IMA
Horticultural Society
Auction Benefit
Auction Benefit Committee
Plans and implements auction party for members and guests to fund improvements to the IMA gardens and grounds.
Nine
months in advance:
- Assemble
committee.
- Decide
on date for event.
- Line
up caterer.
- Arrange
for a tent.
- Review and update list of potential vendor donors.
- Determine
specific need that auction proceeds will support
Six
months in advance:
- Auction
committee meets to assign duties.
- Line
up auctioneer.
- Decide
on types of auction events.
- Decide
how to solicit vendor donations.
- Coordinate
with IMA Development
- Arrange
for publicity.
- Draft invitation and set deadline for mailing.
One month in advance:
- Auction
committee meets to assess progress on vendor donations, review logistics of event,
assign tasks to volunteers.
- Tables
needed (inform picnic organizer).
- Helpers
(for receiving member donations, pricing items, "running" during live
auction)
- Money
handling (cash box, slips, verification)
- Drop-off
site (where, when).
- Provide
drop-off instructions to members via picnic invitation.
- Master of ceremonies (monitor timing, make introductions, etc.).
Week
before event:
- Arrange
for pickup of vendor donations.
- IMA
In-Kind Gift Receipt Forms must be completed and signed at pickup sites! Include
value of donation, description of item, and verify name, address, etc.
- Prepare
signs (donor acknowledgments) and signup sheets for silent auction items if applicable.
Day of event:
- Arrange
tables for silent auction items.
- Set
up cash box table in accessible location. Cash box (honor system) should be available
for immediate purchase of bonus table items.
- Organize
helpers and cleanup crew.
- Announce timing, make introductions, move events along at a comfortable pace.
Follow-up:
- Update
donor list for next year from information on gift receipt forms.
- Send
thank you notes.
- List
donors and report on auction in Lilly Pad.