SOAR Aire Affaire Planning Outline
Introduction and Overview
This document is intended to develop an overall plan for the Aire Affaire fundraising auction and provide a record for the planning of future auctions. We do have people who have volunteered for several of these tasks, but can use any help anyone would like to give.
The auction is divided into functions, and put together with a brief overview of each function. Each one has or needs a team leader. The team leader can then expand on the outline to provide guidance for next year’s auction. The specific functions include (in no particular order):
- Aire Affaire Committee
- Facilities (includes set up and take down)
- Buy It Now, Live and Silent Auction Assembly
- Printed Program
- Absentee Bidders
- Live and Silent Auctions at the event
- Buy It Now at the event
- Set Up
- Take Down
- Special Activities
- Auction Emcee
- Heads and Tails
- Parade of Rescues
- Check Out
- Thank You Cards
- Follow Up
Oversee the entire event. Determine the vision for the event each year.
The President and VP of Fundraising are automatically on this committee. We welcome anyone else who would like to be on this committee and learn more about all the workings of the Aire Affaire.
- Decide on the overall operation of the event.
- Identify what worked and what to keep
- Identify what to drop
- Identify anything new to add
- Set the schedule for the day of the event.
- Recruit volunteers to head each of the sub-committees below and work closely with them.
Arrange for all the food and make sure that food is out and refreshed during the event.
- Contact and secure the caterer
- Decide on menu
- Obtain other products as needed for the food
- Obtain wine for the tables
- Work with the Volunteer Committee for volunteers to assist as needed
- Seek out donations of finger foods to snack on
Arrange for the facility and rentals needed
- Secure a location for the event
- Handle rental of tables and chairs and table coverings. Make sure someone is available for drop off and pick up for the tables and chairs
- Make arrangements for any other special equipment needed
Get the word out about the event
- Utilize the website and e-newsletters to:
- Put out a "save the date" message once the location and date are secured
- Work with the Acquisitions Committee as to messages about donations
- Come up with messages for, but not limited to:
- Absentee bidding
- Items for auction
- Parade of rescues
- Develop a plan for other advertising/publicity options if appropriate
Get event invitations out to supporters
- Work closely with the Aire Affaire Committee on the content and printing of the snail mail invitations
- Assemble and mail the snail mail invitations about 6 to 8 weeks prior to the event
- Get any updates for the invitation to the webmaster for the website.
Advertise for items and contact previous donors for donations for items. Maintain a donor spreadsheet.
- Work closely with the Aire Affaire Committee for direction on what types of items to look for.
- Develop a “wish list” by surfing the web looking for new and exciting things.
- Come up with a “gift card list” of gift cards we will be looking for.
- Work closely with the BIN, Live and Silent Auction Assembly Committee as to what has come in. This committee is the one that receives the donations.
- Maintain a donor spreadsheet and keep it updated as to contacts and donations
- Work with the Volunteer Committee to get enough volunteers for contacting potential donors.
- Follow up with potential donors as needed.
- Develop an introduction letter for the committee to use.
Receive all the donations, decide how each will be used and prepare them for the event.
- Upon receiving a donation:
- Issue a donation receipt
- Log the donation into a spreadsheet
- Communicate with the Acquisitions Committee
- Once majority of the donations are received:
- Pull 21 items to be used for the Live Auction
- Pull up to 60 items to be used for the Silent Auction
- See if any of the items would work for the raffle
- Decide if the remainder can be used in the Buy It Now or combined into a basket.
- Arrange for live and silent auction items to be photographed and described for the website
- If some items are to be combined in baskets, complete the arrangement, wrap in cellophane as needed and add bows as needed
- Keep track of items with a numbering system that corresponds to a spreadsheet that is maintained by this committee
- Arrange for transport to the event site on the day of set up
- Determine the needs of picture and clothing stands and hangers and make sure that enough of them are available for set up
- Make up information cards for each silent and live auction item.
- Make up bid sheets for the silent auction items
- Price the Buy It Now items
- Work with the Volunteer Committee if extra help is needed
Put together the program and have enough copies printed for attendees.
- Work with the Aire Affaire Committee as to a theme for the year and any changes needed from last year's program.
- Work with the BIN, Silent, and Live Auction Assembly Committee for details needed in the program
- Work with the Registration Committee to determine number of copies needed for the registration packets
- Print large numbers on labels for bidder numbers
Reach out to people who may put in absentee bids. Keep track of Absentee bidders, their items and bids.
- Contact previous absentee bidders to get them interested in bidding again
- Maintain a spreadsheet of the absentee bidders and their bids.
- Make sure the absentee bids are recorded on the silent auction bid sheets as starting bids
- Make sure the absentee bids for the live auction are available for the auctioneers as starting bids.
- Make sure that absentee credit card info is available at the event so any winning bids can be paid for
- Contact absentee bidders about their winning bids
- Arrange for shipment of absentee winning bid items to the absentee bidders
Solicit volunteers for a variety of positions at the event.
- Maintain a spreadsheet of volunteers and what they can do.
- Contact volunteers each year to find out how they can help either before or at the event and if they can attend to help at the event.
