Here is a list of job descriptions to ensure our auction runs smoothly:
The Volunteer Lead is responsible for supervising all volunteer positions and ensuring volunteers are chosen and trained properly.
Bidder Registration (4-6 plus lead):
Welcome and thank Bidders for coming; Complete Bidder Registration Form (important to get complete information, as this information may be used for payment follow-up and future data base, including email); Process Bidder Registration; Give Auction Catalog to bidder; Direct bidder to auction items/seating area; Answer any questions bidder may have.
Bidder Check-Out (4-6 plus lead):
Thank bidders for their purchase and ask them for their bidder number; Process Bidder Check-out; Direct bidder to Merchandise Pick-up area; Thank them again for their support; if there is a line, acknowledge bidders in line and thank them for their patience.
Merchandise Pick-Up (4-6):
Thank bidders for their purchase; Look at receipt for items purchased; Retrieve items; Mark off items on receipt with an "X"; give receipt back to bidder; Wrap items as needed; Ensure bidder has assistance with carrying items if needed.
Live Auction Spotters (6-8):
Assist Auctioneer by standing in certain sections of the audience, encouraging bidders to bid, helping the auctioneer "catch the bids" and determining bidder number; thank and congratulate bidders and encourage bidders in auction participation. Keep the guests attention. Get to know guests in assigned section before the live auction starts.
Live Auction Merchandise Handlers (2):
Carry items onto floor for bidders to preview as Auctioneer introduces item; Quickly and effectively move item across stage/through crowd as bidding occurs; show bidders close-up when necessary; move item off floor quickly when sale closes; Work with Auctioneer before auction to determine specific needs.
Silent Auction Monitors/Closers (6):
Monitor Silent Auction; Efficiently close items that were purchased at “Guarantee Bid” price. Answer bidder questions; Encourage bidding and conversation about silent items; Remove silent bids when respective silent auction closes; Bring closed bid forms to the "Check Out" area for volunteers to process.
Auction Greeters (2):
Welcome auction attendees as they enter the auction; Direct them to registration and answer any questions they may have; Thank attendees for coming and let them know you are there to answer any questions they may have. Bid them farewell.
Point Person for Auctioneer/Runner (1):
Serve as a point person for the Auctioneer if they need anything before the auction starts; Help the Auctioneer answer questions, solve problems, and ensure flow of Auctioneer Preparation; During auction, run completed Live Bid sheets to the check out area.
Retrieve bidder sheet and take to bidder to sign; take signed bidder sheet to front table for logging into computer; serve as backup for spotters (as needed); Give Bidder Thank you Bag at the time they sign their bid sheet.
Guest Speakers (Welcome, Fund-A-Need)
Event Master or Mistress of Ceremonies (Transitions, Announcements)
Catalog Reader (work closely with Auctioneer during live auction)