04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)

The Auction PALS deliver St Cyril's premier evening fundraising event and an incredible night for parents. General Position Overview: Auction Chairpersons - The chairpersons will work together to organize all aspects of St Cyril's fundraising auction. Auction Past Chairperson -The past chairperson serves in a mentorship and consulting role to the current chairperson and co-chairperson. Auction Silent and Live Auction Item Coordinators - This position solicits for and manages silent and live auction items from initial coordination through pick up of the items after the auction. Auction Solicitations or Sponsorships and Underwriting - The PAL will solicit sponsorships and complete the underwriting for the event. Auction Beverage and Food Services - This person will be responsible for the beverage needs for the St Cyril event; ensuring catering, donations, signature cocktails, etc. are all prepared for the event. Auction Classroom Basket Coordinator - The PAL will work with teachers to help with various tasks that produce baskets which will be auctioned at the event. Auction Basket Bundler - assist the Basket Coordinator to package the donated items into nice baskets to be auctioned. Auction Classroom Art Project Coordinators - These PALS will work the event chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the air work. Auction Decorations Chairperson - This individual will work with the event chairs and Graphic Design Chair to select event theme and create a vision for the event. Auction Decorations Committee - This position is for creative individual who will assist the Decorations Chairs in the design and construction of a themed environment. Auction Database and Technology Chairperson - This PAL requires a computer experienced individual to complete the tasks for the auction portion of the event. Auction Graphic Design, Print and Presentation Materials Chairperson - Must work closely with Event and Decorations Chairs to create a vision for theme implementations. Auction Social Media Chairperson - This person will work closely with school Communications Coordinator, Event and Graphic Design Chairs (and possibly work with the Yearbook Committee to get student videos/photos. Auction Support Staff - The event support staff will assist the event chairperson with various tasks.

Name	Task/Slot	Date & Time
Michelle Dabdoub	Auction – Basket Bundler
Gilda Gonzalez	Auction – Classroom Basket Coordinator
Yolanda Mazon	Auction – Basket Bundler
Michelle Dabdoub	Auction – Basket Bundler
EDNA MARIA PARADA	Auction – Basket Bundler
Jazmín Flores	Auction – Basket Bundler
Mariana Riveros	Auction – Classroom Art Project Coordinator – Pri.
Mariana Riveros	Auction – Decorations Committee
CECILLE TAMAYO	Auction – Classroom Art Project Coordinator – Int.
CECILLE TAMAYO	Auction – Decorations Committee
EDNA PARADA	Auction – Classroom Art Project Coordinator – K
Paulina Guillen	Auction – Classroom Art Project Coordinator – JH
Paulina Guillen	Auction – Decorations Committee
Danielle Rhine	Auction – Decorations Committee
George Bon	Auction – Chairpersons
Ana Pumarejo	Auction – Graphic Design and Print and Presentation Materials Chairperson
Laura Vertes	Auction – Decorations Chair
Bryan Reed	Auction – Support Staff

Task Name	Categories	Filled
Auction – Chairpersons details Task Description × Position Description: The Chairpersons will work together to organize the St. Cyril School Event, specific responsibilities include: Oversee and coordinate event committee activity including Silent & Live Auction, Food & Beverage, Decorations, Graphic Design, Sponsorship, Database/Technology and Social Media & Communications Oversee event budget, including all income and expenses. Work with PALS Board to approve budget Pre-approve all vendor contracts prior to submitting to administration for approval and payment Conduct monthly organizational meetings during the year to prepare for the event, beginning 9 months prior to event date Provide report to PALS Board prior to the monthly PALS Board meeting, starting approximately 6 months before the event through the event with updates Report to the PALS Board Vice President on action status and prepare reports for the Principal Market and promote the event to St. Cyril School families Maintain contact with faculty and staff regarding status and timeline for the event Coordinate timing of event, including set up, logistics during the event, take down, etc. Recruit and communicate with volunteers 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 realistically 5-20 hours per week - fewer at the start and more leading up to the event. Includes attending all organizational meetings starting 6-8 months before the event through the weekend of the event and post wrap-up.	Full Commitment- Chairperson	1/2
Auction – Past Chair details Task Description × Position Description: The Past Chairperson serves in a mentorship and consulting position to the current Chairpersons. Hours Required: Varies but as requested by the Chairperson.	Quarter Commitment - Past Chair	0/1
