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As we dive into the nitty-gritty of school auction planning, one of the most important steps is building a strong team. Let’s break down the different committees you should consider forming, and the roles each will play in making your auction a resounding success.
Building Your Dream Team
First things first, you need to identify and appoint committee leads. These are the go-getters who will manage specific areas of your auction. As an Auction chair, your job is to oversee these committees, ensuring everyone is on track with timelines and goals.
The Committees and Their Roles
Business Donations Committee (4-6 people)
- Choose a chairperson to spearhead this group.
- Responsibilities include reaching out to local businesses for donations, maintaining records, and organizing meetings. You can find more information on my post about Business Donations.
- Tip: Start with your school’s previous year’s notes and contacts as a base and build from there.
Parent Donations Committee (2-5 people)
- This team focuses on engaging parents for donations.
- It’s all about communication and tapping into the unique resources and networks of your parent community. Check out more information on Parent Donations, plus a sample letter here.
Marketing Committee (1 person)
- Oversee all marketing efforts, including creating a stunning catalog.
- Utilize tools like Canva for professional-looking designs.
- Tip: Keep the messaging clear, engaging, and consistent across all platforms.
Decor Committee (2-4 people)
- This group will be in charge of the overall look and feel of the event.
- Creativity is key here – you want to create an inviting and exciting atmosphere.
Media and Videography (1 person)
- Perfect for someone with a knack for video creation.
- Responsibilities include creating a hype video, a Fund-a-Need video, and a slide show for the live auction.
- Remember, engaging and professional-looking media content can significantly boost interest and excitement.
Optional Committees for Your School Auction
These roles are optional but can really add depth and variety to your auction. Let’s take a look:
Class Art Projects Coordinator (1 person)
- This person will be the central point for coordinating classroom art projects.
- They’ll ensure there are no duplicate projects and that everything is completed on time. Check out my post about Classroom Art Projects that Parents Actually want to Bid On.
- Tip: Regular communication with class volunteers with ideas and deadlines is crucial to keep everything on track.
Grade Level Experiences Coordinator (1 person)
- This role involves overseeing the organization of grade-level experiences or themed baskets.
- The key responsibility is to avoid duplication and adhere to timelines.
- They’ll work closely with volunteers from each grade to create unique and exciting experiences.
Wine Toss Committee (2 people)
- This team manages one of the most fun games at your school auction – the Wine Toss Game.
- Their role is simple: they collect wine from parent donations or business donations and organize the setup for the event. Here are some other game ideas to choose from.
School Perks Coordinator (1 person)
- This person will work with the school administration to offer special school-related perks, like ‘Principal for a Day’ or VIP parking.
- They’ll need to coordinate closely with the school staff and follow up with the winners to ensure smooth execution.
- A detailed spreadsheet to track everything will be a lifesaver. I created a list of School Perks that cost nothing and sell high!
Teacher/Staff Experiences Coordinator (1 person)
- This role involves reaching out to teachers and staff for donations of experiences or activities.
- Post-auction, they’ll coordinate with teachers and provide lists of participating students.
- This role requires excellent organizational and communication skills.
Additional Tips
Communication is Key: Regular check-ins with committee leads are vital. This ensures everyone is aligned and any challenges are addressed swiftly.
Empower Your Teams: Trust your committee leads to make decisions. This not only boosts their confidence but also fosters a sense of ownership
Celebrate Small Wins: Acknowledge the progress of each committee. A little appreciation goes a long way in keeping the team motivated.
Remember, each committee plays a vital role in the success of your school auction planning. By clearly defining these roles and working collaboratively, you’re setting the stage for an event that’s not only successful but also a whole lot of fun to plan and execute.
ALONE WE CAN DO SO LITTLE; TOGETHER WE CAN DO SO MUCH.
HELEN KELLER