Ravens Ball
March 21, 2015
Hotel Captain Cook
Volunteer Silent Auction Set Up- Day Of
Time: 9:00 AM to 4:00 PM
Team Leader:
Silent Auction Duties:
The silent auction (SA) tables will be set up along the walls on each side and back of the ballroom (7-10
tables on each side). Silent Auction bidding runs from 6:30pm to 9:00pm.
Prior to Set Up Day:
 Verify with the Team Leader the time you will need to be at the hotel to set up
 Call the Team Leader if in case you need to cancel or changing time of arrival
Set Up Duties:
 We all work as a team and please ask questions as we go. This is an organic set up, and changes
and decisions will be needed to be done on the fly. The Team Leader welcomes any suggestions
to have the event be successful.
 Silent auction tables should be covered by white table cloths and skirting. If not, work with
event company and the hotel to have them covered
o Each side will have a designed color running through the middle of the tables. This will
help cover any boxes that will be used to raise items off the table.
 Check each item for an auction number. If number is missing, notify the Team Leader to
research the item
 With an eye for detail and pleasing appearance, place the SA items on the table. Do not crowd
other items on the table that could hinder people bidding on the items
o Try not to place similar items on the same table, spread them out on each side of the
ballroom
 Provenance of the sports items will be in an envelope and provided at checkout. Double check
the item to ensure that there is not a provenance item in box, if there is, please give to Team
Leader.
o Grid wall will be available to hang pictures and paintings behind the tables. Lighting
should be evenly spaced on the grid wall. If HANF grid wall, ensure HANF sticker is on it,
for the clean-up crew.
o Place smaller SA Items in the front of the pictures. Keep in mind, space is needed for
people to write on the bid sheets.
o Non-physical items such as gift certificates and vacations will have a paper holder. Space
will be needed for these items and will be interspersed with the other physical items.
o Primp each basket to show off the items in the best way possible. If contents had
shifted, it is ok to rearrange the basket again.
o Some SA items will have everything to set it up in the bag or box; such as, earrings will
have an earring holder and clear box to cover it. If there are SA items that does not have
a stand or box to hold the item up (if needed), let the Team Leader know, so
presentation materials are found
 Bid Sheets:
o Double check the bid sheet for accuracy, and matches the number that is on the item.
o Bid Sheets are attached to clip boards and placed near the item.
o Each sheet should have a HANF pen
 Gift Certificates / Cards / Certificate of Authenticity: Not all items will have them included. They
will be in envelopes at the Registration desk for closeout. Check with Team Leader if you have
any questions
 Boxes and Bags:
o If the item came in a designed box and will be needed for closeout, place the box or bag
directly under the table where the item is place. Let the Team Leader know the
location.
o If bubble wrap is included, please place back into the box for closeout
 Set Up Closeout
o Place all plastic bins and extra boxes for pictures, in the designated area by the Team
Leader
o Extra items not on tables will be placed in a holding room. Let Team Leader know what
items were not selected or damaged during the set up.
o Clean up areas around the tables for any debris from unpacking materials
Team Leader Responsibilities:
 Coordinate the Silent Auction Set Up Volunteer point of contact and coordinate schedule
 Help direct Silent Auction Set Up team where the items are going to be placed
 Work with event company and hotel on requests that the SA Set Up will not impact their duties
 Ensure that SA Set Up Volunteers have breaks and water
 Ensure that all items have a bid sheet and pen
 Ensure that any extra items not on the tables are noted and shared with HANF staff for further
direction and last minute adjustments.
 Make a master list of items on each side of the ballroom, by number, so closeout will be easier
to manage
o Make copy of master list for closeout team
 Check off all HANF materials used on the floor on the master display list, so it is easier for the
clean-up crew Team Leader to ensure all displays are accounted for.
Set Up Attire: Please wear comfortable clothes and comfy shoes because you will be on your feet for
several hours.
Thank you for volunteering your time!
Without you this event would not be a success!