Responsible for promoting and conducting auctions and collecting donations from individuals, lodges, and businesses.
Detailed Responsibilities
- Communicate regularly with Auctions Adviser (via phone, text, email, etc.) to keep track of and meet goals, discuss challenges, and find solutions. Promptly communicate with section officers if there are any problems.
- Attend monthly check-in meetings with the Section Secretary and/or other officers.
- Produce a dated calendar and plan with goals and objectives that will ensure you meet the key dates set forth by the COC (see below). Be proactive in trying to meet these components in a timely manner.
- Develop a budget to use your allocated funds. Do not exceed your budget.
- Conduct a detailed inventory pre and post-Conclave. Work with the Section Adviser and Auctions Adviser to order new materials as necessary.
- Work with lodges to ensure that lodge merchandise is for sale.
- Submit a list of needs to each lodge. In the past, each lodge has provided a basket of goods that contains lodge merchandise and themed items.
- Collect donations for Auctions. Inventory these items, and appraise them.
- Write thank-you letters to high level donors, business, and bidders.
- Write promotional pieces detailing trading post offerings and previews of some auction items. Work with the Section Communications Committee to send these out to participants.
- Work with the CVC of Administration to ensure that information about auctions is included in the Conclave Booklet.
- Run a silent Auction throughout the day on Saturday and a live Auction on Saturday night. Ensure that all successful bidders receive their items and all money is collected.
- Work with the CVC of Site to request any onsite resources that you may need to run your event by the indicated deadline.
- Work to recruit other staff members and volunteers that will be needed to run the auctions.
Submit an evaluation on Auction activities to the section within 30 days of the conclusion of the 2025 Conclave.