Deschutes River Conservancy
Volunteer Opportunities

RiverFeast Auction Volunteer Needs

May 6, 201​7 | 4:00 pm – 9:30 pm @ the Unitarian Universalist Fellowship of Central Oregon

Volunteer contact: Marisa Hossick
marisa@deschutesriver.org or
541.382.4077 x25


Dinner will be provided to all volunteers. Please plan to stay for the duration of the event.


We need 8 volunteers for the event, 4 to arrive after to help clean up, and 6 to help set up on Friday.

Set-up Crew – 4 volunteers (2 -4 on Friday, 2 on Saturday)

Friday 9:30-Noon at venue

  • Linens on dining & ancillary tables
  • Swag bags unloaded and placed at tables
  • Centerpiece & table name placement
  • Tables set with place settings
  • Tables set with chairs
  • Auction staging (Décor only) bid sheets and pens in place

Saturday (Time TBD)

  • Load in all physical auction items
  • Red wine on tables

 

Auction Monitors/Closers – 2 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/Raffle Ticket Sellers – ​4 Volunteers Needed (5:00-9:00)

  •  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 during live auction.
  • 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 Recorders 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 
  • 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 – 9:30 to 10:30 pm

  •  Break down and put away tables and chairs
  • Sweep and mop floors
  • Clear away any discarded items
  • Empty trash cans
  • Put venue chairs back in place

Qualities Needed: Willing to stay until the clean-up is finished at around 10:30 pm