- Match volunteers to tasks needed
- Live Auction
- Someone available to walk the items around to show the crowd during the live auction
- Bid recorders for the live auction, gift card auction and special appeal
- Silent Auction
- pick up and record bid sheets when the silent auctions are closed
- Buy It Now
- Write receipts and get them to the checkout volunteer. This can be done with several people taking shifts.
- Set Up
- Assure there are at least three to five people to help unload vehicles, set up tables and arrange items and food.
- Take Down
- Assure there are at least three to five people to help break down tables and chairs, pack up, and load vehicles.
- Assure there is someone to cover the registration table at all times until the program starts. This could be done with several people taking small shifts
- Check Out
- Have someone available for checkout from about 1pm to the end. This could be done with several people taking small shifts
- Towards the end of the auction program, have two people available for checkout. One person should know how to run a credit card machine.
- Have someone available to
- Work with other committees as necessary to recruit volunteers.
- Use the telephone at least for initial contact of volunteers. It is easier to get them excited about helping with the personal touch.
- None of the SOAR officers should have assigned duties at the auction with the exception of greeters in the registration area. Ideally we’d like these folks mingling and discussing SOAR at the auction.
Create centerpieces for the tables
- Come up with ideas for centerpieces. These could be just for show, could be sold, or could be bid on.
- Create the centerpieces or arrange for them
- Arrange for them to get to the event, preferably the day of set up
Arrange for and handle any special activities planned for the event
- Work with the Aire Affaire Committee to get ideas for special activities
- Contact and try to secure people to conduct some special activities at the event including but not limited to:
- Pet photographer
- Animal communicator
- Behavior or obedience demonstration
- Grooming demonstration
- Work with the Facilities Committee for any space or special items needed
Take care of any signs needed for the event
- Keep track of and store the signs from previous years
- To encourage bidders in the live auction, we need to show them what we have done and will do with the money they spend. Come up with poster ideas to showcase dogs we have helped within the last year. Create these posters
- Create any new posters needed by other committees
- Get the signs and posters to the event and set them up
Receives registrations, keeps an accurate spreadsheet of registrants, prepares welcome packets and handles all aspects of welcome and check-in during the day of the event.
- Receive notice of on-line registrations and add attendee information to the registration spreadsheet
- Receive mailed registrations and add attendee information to the registration spreadsheet
- Deposit checks in accordance with SOAR policies or mail checks to appropriate person
- Respond to each registrant upon receiving their registration to thank them, let them know we look forward to seeing them, and let them know about the Parade of Rescues if they are coming with a dog and have not yet signed up.
- Work with the committee preparing the programs to prepare the welcome packet
- The registration packet should include at the very least:
- A copy of the program
- Pencil or pen
- pad of paper
- Name tag
- May also include advertising from any of our sponsors or commercial donors
- Donation card that the attendee can complete and turn in if they wish at check out time.
- Work with the Volunteer Committee to make sure that there are enough volunteers to sit at the registration table on the day of the event and that they know what to do.
- Make sure registration volunteers have everything they need
Run the Auction program
- Develop PowerPoint as necessary to compliment the program
- Opening remarks
- Heads and Tails - handle or introduce the volunteer handling this
- Parade of Rescues - handle or introduce the volunteer handling this
- Live Auction - handle or introduce the auctioneer
- Gift Card Auction - handle or introduce the auctioneer
- Special Appeal - handle or handle with the auctioneer
- Closing remarks
Run the Heads and Tails portion of the program
- Determine what the buy in cost will be for Heads and Tails
- Explain how Heads and Tails works to the attendees
- Work with the Volunteer Committee to have volunteers available for collecting the buy in prior to doing Heads and Tails
- Conduct Heads and Tails
Handle all aspects of the Parade of Rescues
- Receive the photos and bios for rescues to be featured
- Work with the Advertising/Publicity Committee for any advertising needed
- Get photos to the Emcee for inclusion in the PowerPoint
- Write up bios to be read at the event
- Arrange for a volunteer to read the bios while the dog walks around the crowd
Handle all aspects of the raffle before and on the day of the event
- Decide on the type of raffle (Chinese, just sell tickets, etc.)
- Determine number of items needed for raffle
- Set the prices of the tickets
- Make sure tickets are available
- Set up area with raffle items
- If needed, work with the Acquisitions Committee to obtain items for raffle or obtains the items directly
- Work with Signage Committee to make sure signs are available with ticket prices
- Work with Volunteer Committee to fill any volunteer needs
Handle checkout of attendees
- Determine how paperwork will be handled for checkout
- Work with the volunteer handling the checkout database
- Arrange for volunteer coverage with the Volunteer Committee
- Assure that the absentee bidder credit cards are charged as appropriate
- Assure that the credit card machine is closed once all charges are made.
- Assure that all cash, checks, credit card receipts and paperwork are bundled and sent home with the appropriate person
Write and mail thank you cards to attendees.
- Obtain notecards and mailing labels from the appropriate person(s) on the committee.
- Obtain pre-printed results card that will be included with each thank you card.
- Hand-write thank you notes.
- Mail thank you cards. Postage will be covered by SOAR.
Survey attendees for feedback
- Send out a Survey Monkey to attendees after the event.
- Tally the results and share with the Aire Affaire Committee.