It's A Shore Thing!
Annual Auction Volunteer Opportunities
Help WWTA host a wonderful fundraising event! There are many opportunities to volunteer the day of the auction on one of the various teams or you may wish to help with pre-auction preparations.
Want to help out? Contact WWTA at auction@wwta.org or 206.545.9161.
Pre-Auction Volunteer Opportunities:
Auction Committee Chairperson
Procurement and Development volunteer
Auction Volunteer Coordinator
Database and Administrative volunteer
Day of Event Volunteer Opportunities:
Volunteer Support
Check-In/Check-Out
Silent Auction
Live Auction
Data Entry
Decorations & Set up
Dessert Auction
Photographer
Clean up
Questions? Check the Auction Volunteer FAQ or contact WWTA.
The auction committee will be responsible for planning and implementing all details of the event, from decor and entertainment to audio/visual and fundraising.
The leadership or chairperson is responsible for the following:
• Reviewing previous auction materials and results
• Scheduling regular meetings, setting deadlines, and evaluating progress toward goals
• Determining auction budget and goals
• Delegating auction tasks to committees and individuals
• Facilitating the final evaluation of planning process and event
This lead role will have a large part in planning the guest list, procurement, event logistics, event promotion, sponsorship and underwriting, and volunteers.
Commitment
Part-time
5-10 hours per month until February
2-6 hours per week in March, April, and auction day
Procurement and Development volunteer
WWTA is looking for a volunteer to champion the 2009 Annual Auction’s Procurement and Development Committee. The volunteer will work with WWTA staff and board members, as well as other volunteers on the auction committee, to consider the auction audience’s financial situations and tastes, and set procurement goals accordingly. This person will be committed to targeting donors, requesting donations, and following-up with various inquiries. S/he will organize and orchestrate brainstorming parties to discuss hot items, what WWTA might buy, and what has been offered at other events - keeping in mind the target audience’s financial abilities. The leader of the procurement team might have a strong circle of influence among the outdoor community with whom she or he might be able to network, but should also be able to go out and “make the ask” without fearing the word “NO.”
The procurement and development volunteer may also join a task force to garner sponsorship from major donors.
Commitment
Part-time
5-10 hours per month until February.
2-6 hours per week in March, April, and on auction day
The role of the volunteer coordinator is to recruit volunteers, make sure they are properly trained, understand assignments, and carry them out at the event. The volunteer coordinator will work alongside WWTA staff and auction committee members during the auction planning process, and play a vital leadership role on the night of the event. S/He will lead in the training and assignment of all auction night volunteers, including leads and troubleshooters for each station including: registration, silent and live auction, data entry, checkout, cashiering and item pickup.
Commitment
Part-time
2-5 hours per month until February.
3-9 hours per week in March, and weeks preceding auction.
* During the planning phases, some organizational work can be done off-site
Database and Administrative volunteer
The database and administrative volunteer will be trained to provide support in the management of the auction databases, including data entry of incoming donations, donors, and guests. S/he will work along-side WWTA staff in organizing incoming items, monitoring, and reporting procurement status. In addition, the volunteer will provide administrative support the week prior to the auction compiling bidder packets, organizing registration, and serve as data entry specialist the night of the event.
Commitment
Part-time
1-3 hours per week in Jan and Feb
3-9 hours per week in March, and weeks preceding auction.
6 hours night of event.
Volunteer Support
Volunteer support will keep things running smoothly behind-the-scenes and offer assistance to other volunteer crews when needed.
Volunteer Support Crew
Two crewmembers are needed to help temporarily relieve other volunteers, fill in where necessary, and distribute meals and drinks to busy volunteers.
Check In/Check Out
The check in/check out crew is the “face” of WWTA’s auction. Crewmembers should enjoy interacting with guests and be ready for fast-paced activity.
Check In/Check Out Captain
Captain will help set up auction check-in/out station and orient crewmembers to registration materials and procedures. Captain should attend pre-auction training and recruit crewmembers when possible. Captain gets break between check in and out to enjoy live auction!
