POSITION TITLE: Silent Auction Chair 11-5-2015

BASIC FUNCTION:
  • To coordinate all aspects of the annual silent auction and to ensure the efficient implementation of the annual silent auction.
REPORTING RELATIONSHIPS:
  • Appointed by the AIS President and responsible to the Board of Directors.
MAJOR FUNCTIONS:
  • To generate sufficient donated items to ensure a successful silent auction.

  • To coordinate the setup of the annual silent auction.

  • To monitor the silent auction at all times that the auction is open for bidding.

  • To ensure that all bidders are properly notified of their successful bids and that bid monies are collected.

    SPECIFIC RESPONSIBILITY AND AUTHORITY:

  • To generate donations for the annual silent auction.

  • To place an invitation in the October, January and April AIS Bulletin soliciting donations for the annual silent auction.

  • To maintain an accurate inventory of all donated items.

  • To prepare bid sheets for each donated item. There should be a picture of any iris plants donated.

  • To personally thank each donor for items donated and generate the 501(c)3 donor letter.

  • To be certain that the bid sheets and specific items are properly coordinated on the silent auction tables.

  • To enlist sufficient persons to oversee and safeguard the silent auction items at any time that the silent auction is open for bidding.

  • To prepare a list of successful bidders at the close of the silent auction and make it easily available to bidders.

  • To collect all monies generated from the bidding and transfer these funds to the proper AIS official.

  • To interact with current and future chairmen of conventions to schedule space for the annual silent auction.

    TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

    By August 15

  • Prepare an invitation to donors and have published in the October, January and April issue of the AIS Bulletin.
Ongoing
  • As donations are received, maintain a current running.
  • Inventory (master list) and prepare bid sheets for each item.
As items are received.
  • Communicate with the donor with a statement of thanks and provision of information as to shipping of auction items.
At annual AIS meeting.
  • Setup the silent auction items with appropriate bid sheets.
  • Monitor silent auction items at all times that the silent auction is open for bidding.
At the close of bidding.
  • Prepare the final tally sheet, post and distribute to busses in the morning.
  • Collect the bid monies; disperse the bid items to the successful bidders.
  • Make certain 501(c)3 letters have been sent to all donors.
  • Immediately begin to prepare for the next annual silent auction.

POSITION TITLE: Silent Auction Chair

BASIC FUNCTION:
  • To coordinate all aspects of the annual silent auction and to ensure the efficient implementation of the annual silent auction.

REPORTING RELATIONSHIPS:
  • S/he is appointed by the AIS President and responsible to the Board of Directors

MAJOR FUNCTIONS:
  1. To generate sufficient donated items to ensure a successful silent auction.
  2. To coordinate the setup of the annual silent auction.
  3. To monitor the silent auction at all times that the auction is open for bidding.
  4. To ensure that all bidders are properly notified of their successful bids and that bid monies are collected.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. To generate donations for the annual silent auction.
  2. To place an invitation in the October, January and April AIS Bulletin soliciting donations for the annual silent auction.
  3. To interact with current and future chairmen of conventions to schedule space for the annual silent auction. (Move to end of this list and renumber)
  4. To maintain an accurate inventory of all donated items.
  5. To prepare bid sheets for each donated item. There should be a picture of any iris plants donated.
  6. To personally thank each donor for items donated and generate the 501 ( c) (3) donor letter.
  7. To be certain that the bid sheets and specific items are properly coordinated on the silent auction tables.
  8. To enlist sufficient persons to oversee and safeguard the silent auction items at any time that the silent auction is open for bidding.
  9. To prepare a list of successful bidders at the close of the silent auction and make it easily available to bidders.
  10. To collect all monies generated from the bidding and transfer these funds to the proper AIS official.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

By August 15 -
  • Prepare an invitation to donors and have published in the October, January and April issue of the AIS Bulletin.

Early February -
  • send letters of thanks to previous donors and invite them to make donations to the current silent auction.

Ongoing -
  • as donations are received, maintain a current running
  • inventory (master list) and prepare bid sheets for each item.

As items are received,
  • communicate with the donor with a statement of thanks and provision of information as to shipping of auction items.

At annual AIS meeting,
  • setup the silent auction items with appropriate bid sheets.
  • monitor silent auction items at all times that the silent auction is open for bidding.

At the close of bidding,
  • prepare the final tally sheet, post and distribute to busses

in the morning.
  • Collect the bid monies; disperse the bid items to the successful bidders.
  • Make certain 501 ( c) (3) letters have been sent to all donors.
  • Immediately begin to prepare for the next annual silent auction.
Topic revision: r4 - 05 Nov 2015, BobPries
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