Key Roles & Responsibilities of Auction Volunteers
There are many roles that need to be filled when it comes to throwing an auction. Developing clear roles and responsibilities will help set you up for success. I believe that there are two main planning categories of throwing an auction: Event Planning and Item Procurement.
Now it certainly depends on how many volunteers you have helping you AND how much time you have to dedicate to this event. In my experience, I have had small volunteer groups (5-8 people) that were dedicated to the fundraising team. Of that group, some folks were very committed, while others helped when they could. The ebb and flow of volunteer dedication is normal, which is why I recommend recruiting as many volunteers as you are able to.
When you have established your team, clear delegation of responsibilities and expectations is crucial. I broke down the list of responsibilities that you could expect to fall under either the Event Planning process or the Procurement Process.
Event Planning Duties for an Auction
Set event goals & objectives*
Establish a budget*
Create a timeline*
Secure event logistics like: a venue, a caterer, entertainment, auctioneer, A/V equipment, permits/ insurance, clerking service, auction platform*
Determine an event theme
Coordinate event decor & theme alignment
Coordinate event marketing & promotion
Develop auction program & materials
Volunteer management*
Financial Management/ Budget ownership*
Event execution and coordination - day of the event: set up/ clean up/ event management
Organize the Fund an Item moment*
Organize dessert dash and/ or other auction “games”
Procurement Duties for an Auction
Solicit donations from local businesses
Solicit donations from individuals
Solicit sponsorships from businesses/ larger corporations*
Procure items for purchase or consignment*
Procure for auction games
Follow up with existing solicitation outreach
Coordinate *Special* items for the auction such as: Class projects, Teacher Experiences*
Track and document donations
Input donations and descriptions into spreadsheet or software
Send “Thank you’s” to donors & sponsors
Ensure proper documentation and acknowledgment of donors*
The items with the asterisks* are higher responsibility items that the leadership team should manage or delegate to highly responsible volunteers.
In my experience, the Event Planning side tends to happen in bursts. For example, you find a venue, secure it, and cross it off the list. Auction Item procurement is more “always on” - meaning, you have to constantly be reaching out to and following up with businesses to secure enough items for your event.
I had our volunteers do a bit of everything because I had a small group and we had to approach it this way. The following is an accounting of what it looked like for us, but your process is likely to vary based on your needs and resources.
At the beginning of the year, we initiated our auction planning with a kick-off call. During this session, I provided the volunteers with detailed insights from my "Auction Resource Packet" and outlined my expectations. The initial task assigned to each volunteer was to contact over 20 businesses for item procurement. Leveraging a comprehensive list of local businesses that had supported us previously, every team member selected 20 businesses for outreach, taking on responsibilities such as follow-ups, data entry, item collection, and expressing gratitude through thank-you notes and donation receipts to their designated businesses.
While my counterpart and I handled various event planning aspects, we also delved into procurement from our list of chosen businesses. Embracing my role as the team leader, I willingly shouldered additional responsibilities. However, the more recruits we had, the easier it became to distribute tasks effectively.
Beyond tasking volunteers with procurement, we held regular in-person meetings, ranging from one to two per month or more depending on the month. These sessions served as vital forums to discuss the progress of procurement, outstanding tasks, and seek ideas and assistance in crucial areas. These gatherings played a pivotal role in fostering genuine connections within our team. I infused an element of fun into the meetings, providing refreshments and music while engaging in light conversation. Through these interactions, I began to familiarize myself with team members, gradually uncovering their individual strengths. For instance, one team member, with a design degree, took charge of developing the event theme and decor, while another, passionate about drawing, crafted our signage and marketing materials. These meetings not only enhanced our understanding of volunteers' capabilities for auction planning but also strengthened their commitment to the cause. Over time, volunteers shouldered additional responsibilities, especially as the event approached.
The success of an auction hinges on the collaborative efforts of a dedicated team, balancing the intricacies of event planning and item procurement. The breakdown of roles, whether in setting event goals or securing valuable donations, underscores the importance of clear delegation and effective teamwork. As the dynamics of your team evolve, so too will the shared responsibilities, fostering a sense of connection and commitment. Cheers to a successful auction, fueled by collaborative spirit and shared triumphs!