Auction – Coordinator – Silent and Live Auction Item details Task Description × MUST ALSO HAVE CREDIT HISTORY CHECK THROUGH DIOCESE OF TUCSON Position Description: Solicit for silent and live auction items, working from previous solicitation list and adding new community donors Arrange for pick up of items from donors and/or school office if mailed to school Arrange for storage of items (secure temporary storage container/pod) and tracking of items Assess the amount of items, put them into different categories and figure out what to use donated funds to purchase and round out the packages or create new packages Work with main chairs to determine live auction packages Oversee bundling and packaging of the items, keeping a spreadsheet for listing of all items, their value, naming packages, etc. Work with database chair to take photos for the website, to group items on tables and coordinate closing times Work with graphic design chair to provide information to create all item display cards Coordinate transport of all items to venue location Oversee Silent Auction Set Up at Event Post event: send out thank you notes (with tax recognition) Oversee item pick up during and post-event Hours Required: Position begins 6-8 months before the event. Varies but includes attending all organizational meetings leading up to and through the weekend of the event, set up and take down for the event, plus any event wrap up.	Full Commitment - Coordinators - Silent and Live Auction Item Coordinators	0/2
Auction – Solicitation for Sponsorships and Underwriting details Task Description × Position Description: Specific responsibilities include: Solicit for event sponsorship and underwriting Make sure that all sponsors send their logos Order and hang sponsor banners Post event: Send out thank you notes with tax information Hours Required: Position begins 6-8 months before the event. Varies, but includes attending all organizational meetings through the weekend of the event. May include post-event wrap up.	Full Commit. - Solicitation for Sponsorships	0/1
Auction – Beverage & Food Service details Task Description × Position Description: Responsible for beverage needs for the St. Cyril School Event, specific responsibilities include: Secure caterer and coordinate with caterer to determine food and dessert menu Track number of guests plus any dietary restrictions and communicate needs to caterer prior to event Work with main chairs and administration to approve catering budget Solicit beer/wine/soda/water/coffee donations Come up with signature cocktail based on event theme, buy extra if necessary Coordinate with Sponsorship Chair on Sponsor reception needs Work with administration to apply for and obtain liquor license (must apply at least 12 weeks prior to event) Hours Required: Varies but includes attending all organizational meetings before the event through the weekend of the event.	Full Commitment - Beverage & Food Service	0/1
Auction – Classroom Basket Coordinator details Task Description × Position Description: This position will help with various tasks, including but not limited to: Work with teachers to set classroom themes Create template with donation ideas for each classroom to send home Place collection basket in each classroom Coordinate gathering of donated items Gather and purchase supplies to put together baskets Work with administration to display baskets for school community to see the week prior to the event Work with Silent Auction Chairs for transport and display of items Assist with set up and breakdown of event Hours Required: 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 Coordinator	1/1
Auction – Basket Bundler details Task Description × Position Description: Basket Bundler duties include: Attending first All-Committee Auction Meeting, plus other meetings if needed Helping Classroom Basket Coordinator to gather donated items from each classroom Working with Silent/Live Auction and Classroom Basket Coordinator to package all donated items into baskets/bundles, wrapped and ready to present at the event Assisting with Turn-In Day Assisting to transport auction items if needed, as well as setting up Silent Auction tables at the venue Assisting with Check-Out and breaking down the event Hours Required: Varies , but must be available 1-2 days to work with committee on gathering and packaging items, assisting with turn in of items from families, helping set up prior to event and breakdown after event.	One-half Commitment - Basket Bundler	5/5
Auction – Classroom Art Project Coordinator – K details Task Description × Position Description: The Classroom Art Project Coordinator will work with Event Chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the art work. The Coordinators will work on scheduling time to work on art projects with teachers with each department. Please note that there needs to be one art project per homeroom, clearly labeled with students' names and the homeroom teacher on the back of each project, and be sure to have each student's artwork visibly represented within the project. Once the student work is completed, compile into complete class projects and submit by deadline (typically 2-3 weeks PRIOR to the auction date) to Event Chairs. Hours Required: Varies, but must attend auction planning meetings and work on art projects at school with students and teachers. Plan on completing/compiling art projects at home after students have completed their portions of the project. 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
