Volunteer Job Descriptions - Colorado Springs Branch

Brief Volunteer Job Descriptions
JDRF Colorado Springs Promise Ball – Let Your Light Shine
May 9th, 2015
The Broadmoor
Area
Brief Job Description
Time Commitment
Greeters
Welcome patrons to the event and direct them to
the registration area and to the cocktail reception.
4:30 - 7:00 p.m.
Welcome patrons and give them their bid card, seating
assignment, and catalog. Volunteers will be working in
pairs at this station located in the lobby.
4:30- 7:00 p.m.
Registration
Grand Prize
Drawing Sales In teams of two, circulate during the reception,
and throughout the evening selling items to
patrons. You will also describe the prizes that
are available to win and then deliver the patron’s
information to the bank.
Seating
Setup
Silent
Auction
Live Auction
Spotters
Volunteers are stationed at the ballroom doors
directing patrons to their tables using a guest list.
Assist in setup of Silent Auction and Ballroom
Evening of May 8th (times TBD) and Morning of May 9th
5:00 - 7:30 p.m.
4:30 - 8:30 p.m.
8:00 a.m. – 4:00 p.m
During the silent auction remain in the silent
auction area to oversee the displayed items.
At the auction closing, circle the winning bid
number, collect the top copy (white) of the bid sheet
and take it to the bank. Then move all silent
auction items and the yellow copy of the bid sheet to
the item pick-up area.
4:30 - 7:45 p.m , 6:00-10:00
Spotters will help our auctioneers locate those
patrons bidding on live auction items. Use a
light stick to point quickly at the bidder
and, when the item has been successfully sold,
point towards the winning bidder to help
runners locate patrons who have successfully
bid on items.
5:30 – 9:00 p.m.
Volunteer Job Descriptions short
Live Auction
Runners
Live Auction
Recorders
Live Auction
All Bid
Recorder
Silent
Auction
Closing
Bank Data
Entry and
Invoicing
Runners will retrieve information from the auction
recorder, take the bid info to the winning bidder
for signature and then return the signed bid sheet
to the cashier.
7:00 - 10:15 p.m.
Located at a table at the base of the stage, record
the successful live auction bids using the Bidder
ID system, give the auctioneer names of successful
bidders.
7:00 - 10:15 p.m.
One volunteer who records ALL bids on Live Auction
Items. The purpose of this role is to ensure that JDRF
knows of all bidders interested in an item. On occasion,
a buyer will have remorse or will not meet the payment
obligation. This role will help ensure that JDRF is
able to resell the item to the next highest bidder from
gala night.
7:00 - 10:15 p.m.
You will direct people into lines to pick up their
invoices, to pay, and to pick up their items.
9:30 - 11:30 p.m.
As silent auction, live auction & other bid slips
are brought to the bank, you’ll work with a
representative and enter winning bids into
the computer. You will also handle the filing
of bid forms and reports. Later, as gala
patrons come to check out, you will print
out the patron’s invoice for items purchased.
6:30p.m. - 12:00 a.m.
Accept and process payment from winning bidders.
6:30 p.m. - 12:00 a.m.
As the auctions close, box/prepare the item to
be delivered to the customer when they check
out. As invoices marked “PAID” are presented,
retrieve the patrons' items.
9:00p.m. - until closed
At the end of the evening, volunteers will collect
everything left in the ballroom, checkout, and
foyer, putting all items into the storage room.
11:30 p.m. – 1:00am
Bank Cashier
Item Pick-Up
Clean Up
Volunteer Job Descriptions short
Before/After-Gala
Office Work Help out April 27th – May 8th and/or May 11th- May 15th
Times TBD in the JDRF office. Send out items,
invoice patrons, organize, administrative help.
Volunteer Job Descriptions short