Volunteer Coordinator roles and responsibilities

September

Prepare draft parent volunteer list for Parent Night ( explain roles and requirements
with new parents , have a sign up sheet
Support with the brainstorming of parent testimonial
Support with the brainstorming of the student testimonial
Support with video scheduling

October

Source to find set up site

Support with the first Spring Gala newsletter
Email draft volunteer schedule for returning parents to confirm whether they want to
continue with the same role or change

November

Confirm with auction lead regarding inventory and supplies needed

December

Filming schedule (video)

Coordinate with the auction lead for list of items needed through Aeroplan items to
purchase (up to 4 weeks to ship /Order silent auction supplies
January
Secure set up site and content insurance
Coordinate gift idea for emcee with Auction lead
Get napkin rings ready for volunteers

February

Confirm external volunteers with committee lead(i.e. Sait)

Request from Vik to order (scissor lift, table clothes, auction tables)
Support with finalize the format of Heads & Tails, Wine Raffle, and Fund a Need ( all
materials are typically organised by the admin team in the past- see attached list)
Schedule pick up of milk crates (70)- (delegated to Karli to contact)
Apply for raffle license- (delegated to Paige in the past)
Get floor plan from Vik to organise how the layout of the auction sections .
March

Week of:

Arrange pick up pens from storage for auction, heads and tails and wine raffle
Staff volunteer list

Thursday before (Friday will be onsite)

Bring items to Commonwealth for Friday set up (volunteer schedule, bins with chair
covers, napping rings, centre pieces, pins for auction table covers etc..)
Bring stickers to number the bid sheets & items
Admin to pick up crates
Admin to pick up last basket items and bring to commonwealth
Yolande to load items at school in car and drop off items at commonwealth (chair
covers, napkin rings, steamers etc..)
Three of us to cover the auction tables etc..

Friday: Time 9:00 meet at the commonwealth (admin team)

Three of us to cover the auction tables etc..

Cover the rest of the auction tables/direct volunteers to their duties
Direct volunteers to their duties
Miscellaneous task as needed

Day of

Have live auction packages ready for winners and inform cash out volunteers
Debrief with registration and cash out volunteers
Give gift certificate binder to Registration/Cash out Lead
Assign someone to check on silent auction bids
Assign someone to get live auction winning bid numbers
Meet with registration/cash out team at 5:00pm for orientation and training
(tape sample credit card slips and instructions to the back of the bid file
boxes) credit card slips, credit card machines and float (registration, 50/50,
wine, heads & tails, balloons, etc.)
morning a.m. 10:00 at Commonwealth (Yolande and Teresa)
Meet with 10 volunteers and assign duties:

Sunday: (Admin team) noon till completion

Cory to take down the signs

Admin team assist with take down etc..
Monday and week after
 Assist with calling winners of unclaimed items, go through each file and confirm the
correct amounts/ note items that went will in the auctions

Miscellaneous admin duties

Roles and Responsibilities
Time commitment: Approximately 30+ hours

1. Donor chits for Tina/Sussy

2. Order milk crates from Mike
3. Order Costco gift cards for flowers
4. Order other gift cards or items from Aeroplan
5. Number and print bid cards
6. Organize and number bid boxes
7. Print bid number signs to go up in the entrance way
8. Heads or Tails
Labels
Envelopes
Bid cards
9. Production team nametags
10. Raffle ticket seller nametags
11. Order basket supplies
12. Order table runners
13. Coloured numbering labels for silent auction
14. Pre-gala ticket sales (credit card)
15. Tally bid purchases, raffles sales, donations, etc.
16. Process credit card payments (after gala)
17. Contact purchasers of items left behind
18. Chase up declined credit card payments
19. Create payment breakdown spreadsheet (silent auction, live auction, cash
auction, cash donation, wine raffle sales, heads or tails, beer raffle sales, tickets,
etc.)
20. Compile and name student photos for napkin rings
21. Organize table wine sales
22. Order raffle tickets
23. Pre-cut raffle tickets in groups of 5/10
24. Tax receipts and thank you letters
25. Order supplies for bid boxes (pens, calculators, Visa & MC slips, files, etc.)
26. Print bid number signs for cash-out lines in entryway