Job Descriptions

Volunteer Positions

Thank you for your interest in volunteering at the upcoming Thornton Creek Auction event.

Note – *Indicates Auctioneer will meet with these respective volunteers to talk specifically about what she needs and expects and to ensure the right volunteers are in place.

Setup:

This is a fast paced, physical job that involves working in teams to perform tasks such as setting up banquet tables and chairs, laying out table cloths, hanging decorations and signs, arranging items for the silent auction, setting up the bar stations, and many others.
»Qualities Needed: Enjoy a physical activity, ability to lift heavier items, like to work collaboratively, attention to and good eye for details.
Timeframe: 9-noon, noon-3p.m.

Clean up:

This is a fast-paced, physical job that involves bagging and carrying out trash, folding up banquet tables, stacking chairs, removing decorations, sweeping up, and loading auction debris into cars to return to Thornton Creek. It’s helpful if people on the clean up crew are willing to load items into their car (boxes of decorations, clipboards, etc.) and drop them off at Thornton Creek the following morning.
»Qualities Needed: Enjoy a physical activity, ability to lift heavier items
Timeframe: 9-11p.m.

Greeters:

Welcome auction attendees as they enter the auction; direct them to registration and answer any questions they may have;  advise guests about the check-in registration process and encourage them to pickup an opening cocktail.
»Qualities Needed: Warm, friendly, and enthusiastic personality, ability to focus on individuals, excitement for the event, overall sense of auction organization, staff, volunteers, and facility layout.
Timeframe: 4:30-6p.m.

Guest Check in/ Registration:

Welcome and THANK Bidders for coming; Process Bidder Registration in Readysetauction system; give Auction Catalog, Nametags, bidder signs to bidder; ask bidder if they have any questions; direct bidder to auction items/seating area. If there is a line, acknowledge bidders in line and thank them for their patience; answer any questions bidder may have. Once all guests have checked in, remain at registration until end of shift entering purchase data from silent and live auction into Readysetauction system.
»Qualities Needed: Warm and friendly personality, trouble-shooter, strong organizational skills, multi-tasker, good listener, computer skills (if using computer process).
Timeframe: 4:30-8p.m.

Party Sign Ups:

Remain stationed near the area where parties are being sold. Answer bidder questions about parties. Promote enthusiasm about party offerings. Once all spots in a party are sold, efficiently close out bid form and take to registration/check out area for processing.
»Qualities Needed: Assertive and fun personality, enthusiastic, ability to market parties in an enticing and descriptive manner
Timeframe: 4:30 – 7p.m.

Raffle Tickets/Heads and Tails Game Sales:

Circulate among guests during the silent auction, carrying a tray featuring the item that can be won during the heads and tails game. Explain rules of game to guests, and encourage them to sign up to participate. Record guests who will participate in game on a bid sheet. Once the silent auction has ended, take the bid sheet to the check out/registration area for processing.
»Qualities Needed: Assertive and engaging personality, strong verbal communicator, legible writing.
Timeframe: 4:30-7p.m.

Live Auction Spotters*:

Assist Auctioneer by standing in certain sections of the audience, encouraging bidders to bid, helping the auctioneer “catch the bids” and determining bidder number; thank and congratulate bidders and encourage bidders in auction participation. Keep the guests’ attention. Get to know guests in assigned section before the live auction starts.
»Qualities Needed: Assertive and fun personality, enthusiastic while not disrupting the auction, the auctioneer or bidders, ability to read nonverbal queues, attentive to auctioneer needs, high school pep rally experience helpful but not necessary.
Timeframe: 5:30-10p.m.

Merchandise Handlers*:

Carry items onto stage for bidders to preview as Auctioneer introduces item (be certain it is the CORRECT item). Quickly and effectively move item across stage/through crowd as bidding occurs; show bidders close-up when necessary; move item off floor quickly when sale closes. Ensure Auctioneer is not blocked to bidders by item. Put item in designated area. Retrieve your next item you will be showing. Get in your numerically ordered position to show. Work with Auctioneer before auction to determine specific needs.
»Qualities Needed: Engaging and enthusiastic personality, ability to read non-verbal queues, attentive to auctioneer needs; ability to move very quickly and life heavier items. This position appears to be “showy” but actually requires you “show” the item off more than, well…yourself.
Timeframe: 5:30-9:30p.m.

