AUCTION 2024 -2025 (Saturday – November 2nd)

Name	Task/Slot	Date & Time
Laura Vertes	Decorations Chair
Michelle Dabdoub	Classroom Basket Coordinator – Int
Michelle Dabdoub	Classroom Basket Coordinator – JH
Diana T Croce	Past Chair
Maria Dabdoub	Classroom Basket Coordinator – Primary
Adreana Gandara	Classroom Basket Coordinator – K
Adreana Gandara	Classroom Basket Coordinator – Adv Int
Mariana Riveros	Decorations Committee
Mariana Riveros	Classroom Art Project Coordinator – K
Briana Valerdi	Classroom Basket Lead
Krystal Popov	Decorations Committee
CECILLE TAMAYO	Decorations Committee
CECILLE TAMAYO	Ticket Sales
Eduardo Aguirre	Silent & Live Auction Solicitation and Coordination
LOURDES RAMIREZ	Decorations Committee
VERENICE ROSETE	Decorations Committee
DUNIA MONGE	Decorations Committee
Ana Christina Alvarez	Decorations Committee
Analy Vazquez	Decorations Committee
Analy Vazquez	Classroom Art Project Coordinator – JH
EDNA MARIA PARADA	Support Staff
LOURDES RAMIREZ	Ticket Sales
Ana Gabriela Ballesteros	Silent & Live Auction Solicitation and Coordination
Danielle Rhine	Support Staff
Diana T Croce	Beverage & Food Service
Alexis Kyriakis	Solicitation for Sponsorships and Underwriting
Cecille Tamayo	Classroom Art Project Coordinator – Pri.
Ana Pumarejo	Classroom Art Project Coordinator – Int.
Edna Parada	Classroom Art Project Coordinator – AdvInt

Task Name	Categories	Filled
Chairperson details Task Description × Position Description: The Chairperson and Co-Chair will work together to organize the St. Cyril School Event, specific responsibilities include: - Oversee and coordinate event committee activity - Conduct monthly organizational meetings during the year to prepare for the event, beginning in May of the prior year - Attend monthly PALS Board meetings starting approximately 6 months before the event through the event with updates. Meetings are the second Thursday of the month - Report to the Board Vice President on auction status and prepare reports for Principal - Market and promote the event to St. Cyril School families - Maintain contact with faculty and staff regarding status and timeline for the event - Provide post-event report for the PALS Board - Ensure other event administrative items are completed (Event invitations, sponsor banners, guest registration packets, etc.). Hours Required: Varies but includes attending all organizational meetings starting 6-8 months before the event through the weekend of the event.	Full Commitment- Chairperson	0/1
Co-Chairperson/Elect details Task Description × Position Description: The Co-Chairperson and Chairperson will work together to organize the St. Cyril School Event, specific responsibilities include: Oversee and coordinate event committee activity Conduct monthly organizational meetings during the year to prepare for the event, beginning in May of the prior year Attend monthly PALS Board meetings starting approximately 6 months before the event through the event with updates. Meetings are the second Thursday of the month at 3:30 pm Report to the Board Vice President on auction status and prepare reports for Principal Market and promote the event to St. Cyril School families Maintain contact with faculty and staff regarding status and timeline for the event Provide post-event report for the PALS Board Ensure other event administrative items are completed (Event invitations, sponsor banners, guest registration packets, etc. The Co-Chairperson will take over as the Chair for the next Auction Work closely with solicitation and underwriting position Hours Required: Varies but includes attending all organizational meetings starting 6-8 months before the event through the weekend of the event.	Full Commitment - Co-Chairperson/Elect	0/1
Past Chair details Task Description × Position Description: The Past Chairperson serves in a mentorship and consulting position to the current Chairperson and the Co-Chairperson. Hours Required: Varies but as requested by the Chairperson.	Quarter Commitment - Past Chair	1/1
Silent & Live Auction Solicitation and Coordination details Task Description × TURN IN DAY: October 1, 2024 Position Description: These two positions solicit for and arrange for pick up of items from office, storage of items, tracking of items, pack up 1x/week to start, then more often as needed Post event: send out thank you notes. Coordinate family item donations Solicit live auction items Hours Required: Varies, but includes attending all organizational meetings through the weekend of event. Position begins 6-8 months before the event.	Full Commit. - Silent & Live Auction Solicitation	2/2
Solicitation for Sponsorships and Underwriting details Task Description × Position Description: This position will coordinate a committee of volunteers (including the School and PALS Board Members) to solicit for event sponsorships. Specific responsibilities include: Coordinates contact with likely donors through personal requests via phone calls, mailings, in person solicitations and flyers to school parents, local businesses and parish members Identifies and contacts families, parish and community friends, and solicit cash underwriting for the event (previous event donor contact and a donor letter template are provided) Makes sure that all sponsors send their logos Orders and hang sponsor banners Post event: send out thank you notes Hours Required: Varies, but includes attending all organizational meetings through the weekend of event. Position begins 6-8 months before the event.	Full Commit. - Solicitation for Sponsorships	1/1
