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JobDescriptionSilentAuctionChair
(05 Nov 2015,
BobPries
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---++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:* * <p>To generate sufficient donated items to ensure a successful silent auction.</p> * <p>To coordinate the setup of the annual silent auction.</p> * <p>To monitor the silent auction at all times that the auction is open for bidding.</p> * <p>To ensure that all bidders are properly notified of their successful bids and that bid monies are collected.</p> <p> *SPECIFIC RESPONSIBILITY AND AUTHORITY:* </p> * <p>To generate donations for the annual silent auction.</p> * <p>To place an invitation in the October, January and April AIS Bulletin soliciting donations for the annual silent auction.</p> * <p>To maintain an accurate inventory of all donated items.</p> * <p>To prepare bid sheets for each donated item. There should be a picture of any iris plants donated.</p> * <p>To personally thank each donor for items donated and generate the 501(c)3 donor letter.</p> * <p>To be certain that the bid sheets and specific items are properly coordinated on the silent auction tables.</p> * <p>To enlist sufficient persons to oversee and safeguard the silent auction items at any time that the silent auction is open for bidding.</p> * <p>To prepare a list of successful bidders at the close of the silent auction and make it easily available to bidders.</p> * <p>To collect all monies generated from the bidding and transfer these funds to the proper AIS official.</p> * <p>To interact with current and future chairmen of conventions to schedule space for the annual silent auction.</p> <p> *TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:* </p> <p>By August 15</p> * 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. <font face="Calibri" size="3"> </font> ---++ ---++ 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. 1 To coordinate the setup of the annual silent auction. 1 To monitor the silent auction at all times that the auction is open for bidding. 1 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. 1 To place an invitation in the October, January and April AIS Bulletin soliciting donations for the annual silent auction. 1 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) 1 To maintain an accurate inventory of all donated items. 1 To prepare bid sheets for each donated item. There should be a picture of any iris plants donated. 1 To personally thank each donor for items donated and generate the 501 ( c) (3) donor letter. 1 To be certain that the bid sheets and specific items are properly coordinated on the silent auction tables. 1 To enlist sufficient persons to oversee and safeguard the silent auction items at any time that the silent auction is open for bidding. 1 To prepare a list of successful bidders at the close of the silent auction and make it easily available to bidders. 1 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.
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Topic revision: r4 - 05 Nov 2015,
BobPries
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