Auction – Classroom Art Project Coordinator – Pri. details Task Description × Position Description: The Classroom Art Project Coordinator will work with Event Chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the art work. The Coordinators will work on scheduling time to work on art projects with teachers with each department. Please note that there needs to be one art project per homeroom, clearly labeled with students' names and the homeroom teacher on the back of each project, and be sure to have each student's artwork visibly represented within the project. Once the student work is completed, compile into complete class projects and submit by deadline (typically 2-3 weeks PRIOR to the auction date) to Event Chairs. Hours Required: Varies, but must attend auction planning meetings and work on art projects at school with students and teachers. Plan on completing/compiling art projects at home after students have completed their portions of the project. 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
Auction – Classroom Art Project Coordinator – Int. details Task Description × Position Description: The Classroom Art Project Coordinator will work with Event Chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the art work. The Coordinators will work on scheduling time to work on art projects with teachers with each department. Please note that there needs to be one art project per homeroom, clearly labeled with students' names and the homeroom teacher on the back of each project, and be sure to have each student's artwork visibly represented within the project. Once the student work is completed, compile into complete class projects and submit by deadline (typically 2-3 weeks PRIOR to the auction date) to Event Chairs. Hours Required: Varies, but must attend auction planning meetings and work on art projects at school with students and teachers. Plan on completing/compiling art projects at home after students have completed their portions of the project. 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
Auction – Classroom Art Project Coordinator – AdvInt details Task Description × Position Description: The Classroom Art Project Coordinator will work with Event Chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the art work. The Coordinators will work on scheduling time to work on art projects with teachers with each department. Please note that there needs to be one art project per homeroom, clearly labeled with students' names and the homeroom teacher on the back of each project, and be sure to have each student's artwork visibly represented within the project. Once the student work is completed, compile into complete class projects and submit by deadline (typically 2-3 weeks PRIOR to the auction date) to Event Chairs. Hours Required: Varies, but must attend auction planning meetings and work on art projects at school with students and teachers. Plan on completing/compiling art projects at home after students have completed their portions of the project. 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	0/1
Auction – Classroom Art Project Coordinator – JH details Task Description × Position Description: The Classroom Art Project Coordinator will work with Event Chairs to decide on meaningful and valuable art projects for the silent auction in which all students within the department are represented in the art work. The Coordinators will work on scheduling time to work on art projects with teachers with each department. Please note that there needs to be one art project per homeroom, clearly labeled with students' names and the homeroom teacher on the back of each project, and be sure to have each student's artwork visibly represented within the project. Once the student work is completed, compile into complete class projects and submit by deadline (typically 2-3 weeks PRIOR to the auction date) to Event Chairs. Hours Required: Varies, but must attend auction planning meetings and work on art projects at school with students and teachers. Plan on completing/compiling art projects at home after students have completed their portions of the project. 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
Auction – Decorations Chair details Task Description × Position Description: This individual will work with Event Chairs and Graphic Design Chair to select event theme and create vision for the event by Designing decoration plans that will work with selected theme, attend meetings with venue, create floorplan and logistics for placement of tables, chairs, stage, dance floor, buffet tables, etc. Booking any and all decor related vendors (including event equipment rentals, linens, decor rentals, photo booth, if applicable) Holding separate meetings with decorations committee to communicate vision, enlist assistance from committee as needed Planning decor event set up and breakdown Involving the Decoration Committee in set up and breakdown of the event with assistance from the entire auction committee Hours Required: Varies, but includes event meetings with event vendors and venue, auction committee meetings and decorations committee meeting and logistical planning time	Full Commitment - Decorations Chair	1/1
