Committee Descriptions

The Subcommittees:
1.   Auction Committee
2.   Correspondence Committee:
3.   Decorations Committee:
4.   Entertainment/ Events Committee:
5.   PR - External Public Relations Committee:
6.   PR – Marketing/ Internal Public Relations Committee:
7.   Raffle Committee:
8.   Sponsorship Committee (INDIV./ Corporate):
9.   Ticket Sales Committee:
10. Volunteer Coordination Committee:

Placement Tasks
The following are Subcommittees and their tasks:
Auction Committee (Silent, Live, Raffle):
    • Responsible for the organization's management of the auction.
    • This includes compiling potential donor lists, write solicitation letter, create donation forms, create action bidding forms, and acquiring donations.
    • Responsible for securing a large-scale raffle for the giveaway at the event.
    • DOE set-up, create displays, act as hostess, and organize closing bid check-out.
    • Event take-down, store or return decorations.
    • Fill out Post-Event Evaluation Forms.
    • Follow-up with donors writing personal thank you notes to all donors within two weeks of donations
Correspondence Committee:
    • Write personal thank you notes to all donors within two weeks of donation.
    • Create thank you note template for the committee to follow-up post-event with donors who contributed to the success of the event. 
Decorations Committee:
    • Aquire in-kind donations for decorations, lighting, music, etc.
    • Hire a great photographer/ videographer to produce a slideshow for the event list of hiring q
    • Design and coordinate decorations for the event, including signs and programs provided by the marketing committee.Plan and coordinate entertainment for the event (magician, musician, caricature artist, live band, DJ)
    • Manage volunteers assigned to decorating on the day of the event.
Entertainment/Events Committee: (manage DOE)
    • Plan and coordinate entertainment for the event (magician, musician, caricature artist, live band, DJ).
    • Coordinate design, printing, and mailing of invitations, as well as design and printing of the event program. signage, and displays
    • Hire a great photographer/ videographer to produce a slideshow for the event list of hiring question to ask will be provided.
PR - External Public Relations Committee:
    • Responsible for external event promotions, including press releases, flyer distribution, social media regarding the event
PR - Event Marketing:

    • Develop and update the website.
    • Compile an online auction catalog to entice attendees.
    • Send event invite email blasts.
    • Coordinate design, printing, and mailing of invitations, as well as design and printing of the event program. signage, and displays.
    • Develop all promotional flyers.
    • Responsible for signage, and displays.
PR - Internal Public Relations Committee: 

    • Promote event using multiple community online calendars.
    • Send event invite email blasts.
    • Post invitation and event descriptions through social media.
PR - External Public Relations Committee:

    • Responsible for external promotions, including press releases, magazine ads, and flyer distribution. all promotional flyers.le for external promotions, including press releases, magazine ads, and flyer distribution.
Raffle Committee:

    • Secure 2 large-scale raffle items for the giveaway at the event
    • Solicit items for auction raffle and coordinate raffle drawing during the event.
    • Determine a package deal for raffle tickt sales.
Sponsorship Committee (INDIV./ Corporate:

    • Responsible for researching, coordinating and monitoring all event-related corporate solicitations/donations. Solicit corporate sponsorship for monetary donations in support of the event. 
    • Helps develop corporate relationships and secure corporate sponsor donations. Includes managing the corporate sponsorship package and updating as necessary.  Keeps running list of target donors, updates sponsorship database as necessary, and coordinates review packages after the event. Serves as ...

Ticket Sales Committee: (arrange, manage, produce, see)
    • Manage ticket selling process and funds,
    • Produce and creatively market tickets. Work with Marketing Subcommittee
    • Decide on ticket package deals with the venue.
Volunteer Coordination Committee: (aka House Leaders)
    • Schedule and oversee volunteers
    • Responsible for overall management of logistics. Includes coordinating volunteer staffing, table counts, room setup/take-down, volunteers duties, etc. Schedule and oversee volunteers on the day of the event.


