The upcoming HIV silent auction on February 9th at the Unitarian Universalist Fellowship in Ames.
As we draw closer to the event, volunteers are needed to make this fundraiser a huge success! The following information gives a brief description of the volunteer opportunities.
Local supporter, Fred Johnson, has volunteered to be the auction overseer. He will be responsible to make sure volunteer tasks are being completed during the auction. We are in need of help with the following:
volunteers - set up the auction site. Theree will be projects such as setting up chairs/tables, displaying the auction items, and decorating the walls with red/pink hearts.
volunteers - needed to make cookies/brownies/snacks for auction (all should be finger foods). There is no money in the budget to hire a caterer and they must rely on our supporters to bring in snack items.
People to donate disposable small paper plates, styrofoam coffee cups, plastic drink cups, and napkins.
1-2 volunteers needed - Greeter at entry door of auction site (welcome folks, tell them where to pay admission, where to hang their coat, encourage them to bid, etc.)
2 or 3 volunteers needed - Check in cashiers (gather admission fees and contact info, explain bidding process, give a red ribbon to everyone, pass out the program handout, etc.) One of the cashiers will be designated as lead cashier and be responsible to oversee the money bag at all times.
Check-out Workers (a total of 5 are needed):
-A. 1 person - Check-out Head Cashier (oversee check-out process to ensure it runs smoothly, be responsible to hold primary money bag, answer any questions that may arise from high bidders)
-B. 3 people - Check-out cashiers (accept bidder payments)
-C. 1 person - hand out all the gift cards/certificates to high bidders after they pay what is owed at the check-out station. We have LOTS of gift cards/certificates, so it's imperative that these be handled carefully-each will be labeled and put in separate envelopes.
2-3 people - Oversee kitchen/snack table, making sure cookie trays are always filled, lemonade & ice tea pitchers & coffee pot full, making sure theres enough
plates/napkins/cups on table, picking up paper product trash thats laying around, etc.
3 people - Live auction workers will record high bidder info & energize the crowd to encourage people to bid higher..one person will record high bidder info as the other 2 people are running around the room playfully engaging prospective bidders :). I hope to have 10 items to live auction (Ted Tedesco is our auctioneer)
3 people - Check-out runners. When the silent auction portion of the evening is officially closed, volunteers are needed to take the auction item (or gift card) to the highest bidder at the check-out station. One check-out runner will be assigned to each check-out cashier.
2 people - Entertainer Coordinators (keep entertainers in the loop as to when they are next to perform, problem-solve any issues that arise with entertainers).
We hope to have at least 15 performers! You may be working closely with a member of the UU church who will be overseeing the sound system.
1-2 people - Carry-out helpers (help high bidders carry out stuff to their vehicles). We will have three 20+ pound meat boxes that will be sold as live auction items.
2 people - Post-auction survey distribution. During the last hour of event before people start leaving - pass out a survey to all attendees. This is something that's very important, yet we sometimes overlook this. We want to know how we can improve the event for next year!)
I also need to borrow a half dozen long (body length) mirrors. I need these for the female impersonators changing room.
I would appreciate your helping me spread the word about the need for volunteers, as well as encouraging folks to attend the event. We are still needing community donations to auction-off, as well as entertainers for the evening - female impersonators, singers, comedians, musicians of all types, etc.
Thanks for your support,
Living with HIV Program
Mid-Iowa Community Action (MICA)
Story County Health Resources Director