Auction – 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	4/4
Auction – Database and Technology Chairperson details Task Description × THIS PERSON MUST COMPLETE THE ONLINE CREDIT HISTORY CHECK THROUGH THE DIOCESE OF TUCSON Position Description: This position requires a computer-experienced individual to complete the tasks for the auction portion of the event. Work with St. Cyril staff member who manages action database software to Set up and manage the auction software program Sync computer system See PALS Handbook for the complete list of duties Before the auction; Prep website for upcoming auction Gather family contact information for current school year See PALS Handbook for the complete list of duties During the auction event: Input live auction winners, fund-a-cause bids, and any event purchases into the database system for proper close out at the end of the night Organize silent auction winners completed invoices and ensure they are sent to winners via email text See PALS Handbook for the complete list of duties After the auction event Reconcile auction payments and pull reports to understand total amount of money raised, total number of attendees, etc. Hours Required: Position begins 4-6 months before the event, but includes completing all tasks listed in the description. Will need to attend organizational meetings when required.	Full Commitment - Database And Technology Chairperson	0/1
04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)
04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)
04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)
04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)
04 – FUNDRAISING – AUCTION 2025 -2026 (Saturday – October 4 – 2025)
Auction – Graphic Design and Print and Presentation Materials Chairperson details Task Description × Position Description: Must work closely with Event and Decorations Chairs to create vision for theme implementation. Responsible for creating event logo and all printed and online materials for event, based on annual theme. Items include but are not limited to: Event logo and save the date Template for school communications (general event info, sponsorships, turn in/donations, etc.) to be completed by Event Chairs Template for Silent Auction Display Cards Food and Beverage Menus Work with the sponsorship chair to design Sponsor Banners if needed (i.e. for Family sponsors, design banners based on theme) Event Program Presentation slides for Event, including Live Auction, Teacher Honorees, Special guests, Fund-a-Cause, etc. Event Signage (design and have printed) including wayfinding signage (check-in, auction check-out, etc), table numbers, step and repeat and/or photo backdrop Hours Required: Varies, but starts several months prior to event and gets busiest the month leading up to the event.	Full Commitment - Graphic Design and Print and Presentation Materials Chairperson	1/1
Auction – Social Media Chairperson details Task Description × Position Description: Must work closely with school Communications Coordinator, Event & Graphic Design Chairs and possibly work with the Yearbook committee to get student videos/photos. Responsible for all social media posts and stories related to the Event. Social Media chair will receive access to St. Cyril School social sites. **Chair should be familiar with managing social sites and their features. Be creative and able to create a variety of engaging post/stories. Use proper grammar, spelling, etc. in all posts Posts should include at least the following, but could have more: Event Announcement/Save the Date Posts regarding dates/deadlines & details for RSVP, Auction item/monetary donations, Classroom Basket donations, Sponsorships, etc. Sponsor recognition Event Details - What to Wear, Location, What to Expect, etc. Post-event photos and thank yous Respond to comments and any event-related messages Hours Required: Varies. Will start when Event logo and Save-the-Date details are ready for release. Posts will be sporadic at first, but will really ramp up as the event draws near. Posts should be at a minimum of once a day during the month of the event.	One-half Commitment - Social Media Chairperson	0/1
Auction – Support Staff details Task Description × Position Description: The event support staff will assist the Event Chairpersons with various tasks, including but not limited to: Attending first All-Committee Auction Meeting plus other required meetings if needed Prepping attendee packets the week of the event Set up at Event site, usually the day before or day of the event Assisting with Check-In, merchandise sales, and any area needed during the Event Assisting with Auction Check-Out Helping with breakdown/cleanup after the event Close auction tables at the appropriate time Hours Required: Varies. Mostly the week of the event, including all day to set up, working during the event, and cleaning up after the event.	One-quarter Commitment - Support Staff	1/6