FUNDRAISING INFORMATION

Silent Auction & Wine Tasting Fundraiser

Since 1988 we have held a Silent Auction & Wine Tasting Fundraiser, usually in February or March. Prior to 1988, fundraising was spread out over numerous smaller events. One big event, while requiring much intensive effort, was felt to be a more effective use of everyone’s time. In its first year, this benefit auction raised $8,900, and proceeds have steadily increased each year. In 2005 we raised just over $120,000. Our school’s financial well-being is dependent upon the success of this event as we traditionally budget 43% of our working income to come from the event. Thus, by participating in this event, you help support our school.

Parent Fundraiser Responsibilities

Each family must complete the following 3 tasks in conjunction with the fundraiser:

1. Serve on an Auction Committee
2. Bring-in donated items to be sold at the Silent Auction
3. Sell tickets to the event

Below is a brief outline of the committees involved. As the event approaches, you will be given more specific information regarding each aspect of the committees.

Parent Responsibility #1: Committees
Each committee is organized by a committee chair. Committees generally have from two to six members. Usually it is not necessary for committees to meet formally in order to get organized – most of that is done via the telephone or e-mail.

Below is a list of all Auction committees, a brief description of the responsibility of each one (specific responsibilities may vary, but these general descriptions can give you an idea) and a brief Benefits and Opportunities recap. As you might imagine, certain committees require more time than others, some concentrate their work during the event itself, others before or after. Try to place yourself on a committee that interests you as well as works with your time schedule.

• Donations (non-wine): The chairperson organizes and keeps track of what has been turned in and which businesses have been contacted; sees to collection and storage of non-wine donations, sends letters to all “out-of-the-area” businesses (e.g. Disneyland, Marine World, etc.) and handles overflow from other committee members. Other members solicit donations from businesses, by region (St. Helena, Yountville, Napa, Calistoga) that Co-op families did not sign up for by a specified date.
• Wine Donations: Solicits, collects and organizes wine donations from local wineries. Keeps track of all wineries contacted and provide information to Donation Computer person. Picks-up wine, stores at a central location and brings to the Auction site.
• Computer: A two person committee who work closely with Donation and Wine Donation committees and Fundraiser Chair to maintain data base of donors& attendees, and auction lots. Also, produces bid sheets, program & brochure and works/audits the event._Visuals: Instrumental in theme development and implementation. Oversees all visual aspects of the event.
• Set-up & Clean-up: Prepares rooms before event in conjunction with Visuals Committee and cleans-up after the event, bringing the room to its pre-fundraiser state. Makes sure all borrowed items are returned after the event.
• Bid Sheet & Auction Item Prep/Set-up: Proofreads all bid sheets and prepares them for display at the Auction. Comes before the event to help organize the Auction room and match items and their corresponding bid sheets.
• Ticket Sales, Registration and Greeting: Creates tickets and bid number cards, organizes ticket sales, greets and registers guests the night of the event and assigns bid number.
• Table Closing & Bid Sheet Recording: As tables close, pulls bid sheets from table and log on bidder’s tally sheets. Open to answering questions from bidders regarding items they have “won.”
• Table Clearing and Item Distribution: Night of the event, gathers items as tables close, and organizes in designated area for easy identification & retrieval. Upon being presented a paid receipt, retrieves items listed for paid bidder. Graciously thanks bidder! This committee also over-flows into Sunday morning to finish facilitate distribution of items not picked up Saturday night.
• Money Collection: Collects money after event, provides receipts. Designated members will be assigned to collect money and help distribute items on Sunday morning.
• Wine Tasting: Solicits wineries (usually eight to ten) to pour wine at the Auction. Gathers items needed for the wineries for the evening. Gets tables ready the night of the event. Helps clean-up after event and returns borrowed items.
• Food: Prepares list and recipes for appetizers and desserts. Prepares and posts sign-up sheets with recipes and makes sure each family has signed up. Works in the days before the event to assist with food prep, or arrives before event to make-up food trays, depending on committee’s planning. Coordinates food throughout the evening. Cleans-up after event and returns all materials to appropriate places.
• Invitations & Thank Yous: Oversees printing and mailing of invitations, if necessary. Writes and mails thank you notes as donations come in and after the event to all participating persons and businesses in a timely manner.

Parent Responsibility #2: Donations
All families are required to provide a certain number of donations. This number is determined each year by the Fundraising Chairperson, but usually is around two or three, depending upon the number of families in the Co-op, fundraising goals and needs, etc.

Donations are the key to the fundraiser. Obviously, the more “good” donations we have, the more money we raise. Donations may be solicited from local businesses and especially businesses you frequent (restaurants, hotels, your doctor, your dentist, grocery store, bicycle shop, shoe store, hardware store, travel agent, health food store… just to name a few) or may be a ‘home-made’ item such as a child’s robe or quilt, hand-made necklace or baby-sitting services. Certain categories typically hold their value more than others, for example, on the average, restaurants bring in 95% of their retail value where as apparel items bring in about 70% of retail.

Parent Responsibility #3: Tickets
Each family is required to sell four tickets. Co-op members must purchase their own tickets if they are planning to attend or are working the event. Most members sell their tickets to friends and relatives. Each ticket holder is eligible for door prizes, so selling tickets to people who are unable to attend the event works as well. The Ticket Sales Committee Chair can assist families needing leads to help sell their tickets.

 

 

.