Beverage & Food Service details Task Description × Position Description: Responsible for beverage needs for the St. Cyril School Event, specific responsibilities include: Acquisition of an event liquor license (must apply at least 10 weeks prior to event) Coordinate purchase, donations and inventory of all beverage items Beverage presentation, bar set-up, and clean-up Recruit and supervise all beverage service workers and volunteers for the night of the event Solicit beer/wine/soda/water donations, plus buy extra Attend all organizational meetings and the event Obtain proposals for all menu items, associated labor from catering company or donations, and if necessary coordinate the purchase of food items and related service items. Hours Required: Varies but includes attending all organizational meetings before the event through the weekend of the event.	Full Commitment - Beverage & Food Service	1/1
Database Chair & Assistant details Task Description × MUST COMPLETE THE ONLINE CREDIT HISTORY CHECK THROUGH THE DIOCESE OF TUCSON Position Description: This position requires a computer-experienced individual to complete the following tasks for the auction portion of the event: Organize and catalog all auction donations, writing brief description of items to be included in the preview list Input all donations, sponsorships and event ticket purchases Generate reports to committee members to help track progress Generate thank you letters and IRS acknowledgements for school principal to sign During the event – generate guest bid numbers and auction item numbers, generate bid sheets, input winning bids and generate invoices for auction guests Coordinate the event closing with the Auction Treasurer Attend all event organizational meetings and the Event Submit a written closing report of auction revenue two weeks after the event Hours Required: Varies, but includes attending all organizational meetings through the weekend of event. Position begins 6-8 months before the event.	Full Commitment - Database Chair & Assistant	0/2
Classroom Basket Lead details Task Description × Position Description: This position will help with various tasks, including but not limited to: Assist, coordinate and communicate with the Basket Coordinators and homeroom teachers to determine classroom basket themes Attend planning meetings as designated by the Event Chairs Ensure progress of themed baskets within specified budgets Establish the deadline to turn in items and ensure presentation of baskets Ensure items are transported to the site and are set up Responsibilities begin in August Hours Required: Varies with availability, it is necessary to be available to work during the day with the students at times designated by teachers. Position begins 3-4 months before the event.	Full Commitment - Classroom Basket Leadl	1/1
Classroom Basket Coordinator – K details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic classroom baskets to be offered at the Event’s silent auction. Each coordinator will design the classroom baskets for each homeroom within the department. Responsibilities begin in August. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Basket coordinator - K	1/1
Classroom Basket Coordinator – Primary details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic classroom baskets to be offered at the Event’s silent auction. Each coordinator will design the classroom baskets for each homeroom within the department. Responsibilities begin in August. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Basket Coordinator - Primary	1/1
Classroom Basket Coordinator – Int details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic classroom baskets to be offered at the Event’s silent auction. Each coordinator will design the classroom baskets for each homeroom within the department. Responsibilities begin in August. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Basket Coordinator - Int	1/1
Classroom Basket Coordinator – Adv Int details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic classroom baskets to be offered at the Event’s silent auction. Each coordinator will design the classroom baskets for each homeroom within the department. Responsibilities begin in August. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Basket Coordinator - Adv Int	1/1
Classroom Basket Coordinator – JH details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic classroom baskets to be offered at the Event’s silent auction. Each coordinator will design the classroom baskets for each homeroom within the department. Responsibilities begin in August. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Basket Coordinator - JH	1/1
