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:
- 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 interact with current and future chairmen of conventions to schedule space for the annual silent auction. (Move to end of this list and renumber)
- 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.
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: r2 - 02 Nov 2011, RPries