Banquet Fundraiser Volunteer Opportunities
Saturday, November 5, 2016, Green Bay Botanical Garden, Green Bay, Wisconsin
5:00 pm - 8:30 pm

Trees For Tomorrow and its Board of Directors are excited to host a banquet fundraiser to support natural resource education and sustainable forestry outreach to our aspiring youth.  Proceeds of the live auction will go directly towards the purchase of equipment and supplies so that students can experience real-life science experiments and data collection regarding environmental science and sustainability.

If you are interested in supporting our cause as a volunteer, please contact Kristine Greb at (715) 891-7607.

Volunteers will help to set-up, clean up, check in and check out guests, greet guests, keep time, run music and visuals, lighting, take pictures, and help with the live auction.  More specifically, we will need someone to record the auction item buyer and amount, someone to enter it into our software, several additional people to help record fund-a-need donations since they come in fast.  (Need several to record fund-a-need to make sure no one got missed in the record.) Need one volunteer for every 50 people to help with auction.

Volunteers should plan on arriving on event day at 3:00 pm.  Pizza, soda, and water will be provided for dinner.  About one week prior to the event we will have a meeting with all the volunteers at the venue to review the job duties.  At that time 2-3 volunteers will be trained on how to use the check in/check out software.  We encourage you to ask about being seated for dinner, some positions would allow this!

Listed below are each of the position descriptions.  We hope you’ll join us in supporting our cause through volunteer work! 

Position

Description

Position Date

Hours

Fundraiser

Are you an extrovert?  Do you love a challenge?  Be brave and fearless helping us raise funds and donations for our event.  You'll make phone calls to various organizations and ask for their support as a sponsorship or through a donation to our raffles and auctions.   You'll follow up with sending them sponsorship or donation forms and arrange for pickup of items.)

3-6 months prior to event

Self-paced position to starts 3-6 months prior up until event.

Set-Up

The ultimate worker bee job:  this is the no-frills (come in your grungy jeans) set-up crew. You'll schlepp, unfold, climb and otherwise lay the framework for the entire evening.

Saturday, November 05, 2016

11:00 AM to 3:00 PM

Décor

Are you the designated present-wrapper in your household? Do you have a knack for making anything look nice? Do you have an eye for design?  If yes, we need you for decorating.

Saturday, November 05, 2016

11:00 AM to 3:00 PM

Attendee Registration

Are you comfortable with data and computers?  We need computer-savvy volunteers.  Welcome and thank attendees for coming as they enter the banquet; Complete attendee registration form (important to get complete information, as this information may be used for payment follow-up and future data base, including email); Process attendee registration.

Saturday, November 05, 2016

3:00 PM to 5:30 PM

Greeting and Table Seating

You'll help orient guests on the venue, and ensure that guests make it through registration and find their way to the reception, auction items, and their dinner table. 

Saturday, November 05, 2016

3:00 PM to 5:30 PM

Fund-in-Need

Speaks to the attendees on the cause captivating them with a compelling story scripted to match our goal.  The script should be no more than 2 – 3 minutes can be a live speaker, a video, or an audio recording. 

Saturday, November 05, 2016

6:45 PM to 7:00 PM

Welcome

You will welcome all attendees to the event and share information about the event and our mission.  This position is usually board president and our Executive Director.

Saturday, November 05, 2016

6:00 PM to 6:15 PM

Packets and Bid #s

Efficient and organized, you can handle 15 things at once and make it look like a snap!   Give Auction Catalog to attendee; Direct attendee to auction items/seating area; You'll ensure that guests receive their bidding numbers and other information so that the entire evening runs smoothly! Thank attendees for coming and let them know you are there to answer any questions they may have.

Saturday, November 05, 2016

3:00 PM to 5:30 PM

Promoter

You could sell ice to an Eskimo and you LOVE chatting with people, especially when you can talk about the fabulous auction items that they won't get anywhere else! You'll answer questions, start bidding wars and congratulate "Buy it Now" winners.  This volunteer gig is high energy and lots of fun.  We need volunteers to walk around the silent auction items and walk around to help guests buy their raffle entries.

Saturday, November 05, 2016

4:30 PM to 6:30 PM

Raffle Ticket Sales - Silent Auction

You're a natural-born salesman/saleswoman!  Are you out-going and have what others would call an infectious enthusiasm? We need volunteers to help attendees buy their raffle entries.

