Topic

• EJF Auction planning 2-23-04
  • Decorations:
    • Ali has emailed Dean Morrison (in charge of facilities) about what if any restrictions we have for decorations. He hasn't responded.
    • Last year:
      • We took extra flyers, made them into dollar signs, and stapled them to the wall.
      • Drop-down screen: could use it for backdrop/slideshow.
    • Ideas for this year:
      • Red velvet curtains.
      • Use the gold scroll that flips every time a new song plays on Moulin Rouge’Äîduplicate that for the auction. These could be projected on screen as animated transitions between items, auctioneers/etc.
      • Soundtrack or background music. Could be difficult because sound is such an issue. We have to rent a PA system (microphone and two large speakers), which means we have to shut down the room's normal sound system. Does this mean no music? We have to find out.
    • Budget for decorations:
      • No formal budget. Try to get everything donated. Max of about $150 should be fine.
      • If we buy anything, we should buy it tax-free.
      • Sources for donations:
        • The Art Store in Georgetown?
    • Supplies we'll need:
      • Cardboard and paint, possibly transparencies.
      • Blockbuster movie posters?
      • Have hotels donate old white sheets, make a transparency of the Moulin Badge, project it, trace it, color/paint it, and hang it on the wall. Do this for other things as well -- perhaps the curtains.
      • Costumes? Get costumes donated for auctioneers.
        • Who is willing to wear them? Poll auctioneers to see if they're willing.
          • Cory Westerbrook
          • Sirulnik
          • Cheh
          • Maggs
          • Dean Johnson
          • Turley
          • Ridder?
        • Julie will email auctioneers and ask if they'll wear costumes and what time they want to be responsible for as auctioneers.
    • Room logistics: We have the room from 6 p.m. the night of the 7th, to 10 a.m. the morning of the 9th.
  • Silent auction:
    • What items?
    • Open or closed bidding?
  • Ebay auction:
    • We could either run it for the three days after the auction (April 9-11) to try to sell anything that didn't sell at the auction, or we could do it the week before (i.e., April 1-7), so that we can put any items that didn't sell on eBay into the normal auction.
    • What items would be good for this?
    • Is this more hassle than it's worth?
    • Maybe a good idea to just try it with five items or something as a test. If it works well, it can be expanded for 2005 and beyond.
  • Post-auction bar review:
    • Last year it was going to be at Mackeys, and it didn't really work out.
    • This year: Arrange a bar review and ask the bar to give us the cover? Softball team just did that at McFaddens. It's big enough, it's close by, and we might be able to do it. Jocelyn will arrange if we want it.
    • OR: A nicer event w/the jazz band, focused primarily on alumni?
  • Aumni:
    • Promote the Ebay auction to them?
    • Email to ask them to bid by proxy? (This would be easy for them to do.)
    • The nicer jazz band event mentioned above?
    • We need to make decisions about this ASAP.
  • Soliciting professors:
    • Donation forms and letter in their mailboxes. (Should be done by end of week 2/27)
    • Email followup either immediately or approx. a week later.
    • Divide all the professors amongst ourselves’Äîthen do the actual personal solicitations.
    • Plan to send a couple follow-up emails.
  • Publicity:
    • Draft a "save the date" email. Can either be separate ones for students and faculty, or one for both.
    • Dean Devigne will send these.
    • This year's theme, we're thrilled to have this year's auctioneers, make it as easy as possible for them to donate.
  • Include in Program:
    • Bar-bri explanation.
    • Ads. Have volunteers solicit advertising for program at the same time they solicit donations.
      • We print about 2000 copies.
      • Coupons would be great.
      • Suggested Ad Rates:
        • 1/4 page: $25
        • 1/2 page: $50
  • Misc other:
    • put the 2003 solicitation tips sheet online
    • update and distribute the 2003 student organizations donation form to student organizations.
    • Ask student orgs if they'd like to
  • Action list:
    • Andrew will try to solicit some liquor stores
    • Ali will try to get some paint donated.
    • Ethan: tracking faculty donations.
    • We'll need approx 10-15 sober monitors. (EJF Board members will probably suffice.)
    • Julie: Will check with art center about materials and email auctioneers about costumes/times they want to cover at the auction.
    • Todd:
      • Talk to Dean Devigne: can we use the Dean's closet for any large items?
      • Draft a "save the date" email for students and faculty; ask Dean Devigne to forward to everyone. (Aly T?)
      • Get faculty donation forms in faculty mailboxes