Transcript Auction Volunteer Kick Off Meeting

Auction Volunteer
Meeting
March 6th, 2013
WMS Library
Auction Volunteer Feb 6th Meeting
Please Silence Cell Phones
• Agenda:
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Introductions 7:00 pm
Schedule 7:05 pm
Cost 7:10 pm
Procurement Status 7:15 pm
Beverage/Wine Procurement Status 7:30 pm
Dessert Dash Status 7:45 pm
Catalog Status 8:00 pm
Decorations Status 8:05 pm
Video Status 8:10
Questions
Team Leaders
• Kari Holsberry – Auction Chair
• Team Captains Stand Up!
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Procurement – Don Kneass
Publicity – VACANT
Beverage – Veronica Szick
Catalog – Margaret Cunningham
Finance/Ticket – VACANT
Dessert Auction – Sarah Gannholm & Erin Nelson
Raffle & Wine Toss – VACANT
Silent Auction – Arian Colachis & Amanda Gross
Live Auction – VACANT
Decoration & Cleanup – VACANT
Check In/Check Out - VACANT
• Please forward me possible Team Captains names
Schedule
1/31/2013 Invitation to Printer 2/5/13
2/9/2013 Invitation Stuffing party
Daphne Minkoff - COMPLETE
Daphne
Email Invite Teaser
2/13/2013 Invites Mailed
Daphne
Letter to staff about discounted/sponsored tix
2/6/2013 Auction Meeting
Kari
2/16/2013 Procurement deadline
2/28/2013 Catalog deadline
3/8/2013 Video Review
3/8/2013 Ticket Purchase Deadline
3/16/2013 Auction!
Margaret Cunningham
Mark Petrak
4 weeks
COST
Budget $19,000
2013
online payments
250
Facility Downpayment
500
auction software
1844.77
Facility balance
4020
Auctioneer downpayment
0
Auctioneer balance
1500
raffle swag
60
Invitation
420
catalog
500
tote bags/merchandise
0
audio rental deposit
545.86
audio rental balance
688.21
bid sheets & number
120
Auction night support
1500
balloons/deco
250
salmon
0
Rover's catering
0
St Cloud's catering
5120
St Cloud's salmon
838.8
linens, plates, glasses
1600
wine
400
TOTAL 19907.64
2012 prices
585
4420
500
2000
47.5
Invitation free last year, 50% off this year
959.93
598.24
545.86
655.36
113.11
1750
208.05
840
1920
1920
1531.25
1112.96
19707.26
Jeb's price has gone up, using St clouds buyer instead
increase per plate from $12 to $16 to add appetizers
Changes/Watch Items
• Due to Associate Student Body (ASB) rules
have been looked at again & students can now
serve dinner. I am coordinating w/ FOWM.
• Watch Item: Auction Costs may be higher then
projected
Procurement Status
Don Kneass
• Goal: $45,000 in procurements
– 30 Live Items, 170 Silent Items
– Restaurant Frenzy $2000
• Currently at 53% of procurement goal
– 17 Live Items, 90 Silent Items
– Restaurant Frenzy $1130
• 2012 (Catalog Items):
– 295 items valued at $58,569, 272 items sold at $46,366
– Restaurant Frenzy $2125
– 36 Live Items, 17 Almost Live Items, 186 Silent Items
• Plan to Hit Goal
– Call for donations on 2/8/2013 via e-mail.
Beverage/Wine Procurement Status
Veronica Szick
What? Sell Wine at Event, Wine Toss & Wine Frenzy.
• Goal: $400 max expenditure on beverage purchase
• Procured: 2 cases of beer, 2 cases of Wine, 5 single bottles & several wine
& app tastings
• 2012 Purchases: 16 cases of wine at $1113
• 2012 Sales (non-catalog):
– Bar Sales $943
– Wine Toss $1560 ($20 per chance)
– Wine Frenzy $600 (I believe – hard to tell from records)
• Plan to Hit Goal
– Have wholesale list to purchase remaining for bar sales
– Call parents to get donations of upper end wine $50-$100 range
– Call for donations on 2/8/2013 via e-mail.
Dessert Dash Status
Erin Nelson & Sarah Gannholm
• Goal: 35 cakes/desserts
• Procured: 50% of Goal
• 2012 $6,000 (non-catalog)
• Plan to Hit Goal
– Call for bakers on 2/8/2013 via e-mail.
Catalog Status
Margaret Cunningham
• Will engage team in order to have all items
ready for print by 2/28/2013.
Decorations Status
No Captain
• Goal: Decorate tastefully but cheaply
– I plan to use a mixture of floating candles in glass, fabric
for the auction tables, fresh flowers and purple and gold
balloons for centerpieces
• 2012 Purchases: $210
• Plan to Hit Goal
– Order balloons (see if some can be donated)
– Call local florists to donate a vase of flowers (which can
also be bid on)
– Getting flower distributor contact info
Video for Raise the Paddle Status
Mark Petrak
• Some filming is starting this week. Mostly “B”
reel stuff to be used as filler and background.
We are formulating a shot list and a list of
interviews we want to do.
• Waiting for interview info from Principal
Halfaker.
Questions & Answers