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TLDR

Everything boiled down to a bullet list.

  • Before auction:

    • Sponsors and community members can donate items to the auction.
    • Key auction sponsor to cover food/drink costs.
    • $5 per person registration to cover room cost.
    • Create google doc spreadsheet & donation submission form
    • Communicate w/ donors & sponsors.
    • Collect auction items in staff room.
    • Split donations into ~30 items for auction and rest for raffle (if item is >=$250, must be auctioned.)
    • Each auction item gets a description card w/ item #
    • Key raffle items get unnumbered cards
    • Sponsors w/ expo booth get card for booth
    • Print thank you cards w/ custom logo, arts&crafts, etc.
    • Print out list of #'d auction items for checkout
    • Print out list of raffle items for MC to talk about during introduction preamble.

  • Auction Room setup (flip left and right as best fitting)

    • Make it look pretty
    • Stage in center with podium
    • 2 or more hand microphones w/ PA system by stage
    • Large TV (or 2 or projection) by stage
    • Laptop connected to TV/projection (connect to sound only if required for special events)
    • Table labeled "auction" items on right side of stage, display items w/ cards
    • Table labeled "raffle" items on left side, display items w/ cards
    • Table on far left for selling raffle tickets and winning checkout
    • Table with packaging materials past checkout
    • High coffee tables by door entrance with numbered bidder paddles.
    • Table outside room for accepting tickets, or charging $5 at door (space allowing). NOTE:Only PSF accountants accept money

  • Volunteer roles

    • PSF accountants 3+ - only ones who can take money, at door, raffle tickets, and winning bids. Only PSF staff work the door.
    • MC 1 - Manages setting up the room, cleanup, volunteers, runs the auction, reads introduction, and selects auction item order.
    • Auctioneers 4+ - Read the item description card. Auction the item. Write the winning bid on the card. Hand card to runner.
    • Runners 4+ - Take the item being auctioned and walk it around the room. Take the winner to the auctioneer for the card, and then to checkout.
    • Helper 1+ - Help fill out raffle slips, enter the raffle slip info into the spreadsheet, draw raffle winners, help with item packaging.
    • everyone? - Help w/ room setup and cleanup.

  • Raffle

    • Raffle tickets are $1 each (no discounts for many)
    • Raffle slips (carbonless copy) are used with # tickets purchased on it. Each slip has a unique ID.
    • Raffle slips are paid for and stamped by PSF checkout.
    • Additional tickets can be added, must be added to CC book, and stamped again.
    • A person can only win ONCE no matter how many tickets are purchased.
    • Raffle slip ID's will be drawn throughout the auction, with ID's called out and typed on laptop to be displayed on TV/projection.
    • raffle.py for drawing winners.
    • Raffle is first come first server, pick what you want from remaining items available.

  • Auction

    • PSF staff manage the door, accepting tickets or charging $5 entrance fee.
    • MC gives the introduction explaining how it works.
    • MC picks item order (w/ help from others)
    • Auctioneer takes item and card. Calls for runner to take the item. Reads the card.
    • Auctioneer actions item, standard 3 call, and writes winning bid on back of card.
    • Runner goes to the winner, brings them to the auctioneer for the item card, and then to checkout to pay.
    • PSF accountant checks the person out, and denotes in the record the item # on the card in the record.
    • MC intersperses raffle winner announcements (10 at a time) managing for everything to go!

  • After auction:

    • PSF accountants supply item #, winning bid, bidder info
    • winners get hand written thank you cards
    • delta (bid-value) reported to accountants