Classroom Art Project Lead details Task Description × Position Description: This position will assist, coordinate and communicate with the Art Project Coordinators and homeroom teachers to determine art project . The Lead will also attend planning meetings as designated by the Event Chairs and ensure progress of art projects within specified budgets, establish the deadline to turn in items and ensure presentation of art project. Responsibilities begin 2-3 months prior to the event. Hours Required: Varies with availability, it is necessary to be available to work during the day with the students at times designated by teachers. Position begins 3 months before the event.	Three-quarter Commit. - Classroom Art Project Lead	0/1
Classroom Art Project Coordinator – K details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic art projects to be offered at the Event’s silent auction. Each coordinator will help produce the art projects for their department created by the students. Responsibilities begin 3 months prior to the event. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half commitment - Classroom Art Project Coordinator - K	1/1
Classroom Art Project Coordinator – Pri. details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic art projects to be offered at the Event’s silent auction. Each coordinator will help produce the art projects for their department created by the students. Responsibilities begin 3 months prior to the event. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Art Project Coordinator - Pri.	1/1
Classroom Art Project Coordinator – Int. details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic art projects to be offered at the Event’s silent auction. Each coordinator will help produce the art projects for their department created by the students. Responsibilities begin 3 months prior to the event. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Art Project Coordinator - Int.	1/1
Classroom Art Project Coordinator – AdvInt details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic art projects to be offered at the Event’s silent auction. Each coordinator will help produce the art projects for their department created by the students. Responsibilities begin 3 months prior to the event. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half Commitment - Classroom Art Project Coordinator - AdvInt	1/1
Classroom Art Project Coordinator – JH details Task Description × Position Description: This position requires creative individuals who can work with the students, department teachers and art teachers to create dynamic art projects to be offered at the Event’s silent auction. Each coordinator will help produce the art projects for their department created by the students. Responsibilities begin 3 months prior to the event. Hours Required: Varies with availability. It is necessary to be available to work during the day with the students at times designated by teachers.	One-half commitment - Classroom Art Project Coordinator - JH	1/1
Decorations Chair details Task Description × Position Description: This creative individual is charged with: Planning, coordinating, and implementing a themed environment for the Event Supervising the decorations committee and lead all committee meetings Assisting in the decision of the event theme, in coordination with Event Chairpersons Decorating the dinner area and other areas to be used for the event Attending the May meeting Hours Required: Varies, but includes attending all organizational meetings through the weekend of the event. Position begins 6 months before the event.	Full Commitment - Decorations Chair	1/1
Decorations Committee details Task Description × Position Description: This position is for creative individuals who will assist the Decorations Chairs in the design and construction of a themed environment. The position requires committee members to attend all meetings, help with prop construction, implementation of the final decorations, set-up and clean-up on the day of the event. Artistic ability and creativity are helpful. Hours Required: Varies. Must attend monthly or other meetings as designated by Decorations Chairs, attendance before and after event for set up and clean up, various hours to create or modify decorations. Must be available the entire day of and also attend the entire Event.	One-half Commitment - Decorations Committee	8/8
Ticket Sales details Task Description × Position Description: This person focuses solely on ticket sales and marketing of the event. Tasks will include: Promoting ticket sales Coordinating in person ticket sales with ticket team Work with department ticket sales to inform everyone on details of the event so that they can act as point person and department event promoters. Check office for tickets purchases Make deposits with PALS treasurer Log in personal ticket sales/purchasers with database manager Hours Required: Varies, but check with chairperson on when to begin and what meetings to attend.	One-half Commitment - ticket Sales	2/2
Support Staff details Task Description × Position Description: The event support staff will assist the Event Chairpersons with various tasks, including but not limited to: Event set up the day of the Event -all day assistance is required Event check-in and check-out -assist as runners Event clean-up Monitor auction item tables during the silent auction Close auction tables at the appropriate time Hours Required: Availability before, during and after the event.	One-quarter Commitment - Support Staff	2/6