karen Gerstner - kare.gerstner@gmail.com | |||||||||||||||||||||||
9 | Item Procurement- Need At Least 8-10 volunteers for the full online auction 1-Sporting & Entertainment Events 2- Restaurants & Dining 3- Tastings & VIP Experiences 4- Travel and Hotels 5- Kids Classes 6-Adults Classes 7- Health & Beauty 8-Misc | Work with Auction Coordinator to determine when and how to do solicitation Email auction donation request letters to all previous or potential donors Solicit favorite Live Auction items from previous years, research new ideas/options Email/go to places/call/follow up with donation locations Pick up donations Keep auction spreadsheet in Drive up to date on progress and items Place any e-certificates & gift card donations in Drive Help get all donations to Parish Office | Trisha Brooks Megan Milenko Kyle Porter | Megan Milenkov- Lead - - Carla Leone -Steph Lawler - - - - - - - - | |||||||||||||||||||||||
10 | SJS/VIP Auction Items (Reserved pews & parking for Christmas show, Spring show, Holiday masses, First Communion, also Principal for a Day, Lunch with Principal, etc) | Work with Auction Coordinator to review list of donations from church & school- confirm donations with school & parish office! After the auction- make one page banner sign for each winner for the entire year, save all in Google Drive & share with Parish office & school office (i.e: Reserved seating for School shows, Holiday & Communion Masses, Reserved parking, etc) After the auction- make spreadsheet of winners & send to both school and parish office staff for their records After the auction- send reminder email to school or parish office the week of the event to put signs out on chairs, pews, parking spaces After the auction- send reminder email to winners to remind them of their seat location and number of seats the week of their event | Trisha Brooks - trishhaubrich@gmail.com Megan Milenkov | ||||||||||||||||||||||||
11 | Auction Item Greater Giving Entry | Use the Greater Giving platform to enter all auction donations for recording keeping and online silent auction | Trisha Brooks - trishhaubrich@gmail.com Megan Milenkov | Trisha Brooks trishhaubrich@gmail.com - - - - - - - | |||||||||||||||||||||||
12 | Unity Sponsorships & Admissions | Edit/ Draft letter to past sponsors, have approved by Gala committee E-mail letter to all past sponsors (determined through GG search) Follow up with sponsors if necessary Communicate sponsor numbers with Event planners for table seating Make final push for sponsors a month before the event with a “Last Call” Work with Catering, Food/Bev, Seating Coordinators to confirm number of Sponsorships & Admissions purchased | Faye Shillair | ||||||||||||||||||||||||
13 | Corporate Sponsorships | Solicit Corporate Sponsorships from previous years donors Determine plan to acquire new sponsorships from parish & school families Be point person to receive sponsor’s information such as full name, logo, size of sponsorship Complete and update spreadsheet and make sure logo is appropriate for print and in Google Drive Connect with Social Media person to make sure sponsors logo is posted if that is promised to them Connect with Parish office to confirm which months the sponsor logo will be displayed on electronic sign (if selected) Connect with person making signage & event powerpoint presentation to make sure all Sponsors are appropriately recognized | N/A | N/A (don't do this year, they can buy regular sponsorship and we can add their logo to website & at event to promote their business) | |||||||||||||||||||||||
14 | Parent Parties/ Unity Events | Find volunteers to host event- ideally one from each grade Schedule all events with hosts (March-June, August) Create a spreadsheet of events in Drive Create a poster of list of the events for the Gala night Post Gala, check in with hosts before each event and advertise when spots remain | Caroline Ryden- cryden404@gmail.com | ||||||||||||||||||||||||
15 | SJS Student After School Parties | Connect with Ms. Bruce or designated teacher leader to begin planning Help schedule events Create a spreadsheet of events using previous template in Google Drive Order and deliver food to events or coordinate with a Day Of volunteer if you need another volunteer to assist with this Receive reimbursement for all food purchases from Parish office | Amy Skwor- askwor@stjosaphat.net | ||||||||||||||||||||||||
16 | Wine Tasting Event Wine Cellar Whiskey Collection | Reach out to VIN Chicago (on Elston & Cortland) to set up wine tasting- usually in January or February (VIN - set up same contract as last year) Work with VIN to log all donated wines and determine wine value to get a total wine cellar value Coordinate with school & parish office if you would like to also collect wine from personal donations | Molly Korsch- korsch.molly@gmail.com Katie Flood- flood.katie08@gmail.com Neil Hawkins- neallhawkins@gmail.com | Neil Hawkins- neallhawkins@gmail.com | |||||||||||||||||||||||
