A-May-Zing
May 18, 2025
Dinner Fundraising Event
We need your help! Please sign up and join us to organize a great event!
Committee Duties
Here's the link for signing up: TBD
ENTERTAINMENT
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decide what the entertainment will be
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hire the entertainment
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plan for the needs to be met for all entertainment
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plan where in the program they will be
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entertainment includes “live” and “canned” entertainment
DECORATIONS
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decorations include table, free standing, wall art as permitted
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consider the entrance decor, auction podium, bar area, food stations, etc.
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determine who will make the decorations
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if possible, help the silent auction committee with enhancing auction tables
FOOD
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decide the menu for the food stations
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determine who will prepare the food
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plan and obtain individual serving pieces—plates, napkins, flatware, etc.
BEVERAGES/BAR
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plan alcoholic and non-alcoholic beverages to be served
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plan serving stations
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determine cost of beverages relative to the ticket price
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determine how to get ingredients needed
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organize the service of drinks the night of the event​
PATRON CARE PROCESS: Auctria home page​
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Ticket price and quantity
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Meal selection for exceptions
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Table seating requests and/or assignments
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Cancelation process
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Waitlist process
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Paddle distribution
​​​CHECK-IN
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plan the procedure to be used from Auctria
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determine needs for the night of the event (eg, greeter escorts)
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work with decoration committee on how to best coordinate efforts such as paddle placement
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work with checkout committee on how to create personalized informational card
PARKING and/or SHUTTLE TRANSPORTATION
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work with the venue to inform patrons where to park and ADA patron handling
CREATE AWARENESS/DRIVE ATTENDANCE: Beginning, Middle, End
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​inform public of our fundraising objective
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create event image with impactful explanation motivating attendance in all campaign tactics (Stay on Brand)
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After New Year awareness campaign
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Save-the-Date postcard mailer
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Social media campaigns
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create Auctria website design per above
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Set clear expectations on how patrons check-in/check-out virtually
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CHECK-IN
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plan the procedure to be used from Auctria
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determine needs for the night of the event (eg, greeter escorts)
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work with decoration committee on how to best coordinate efforts such as paddle placement
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work with checkout committee on how to best coordinate efforts such as paddle placement
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CHECK-OUT
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plan the procedure to be used from Auctria
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determine needs for the night of the event
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work with Check-In committee on how to best coordinate efforts
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work with the auction committee to coordinate procedure for determining winners
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obtain necessary equipment for check-out
AUCTIONEER Script and VENUE "Slide show"
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plan and execute the procedure to ensure maximum live auction results
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need scribes with printouts that ensure legibility to accurately count the paddle raises
LIVE AUCTION: all entered in Auctria
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determine actual number of live auction items
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determine best items to obtain for the live auction
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plan how best to display auction items
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plan how to advertise the items
SILENT AUCTION: all entered in Auctria
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determine actual number of silent auction items desired
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get membership to help obtain items
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plan how best to display auction items
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plan how to advertise the items
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use Auctria tools for bidder sheets
Online AUCTION: all entered in Auctria
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determine actual number of online auction items desired
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get membership to help obtain items
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plan how best to display auction items
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plan how to advertise the items
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use Auctria tools for bids
SET-UP
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plan needs for set-up (work with other committees)
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determine number of workers needed
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facilitate the set up
CLEAN-UP
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plan needs for clean up (work with other committees)
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determine number of workers needed
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facilitate the clean up
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organize items for removal
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have crew for removing all items required