Silent Auction Monitors/Closers:

Monitor Silent Auction;  efficiently close items that were purchased at “Buy it now” price. Answer bidder questions. Encourage bidding and conversation about silent items. Station self to remove silent bids when respective silent auction closes. Bring closed bid forms to the “Check Out” area for volunteers to process. Move silent auction items to merchandise packaging area once silent auction ends.
»Qualities Needed: Assertive and engaging personality, strong verbal communicator, ability to assert one self easily, ability to move very quickly.
Timeframe: 5-7p.m.

Live Auction Totalers/Recorders*:

Ensure Live Bid sheets match order and descriptions in the guests and Auctioneer catalogs prior to the auction. Record all sales made by the Auctioneer on the individual Live Bid sheets provided. Disallow any disruption of your role by anyone. Serve as a second set of ears for the Auctioneer. Record raise the paddle amounts quickly and accurately.
»Qualities Needed: Strong concentration, focus on one task, ability to ignore outside noise, good with numbers, trouble-shooter, spontaneous, legible writing, ability to complete paperwork.
Timeframe: 5:30-10p.m.

Raise the Paddle Totaler:

Rapidly calculate running bid totals as Laura acknowledges bidders at various levels. Be able to provide auctioneer an immediate and accurate of cumulative total in raise the paddle portion of auction.
»Qualities Needed: Strong concentration, focus on one task, ability to ignore outside noise, good with numbers, trouble-shooter, spontaneous.
Timeframe: 5:30-9:30p.m.

Recorder/Checkout Runner:

Carry auction recording forms from the live auction recording station to the check-out station for processing. Run back and forth every five items or so to assure efficient processing.
»Qualities Needed: Ability to move very quickly, attention to track auction progress.
Timeframe: 6-10p.m.

Dessert Dash:

Collect dessert bid forms from tables and tally totals to determine order tables will be called to select their dessert (highest bidding table goes first). Assist table representatives in selecting their dessert, answer questions about desserts, and assure all table representatives receive proper serving equipment/plates, etc. After all desserts are sold, take dessert bid forms to check out/registration area for processing.
»Qualities Needed: Assertive and fun personality, enthusiastic, ability to move very quickly, good with numbers, ability to describe dessert in an enticing descriptive manner.
Timeframe: 8-9p.m.

Merchandise Packaging:

Sort items into the merchandise bags of winning bidders for pickup at the end of the evening. Look at bid slips to determine winning bidder number; retrieve items; mark off items on receipt with an “X”; insert into merchandise bags.

»Qualities Needed: Warm personality, strong organizational skills, attention to detail, patience, ability to lift heavier items.

Timeframe: 6-9p.m.

 

Merchandise Pick-Up:

At end of evening, provide merchandise bags to bidders. Work with bidder to address any problems/missing merchandise as needed. Wrap items as needed; Ensure bidder has assistance with carrying items to car, if needed.
»Qualities Needed: Warm personality, strong organizational skills, attention to detail, patience, ability to lift heavier items.
Timeframe: 9-10:20p.m.

Guest Check-Out:

At the start of shift, enter purchase data from silent and live auction into Readysetauction system. Once guests begin leaving, thank bidders for their purchase and ask them for their bidder number. Process Bidder Check-out via computer; direct bidder to Merchandise Pick-up area; acknowledge bidders in line and thank them for their patience.
»Qualities Needed: Trouble-shooter, strong organizational skills, multi-tasker, and good with numbers, tidy with paperwork, can perform kindly, quickly and accurately under pressure, computer skills
Timeframe: 8-10:30p.m.

Balloon Pop Game:

Set up at the Buy It Now Board station, Bidder pops a ballon with a pin and the tag inside describes what is won. The Balloon Pop Game volunteer at this station will explain game rules, record players bid numbers, and present them with the winning item.
»Qualities Needed: Engaging and outgoing since it has a lot of people interaction, and not frightened by the sound of balloons popping!
Timeframe: 4:30 – 7pm

Buy It Now Board:

At the Buy It Now Board station, station guest will purchase items at a fixed price. The Buy It Now volunteer will explain how the process works, answer questions about merchandise, record purchaser bid number, label sold items, and present bidder with purchased item.
»Qualities Needed: Friendly and engaging, and enthusiastic about promoting Buy It Now items.
Timeframe: 4:30 – 7:00pm

 

*Indicates Auctioneer will meet with these respective volunteers to talk specifically about what she needs and expects and to ensure the right volunteers are in place.