17 | Fund a Cause Video/Coordinator | Work with Auction & Event Coordinators to talk to parish office & school to determine Fund a Cause Determine marketing for 'night of' and create 2 minute video Work with principal & parish office to coordinate video details | Jen & Brian Laskov jen@jenlaskov.com, brianlaskov@gmail.com | ||||||||||||||||||||||||
18 | Unity Award Coordinator | "Communicate with Parish Office on when to request nominations for Unity Award & then be a part of the team to decide the Unity Award Upon selection, reach out to recipients and share details of Unity Award Mass and Unity Gala event Coordinate Unity Award Mass, hospitality, speech details, etc. Coordinate seating at event and any night of recognition with Event Coordinator" | Elizabeth Antall- usually the person who nominates the winner ends up coordinating | ||||||||||||||||||||||||
19 | Live Auction | Work with Auction Coordinator Determine Live items Work with Powerpoint Coordinator and send them list of items with details | Trisha Brooks- trishhaubrich@gmail.com | Megan Milenkov- megan.k.marker@gmail.com | |||||||||||||||||||||||
20 | Live Auction Printed Materials | Create one page teaser or other type of brochure for the bulletin and backpacks Create spreadsheet for recording of winners Create Live Auction Paddles | Trisha Brooks- trishhaubrich@gmail.com Maria Maria Calderon mmrincon89@gmail.com(silent auction sheets) | megan Milenkov- megan.k.marker@gmail.com | |||||||||||||||||||||||
21 | Night of Event Powerpoint Presentation | Use previous year’s template to create Google Slide/Powerpoint Presentation with info of 4 or 5 Live auction items from Live Auction Coordinator Find coordinating photos and logos for presentation Add in lists of Event Sponsors, Thank You List of Donors, Volunteers | Trisha Brooks - trishhaubrich@gmail.com Lexi Sals alexandra.j.lennox@gmail.com | ||||||||||||||||||||||||
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23 | Post Event Finance Collections Help | Follow up on failed credit cards in Greater Giving when payments are processed Send tax donation thank you document using template to all donors through Greater Giving (Auction items, Unity/Corporate Sponsors, Food & Beverage, Adult/Kid Events) | Christine Frech- christine.frech@gmail.com | Megan Milenkov | |||||||||||||||||||||||
24 | Post Event Auction Help | Coordinate Pickup Times for physical items and manage pick-up of items Email online gift certificates & items to winners ONCE THEY have PAID Coordinate wither donors & winners of Live Auction Items Contact winners of unclaimed items regularly until all have been settled | Megan Milenkov | ||||||||||||||||||||||||
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26 | EVENT VOLUNTEERS | ||||||||||||||||||||||||||
27 | Notes | Previous Volunteer | Incoming Volunteer | ||||||||||||||||||||||||
28 | Event Coordinator/ Gala Committee Leader | Determines big picture decisions with Event & Venue Coordinators, meet with Parish Office staff in April to begin planning next years event Work with with Venue Coordinator to confirm event space Coordinate food and beverage requirements with Food & Beverage Coordinator Coordinate sound and lighting with Entertainment/Lighting & Sound Coordinator Work with Decor Coordinator to decide theme for event Communicate with Volunteer Coordinator to secure volunteers as needed Communicate progress with Parish Office, get approval when needed Create and keep track of event budget | Megan Davidson- meganjd20@gmail.com | ||||||||||||||||||||||||
29 | Venue Coordinator/ Gala Committee Leader | Research and find Venue for event with 300+ capacity Confirm Contract with Venue & Parish Office once date is confirmed Coordinate venue insurance, liquor license from venue, etc. Determine parking options from venue- Contact and secure contract with parking service if needed Coordinate with venue to have a site visit with Committee, Catering volunteers and Caterers, Sound/Lightning volunteer and DJ or band representative Coordinate with parking service days before event to make sure everything is set regarding parking (parking lot or street cleared of snow if necessary, where attendants will be placed, etc) Help with morning of event set up | Christine Patton- christinecorso@yahoo.com | ||||||||||||||||||||||||
30 | Event & Venue Help (hourly) | Assist Event & Venue Coordinator | |||||||||||||||||||||||||
31 | Catering Coordinator | Work with Event Coordinator to determine catering needs Coordinate event caterers – find caterer, secure contract, determine all necessary things related to caterers Set up tasting and participate in tasting with small group (committee or other volunteers) Have meeting with caterers at Venue to determine floor plan and what items need to be rented (tables, chairs, high top tables, linens, stage, etc.) Keep in contact with caterers and make sure day of timing is all set | Megan Davidson- meganjd20@gmail.com | ||||||||||||||||||||||||