Check In/Check Out Crew
During check in, the crew greets guests as they arrive, locates their registration packets, and distributes bid numbers, meal tickets, and auction programs. At check out, the crew retrieves bidder envelopes, accepts payment, and gives guests their receipts and auction items. Four crewmembers are needed.
Silent Auction
The silent auction crew manages the two silent auctions.
Silent Auction Captain
Captain will become familiar with silent auction items and help organize and label items before auction (approximately 4 hours work before auction date) in addition to attending pre-auction training. Captain coordinates display of silent auction materials and keeps track of auction closures. After silent auctions are closed and bid sheets recorded, the captain's duties are done!
Silent Auction Crew - 1.5 hours
Two crewmembers are needed to help set up auction displays. When silent auctions close, crew will collect bid-sheets, circle winning bidder, and deliver them to data entry crew.
Live Auction
The live auction crew keeps tabs on the bidding frenzy and manages live auction items.
Live Auction Captain
The live auction captain will attend a pre-auction meeting to become familiar with live auction items. Will act as spotter for auctioneer to point to unseen bidders and will be ready to carry items on-stage for display if necessary.
Live Auction Crew - 1.5 hours
Two crewmembers are needed as "recorders" to note the winning bidders as they are announced. Two other crewmembers will be "runners", relaying information from the recorders to the data entry crew.
Live Auction "Vannas" - 1.5 hours
Want to be the center of attention? Two people are needed to help display live auction items on stage and walk through the crowd with smaller items.
Data Entry
Data entry is the secret center of the auction universe, where all bids are recorded and receipts printed.
Data Entry Captain
The data entry captain will attend a pre-auction meeting to become familiar with data entry software and procedure (approximately 2 hours work before auction date). During auction, captain will enter bid information as received, update missing information in database, and print receipts.
Familiarity with Access database software is extremely helpful.
Certificate Filer - 2 hours
As the silent auction closes, gift certificates and very small items will be filed in the winning bidder's registration envelope. Work will continue through the live auction.
Receipt Filers - 1 hour
As the live auction winds down, the receipt filers will take alphabetically ordered receipts and file them in appropriate bidder's envelopes.
Decorations & Set up
The decorations & set up crew makes everything beautiful before guests arrive.
Decorations & Set up Captain
The decorations captain directs the auction décor and procures necessary supplies. Must attend pre-auction meeting to become familiar with venue and arrive by 4pm at the latest to direct set up.
Decorations & Set up Crew - 1.5 hours
Two crewmembers help decorate the auction venue and assist where necessary with display set up, table arrangements, etc. Must arrive by 4pm.
Dessert Auction
The dessert auction is the most delicious event of the evening.
Dessert Auction Captain
The dessert captain coordinates and recruits dessert donations from volunteers and bakeries. Captain will communicate with auctioneer and crewmembers to conduct dessert auction and will assist with dessert display. Captain should attend pre-auction meeting to review dessert auction procedure.
Dessert Auction Hosts - 1 hour
Two dessert auction hosts will visit each table to deliver the dessert bidding envelope, quickly explain procedure, and answer questions. Hosts will deliver desired desserts to top three winning tables and will distribute remaining desserts.
Photographer
An experienced photographer with a knack for candid, up-close indoor photographs is needed to document the auction. The photographer will capture activities and guests throughout the event with a digital camera. If willing, the photographer will provide her/his own equipment. Otherwise, WWTA will supply a camera.
Clean up
The clean up crew sweeps the facility for trash and recyclables, helps breakdown decorations, registration, and the bar, and restores the auction venue to its original state.
Clean Up Captain
The clean up Captain will become familiar with clean up needs and procedures and attend a pre-auction meeting, if possible. The captain will have the check list of clean up tasks and coordinate crew accordingly. Clean up should be finished by 11pm at the latest.
Clean up Crew - 1.5 hours
Four clean up crewmembers will assist with clean up after live auction closes. Will entail some physical activity. Clean up should be finished by 11pm at the latest.