Saturday, November 05, 2016

4:30 PM to 6:30 PM

Event Photographer

The photographer would bring all of their own equipment (cameras, lenses, power packs, etc). The photographer will photograph the crowd, individuals and capture the mood and feeling of the event. This person will  need to provide a selection of digital images and edit as required.

Saturday, November 05, 2016

4:30 PM to 8:30 PM

Floater

Fixers for anything and everything, will help where ever necessary.

Saturday, November 05, 2016

3:30 PM to 6:00 PM

Live Auction Merchandise Handlers

Carry items onto floor for attendees to preview as Auctioneer introduces item; Quickly and effectively move item across stage/through crowd as bidding occurs; show attendees close-up when necessary; move item off floor quickly when sale closes; Work with Auctioneer before auction to determine specific needs.

Saturday, November 05, 2016

6:00 PM to 8:30 PM

Runners

If you have boundless energy, pay attention to details and can be quiet as a mouse then this is the volunteer gig for you! We need help with closing silents, running live items to check out , and running docs from recorders to data entry. This volunteer job takes place during the live auction/dinner; if you sign-up for this job you cannot be seated for the dinner.

Saturday, November 05, 2016

6:00 PM to 8:30 PM

Recorder

You're great with numbers and are naturally organized. You'll be capturing the top bid amount and bid number for each auction item. If you're handy with numbers, you can keep a tally of the money raised as the live auction proceeds. This volunteer job takes place during the live auction/dinner; if you sign-up for this job you cannot be seated for the dinner.

Saturday, November 05, 2016

6:00 PM to 8:30 PM

Live Auction Spotters

Assist Auctioneer by standing in certain sections of the audience, encouraging attendees to bid, helping the auctioneer "catch the bids" and determining attendee number; thank and congratulate attendees and encourage attendees in auction participation. Keep the guests attention. Get to know guests in assigned section before the live auction starts.  This volunteer job takes place during the live auction/dinner; if you sign-up for this job you cannot be seated for the dinner.

Saturday, November 05, 2016

6:00 PM to 8:30 PM

Auction Data Entry

Are you comfortable with data and computers?  We need computer-savvy volunteers to track winning bids.  This volunteer job takes place during the live auction/dinner; if you sign-up for this job you cannot be seated for the dinner.

Saturday, November 05, 2016

6:00 PM to 8:30 PM

Silent Auction Monitors/Closers

Monitor Silent Auction; Efficiently close items that were purchased at “Guarantee Bid” price. Answer attendee questions; Encourage bidding and conversation about silent items; Remove silent bids when respective silent auction closes; Bring closed bid forms to the "Check Out" area for volunteers to process.  You'll walk the silent auction and remove bidding sheets if an item has been purchased at its "Buy it now" price.  You'll also close the silent auctions at the designated times.  Circle winners' bid numbers and deliver to the registration desk. This job pairs well with "Merchandise Pick-up" if you want to sign up for more volunteer time.

Saturday, November 05, 2016

5:00 PM to 8:30 PM

Attendee Check Out

Thank attendees for their purchase and ask them for their attendee number; Process attendee Check-out; Direct attendee to Merchandise Pick-up area;

Saturday, November 05, 2016

7:30 PM to 9:00 PM

Merchandise Pick-Up

If you're a worker bee and pay attention to details, we need you! We're looking for volunteers who will give winning items to attendees.  Thank them again for their support; Thank attendees for their purchase; if there is a line, acknowledge attendees in line and thank them for their patience.  You'll ensure guests have their receipt for the evening and will be the last smiling face they see as you hand guests their winnings.  Look at receipt for items purchased; Retrieve items; Mark off items on receipt with an "X"; give receipt back to attendee; Wrap items as needed; Ensure attendee has assistance with carrying items if needed.

Saturday, November 05, 2016

7:30 PM to 9:00 PM

Clean Up Crew

Gathers everything left behind (auction items, coats, centerpieces, signage).

Saturday, November 05, 2016

7:30 PM to 9:00 PM

Event Follow up

How can you pass this up?  An opportunity to be thankful for the sponsorships, donations, and the attendance is yours.  Help us send thank you notes and donation receipts.

Monday, November 14, 2016

8:00 AM to 3:00 PM

 

Upcoming Events

Sat Oct 14 @ 5:00PM - 08:30PM
Fundraiser Banquet
Fri Jun 01 @ 7:30AM - 03:30PM
Golf Outing Fundraiser 2018
Sat Jul 28 @ 9:00AM - 03:00PM
Forest Fest 2018

Donate Items

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