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33 | Beverage Coordinator | Work with Event Coordinator to determine venue requirements Solicit donors for needs- beer, wine & liquor- Revolution Brewery, Burke Beverage, VIN Chicago Coordinate delivery and payment of all items Create bar menus for the event if needed Coordinate return/donation of unused items after event | Christine Patton- christinecorso@yahoo.com | ||||||||||||||||||||||||
34 | Dessert Coordinator | Work with Event Coordinator to determine venue requirements Solicit donors for needs- desserts from local places- Nothing Bundt Cakes, Sweet Mandy B;s, Summer House, Insomnia Cookies, etc. Coordinate delivery or pickup of all items Create dessert table menu for the event | Christine Patton- christinecorso@yahoo.com | ||||||||||||||||||||||||
35 | Entertainment- Find DJ or Band & Confirm Needed Lighting & Sound, Find & Confirm Photo Booth | Work with Event Coordinator to determine venue requirements Hire DJ/Band and secure contract Coordinate details and payment and food needs Coordinate lighting and sound contracts Check in 'night of'/tip after event if needed | Megan Davidson- meganjd20@gmail.com | ||||||||||||||||||||||||
36 | Photo Booth or Photography Coordinator | Work with Event Coordinators Look for and secure an event photographer/booth or other option Connect with photographer to tell them what we are looking for at the event Determine whether a photo booth area will be set up and if so what type of area to have Acquire Photo or Selfie Booth supplies if needed, arrange for set up on day of event, arrange take down at event (if not using vendor) Receive all digital photos from photographer and upload them to drive or share via link | Faye Shillair- fayems@gmail.com | ||||||||||||||||||||||||
37 | Event Decor Planner | Work with Event Coordinators to determine tables & stage layout Determine budget-friendly centerpieces, bar décor Solicit flower donations from local florists like Ashland-Addison Set up day of, with help from additional hourly volunteers Help cleanup/pack up any items at from venue at end of event | Gargi Potdar- gargikpotdar@gmail.com | Gargi Potdar- gargikpotdar@gmail.com | |||||||||||||||||||||||
38 | Event Decor Assistants | Help Decor Planner come up with theme and find items | |||||||||||||||||||||||||
39 | Day of Set Up (10 ppl)Hourly 1- 2- 3- 4- 5- 6- 7- 8- | Work with Event Decor Planner to set up venue on day of event Work with Food & Beverage Coordinators to determine if any pickups or deliveries Follow lead of Committee to set up any tableclothers, decor, checkin table, etc. | |||||||||||||||||||||||||
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41 | Seating Arrangements | Work with Venue/Event Coordinator to determine layout Gather list of sponsors from the sponsorship coordinator and email them close to the event to have them send/email in their requests of who they want to sit with at the event (grade, parishioners, seniors, etc) Determine all seating arrangements and place guests at numbered tables with a seating chart Make list of all guests with table #s in a spreadsheet to display at event Make sure there are additional tables for Parish staff, along with about 4 tables for teachers & guests | Kathleen O’Hara- kohara1833@gmail.com Kristie Shea- kdsimon@gmail.com | Kathleen O’Hara- kohara1833@gmail.com Kristie Shea- kdsimon@gmail.com | |||||||||||||||||||||||
42 | Seating Arrangement Poster & Misc Signage Print Coordinator- (hourly) | Determine all signage needs for the event Help with creating any signage needed for the event Send materials to the printer (Staples, OfficeMax, etc) and pick up for event (signage, bidder paddles…) | |||||||||||||||||||||||||
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44 | NIGHT OF EVENT | ||||||||||||||||||||||||||
45 | Event Check In Manager (Hourly) | Recruit volunteers to help with Day- of event setup Make schedule for setup help and Check-in help plus cleanup help Appoint check-in people to sell heads or tails raffle beads Appoint parish staff or volunteers to help as “Spotters” for Live Auction & Fund a Cause | Sherese Parsegian- sherese.parsegian@gmail.com | ||||||||||||||||||||||||
46 | Event Check In & Night of Event Help (4 or 5 people- hourly) | Help check in guests, sell Heads or Tails Raffle Beads or any other fundraiser, direct guests to table seating chart & inform of bar & food info | - | ||||||||||||||||||||||||
47 | Event Clean Up (3 people- hourly) | Work Night of Event or Come towards end to help clean up any decor, displays, check-in table, etc | |||||||||||||||||||||||||
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