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Summary:

Summary of The Event Plans

(Event Objective/Mission Statement)

          We will be hosting a silent auction. The goal is 200 attendees, to get 80-150 auction items donated, and to raise $30,000 for the National Leukemia Foundation.  A percentage of moneys raised will be donated to William Ryan Haynes Irrevocable Trust, a cancer “survivor.”  Ryan, who is now in remission, lost his job soon after falling ill at the age of 31.  The event will be held four months from now at Vita, an Italian Restaurant on Peachtree Road in Buckhead, and will be hosted by Amanda Nichols.  Expenses for the event will covered through sponsorship and donations.
            Decorations will be done in orange and green/blue as the accent color which is also the color of the Leukemia Ribbon Symbol.  Orange Flowers on tables, orange balloons, votive candles lit for ambiance. Display Auction For All (ALL) stats throughout venue. Have blown up photos of children with ALL disease displayed throughout the venue. Display inspiring quotes full of hope by children with ALL.  Entertainment will include a magician, a caricature artist, a musician, and a photographer taking pictures of all the guests.  There will be a video wall showcasing Ryan Hayes’ journey back to good health. 
            At the event we would like to see locals socializing with friends over drinks and dinner, all while being entertained and raising money for a good cause.  In addition to raising money we will be raising awareness for the disease by displaying survival statistics throughout the venue. There will be two raffle drawings.  The items raffled off will be two of the priciest items that were donated.  Tickets will be sold individually or as a package deal for a discount.  The 100+ auction items donated will fall into the following 8 categories: 1) Arts & Crafts,  2) Electronics,  3) Food & Drink items,  4) Gift Certificates,  5) Professional Services,  6) Sports & Sporting Events,  7) Special Events & Cultural Events, and  8) Trips and Getaways.
            The target audience will be those who live the Atlanta area who tend to share many of the same interests: fine dining, traveling, volunteering, country clubs, golf, tennis, art, the theater, symphony, and other various cultural  and charitable events.  We plan to promote and to invite guests to the auction through email invites, texting, Facebooking, placing flyers at event venue, place ads on (Craigslist and the AJC calendar), and we also plan to  go out and promote at various locations around town.  Local medical facilities and organizations whose focus is on curing cancer will also be able to help get the word out about the upcoming silent auction Egelston’s Children’s Healthcare of Atlanta, Emory Winship Cancer Institute, The Leukemia & Lymphoma Society, National Children’s Leukemia Foundation, Saint Jude’s Hospital).

Volunteers:

Volunteer Committee Descriptions

Purpose

Event needs to be staffed by our friends. Start recruiting volunteers as soon as the sponsorship menu is disseminated. Volunteers organize the events, including donation solicitation and coordination with vendors and contributors. The committee is responsible for all aspects of putting together a successful event, from front-end planning to follow-up communications. Held during March

General Committee Responsibilities

Tasks and activities can include sponsorship requests, donation requests, and arrangements for entertainments, promote event, ordering and coordinating of supplies, and volunteer coordination and management.

Try to get as many other items (such as printing, flowers, etc) donated to reduce costs. It is the ultimate responsibility of the committee to procure and obtain these items, sell tickets, and fully organize and orchestrate the event. The fund-raising part of the project, should account for 80 percent of your time during the event's planning period. The event's many attractions would be impossible without supplier support so, anything you can possibly get donated, do.  Specific requirements are below:

  1. Be able to set up for auction, attend the event serving as a host/hostess, and help close down/ disassemble the event.
  2. Obtain 3 donated auction items or purchase them yourself. (due early Feb. to the auction committee).
  3. Everyone must sell 10 tickets to the auction.
  4. Work one pre-event shift such as, going out to promote the auction in the evenings around Atlanta.

    5. A List of the Subcommittees are:

    1.    Auction Committee:

    2.    Correspondence Committee:

    3.    Decorations Committee:

    4.    PR - External Public Relations Committee:

    5.    PR – Marketing/ Internal Public Relations Committee:

    6.    Raffle Committee:

    7.    Sponsorship Committee (Individual./ Corporate):

    8.    Ticket Sales Committee:

    9.    Volunteer Coordination Committee: