Deschutes River Conservancy
RiverFeast Auction Volunteer Needs
May 6, 2017 | 4:00 pm – 9:30 pm @ the Unitarian Universalist Fellowship of Central Oregon
Volunteer contact: Marisa Hossick
Dinner will be provided to all volunteers. Please plan to stay for the duration of the event.
Auction Check In and Check Out Assistants – 4 to 6 volunteers
Check In (4 to 6:30pm)
Arrive for training
Check-in bidders via computer system
Request credit card pre-swipe for ease of check out
Obtain bidder data from guests that are not pre-registered: names, phone numbers, address, email address
Provide bid packets (organized by bidder number)
Direct event guests to reception/silent auction area
Break for dinner once check in complete
Always leave 1 person manning check out area in case of guest questions or early departure needs
Check Out (7:30 to end of event)
Receive bid slips for data entry
Receive paddle raise data for entry
Enter in all raffle ticket sales
Enter in all game sales
Assist in organizing package pick up, if asked
Ask guests for their bid numbers
Review totals and items with bidder.
Swipe credit card, if none on file, or take cash/check for payment
Print receipt for bidder records, and for package pick up
Direct auction winners to Package Pick-up area for won items
Acknowledge/thank guests, especially if there is a long line and people are waiting
Qualities Needed: warm personality, trouble-shooter, strong organizational skills, able to multi-task, good with numbers, tidy with paperwork, can perform kindly, quickly and accurately under pressure, excellent computer skills.
Auction Monitors/Closers – 4 Volunteers (4:30 to end)
Greet guests in cocktail area
Monitor Silent Auction
Efficiently close items that were purchased at “Guarantee Bid” price.
KNOW THE MERCHANDISE IN SILENT AUCTION
Answer bidder questions, encourage bidding and conversation about items
Remove silent bids sheets when respective silent auction table closes
Circle all winning bid numbers and write that number at top of sheet
Remove all pens from the table to make sure no further bidding will occur!
Bring top copy of closed bid forms to the "Check Out" area for data entry
Leave closed section undisturbed for 15 minutes after closure so guests can revisit area to see what they have won.
After that time, gather items by winning bidder number and take to package pick up for sorting.
Sort all won items around room, by bidder number, in clearly marked bags or boxes. If an item (gift basket) is too large to be placed in a bag or box, secure a large sticky with the winning bidder number in big, bold sharpie.
Organize winning live auction items as brought back.
Deliver packages to winners as they bring receipts for redemption
Qualities Needed: Assertive and fun personality, ability to move very quickly.
Greeters/Live Auction Spotters/Runners/Raffle Ticket Sellers – 4 Volunteers Needed
Greet guests upon arrival
Promote and sell tickets for the raffle
Promote and sell any game opportunities
Run raffle and game tracking sheets to data entry periodically
Assist Auctioneer by standing in certain sections of the audience
Encourage bidders to bid
Help the auctioneer "spot bids" and determine bidder number
Bring up raffle container for pull at appropriate time
Run errands during dinner/live auction as requested
Live Auction Manager and Runners - 2 Volunteers Needed
Record live auction bids and final
Take each bid sheet to winner for signature
Take to data entry for processing
Record all paddle raises and bid numbers (all 3)
Talena and one other will compare three paddle raise sheets for accuracy and deliver for data entry
Take any physical live auction items to package pick up for organization
Qualities Needed: assertive and fun personality, enthusiastic while not disrupting the auction, the auctioneer or bidders, ability to read nonverbal cues, attentive to auctioneer needs.
Event Wrap Up Crew – 4 Volunteers Needed - 9 pm to 10:30 pm
Break down and put away tables and chairs
Sweep and mop floors
Clear away any discarded items
Empty trash cans
Qualities Needed: Willing to stay until the clean-up is finished at around 10:30 pm