AUCTION NEWS

• November Update - Read 11/2/09 Auction Flyer

Childcare: Kids Club is providing childcare for the night of the auction. If you’d like to sign up, download the form here, print the document and follow instructions for returning it to the school.

• Online Catalog - To view items procured to date please click on the 'Online Catalog' tab above.

COUNTDOWN TO THE AUCTION: 98 days and counting!

Auction Commitee
OVPTA Fundraising Co-Chair Jen Johnson jenbigos@yahoo.com 522-3154	OVPTA Fundraising Co-Chair Suzy Leth theleths@comcast.net 367-8890	Auction Chair Sue Peterson sfpeterson@hotmail.com 364-3741

What is the auction?
The Olympic View Auction is the largest single PTA fundraiser undertaken in support of the school. The event is an “adults-only” evening, held off site and is an evening of silent auction bidding, food and beverages, followed by an exciting live auction. This evening is a great opportunity to have fun with friends and support our school.

What are the goals for the auction?
1. Raise money for the PTA general budget that ultimately benefits your child.
2. A social gathering. Parents and the larger school community come together and celebrate our common interest in the education of our children. It is the one event for parents only during the school year.

Where does the money go?
All money raised by the auction goes directly to the general PTA budget, where it is allocated as part of the revenues that support programs, enhancements, and operations at Olympic View. The Olympic View PTA has a long history of supporting Olympic View’s record of academic excellence. In the live auction, monies raised during our “Raise the Paddle” event are identified for a specific budget item. In 2009, “Raise the Paddle” raised $12,000 for a mobile laptop lab.

The Olympic View PTA funds many programs including but not limited to the following:
• Paying for half of a staff position so we can have a full time counselor
• Extended learning through the after school enrichment programs
• Computer and technology support for each classroom
• Tutor support for students
• A volunteer coordinator to maximize the use of donated time and talent
• An art program that includes visual and performing art experiences
• An instructor for choir and the annual school play
• Offering teachers yearly allowances for buying extra materials and equipment for their classrooms
• Purchasing books for the library
• Paying for enriching and entertaining all-school assemblies
• Offering scholarships to ensure that all Olympic View students can participate in field trips and after school activities

Why are we having a live auction two years in a row?
In the past we have alternated having a live auction year with a “Direct Ask Campaign” year (a Silent Auction event was usually added to help ensure enough funds were raised to meet our budget).  When creating this year’s budget we realized that our expenses were beyond what a Direct Ask/Silent Auction year brings in.  This year we are adding funds to reimburse teachers for out-of-pocket expenses, web support, increasing funds available for performing arts, science council, and supplies for PE and multi-arts. We are also increasing the annual gift to Olympic View from $30,000 to $45,000.  Instead of funding 1/3 of a staff member's salary this increases our contribution to providing funding for 1/2 of their salary.

We believe by focusing on major fundraisers (Gift Wrap Sales, Fall Carnival, Snowflake Gala & Live Auction, and Spring Plant Sale) that all families can participate and contribute to the best of their ability – and ideally, meet our budgeted goals.

Thank you for supporting these fundraising endeavors for all of our children of Olympic View.  We hope to see you at the auction.

It takes a village to throw this party and we would appreciate your help! There are plenty of ways to volunteer for this event before February 6th.  Here is a list of big or small ways that YOU can help out with the auction! We already have a small team of volunteers working on this event.  We would like to invite you to join us in putting together this memorable evening. 

To sign-up contact our Volunteer Coordinator, Arden Hellmann at ardenhellmann@comcast.net or (206)527-3206.

Ongoing Until the Auction

Procurement: As many volunteers as possible.  Work with Procurement Teams and procure items for auction.

Procurement Item Placement and Prep: ELISE BROWN, ANDREA JOHNSON, ROXANNE SPLETT-YOUNG, BETSY PAYN, JEANNE GUETHE

Classroom Project Liaison: ELISE BROWN

Appetizers & Wine Procurement: SARA TUPAC

Catalog layout: 1 volunteer needed. Design layout of auction catalog.

Decorations: 2 volunteers needed. Help make venue decorations and set up day of auction.

Slide Show: SARA TUPAC

Sponsorship/Ad Sales: 1 volunteer.  Seek Auction sponsorships and advertising for the catalog.

Dessert Dash: TRISH TWOMEY

Administrative help: SARA TUPAC, MELISSA KOKALY, SARAH GLOVER

Day of the Auction (various times during the hours of 9am – 3pm)

Pick–up/Delivery: 5 - 10 volunteers needed.  Time Commitment: afternoon of 2/5 for loading and morning of 2/6 for delivery.  Pick-up and delivery of items from the storage area to the auction.

Set-up: 8 - 10 volunteers needed.  Setting up dining tables and auction tables.

Dessert/Beer/Wine Pick-up:  3 volunteers needed.  Day of auction pick up food items from various venues.

Live Auction Set-up: 2 - 3 volunteers needed.  Set-up of items on Live Auction tables.

Silent Auction Set-up: ELISE BROWN, ANDREA JOHNSON, ROXANNE SPLETT-YOUNG, BETSY PAYN, JEANNE GUETHE

Decorations: 5 - 10 volunteers needed. 

Truck Driver: NANCY HOPKINS

Night of the Auction

Reception/Registration: 3 – 5 volunteers needed.  Greet, provide bidder packets and answer any questions.

Bartenders: 4 – 6 volunteers needed.  Tend bar for part of the evening.  Needed for Silent and Live Auction shifts.

Silent Table Closers: 6 volunteers needed.  At the closing of each Silent Auction, circle the top bid, tearing off the top two copies of the form and deliver to the Cashier Table.  After check out help successful bidders locate their items.

Live Auction Display “Vannas”: DENISE WECHSLER & LAURA WRIGHT

Recorder: 2 volunteers needed.  Record winning bids during the Live Auction.

Runner: 2 – 4 volunteers needed.  During the Live Auction take bid sheets from the Recorder and deliver to the cashiering table.

Cashier: 6 volunteers needed.  Accept payment for items at the end of the evening.

Central Filer: 2 volunteers needed.  At the close of the Silent Auctions and during the Live Auction file bid sheets/certificates into the winning bidder’s folder at the cashiering table.

Clean up: 10 volunteers needed.  Time Commitment: (10:30pm – 12am).  Clean up venue at the end of the event and break down tables.

Truck Driver: NANCY HOPKINS

Procurement Deadline: Jan 8th.  We need 350 items to auction off!

Procurement Documents*For more information review the Procurement and Donations FAQ by clicking on the tab above.
Procurement Form	Procurement Letter	Procurement Ideas

Auction Commitee
OVPTA Fundraising Co-Chair Jen Johnson jenbigos@yahoo.com 522-3154	OVPTA Fundraising Co-Chair Suzy Leth theleths@comcast.net 367-8890	Auction Chair Sue Peterson sfpeterson@hotmail.com 364-3741

READY TO PROCURE OR DONATE?
Follow these steps: 
We need YOUR help procuring items for the auction!  Procurement forms are available in family room.  Download a letter and form here or request a packet or some forms via kidmail (please include your name, your child’s name and room number and the number of forms requested.)

1. Read more on how best to procure items and read the Procurement FAQ by clicking on the tab above.
2. Look at the Online Catalog by clicking on the tab above to see items procured to date.

First, Think Auction.  What will you buy this year that you could buy at the auction and help support Olympic View?  A vacation for your family?  Gifts for others?  Spa packages?  Making your purchases at the Olympic View Auction will be fun and a great way to support our school.  There are great deals to be had on merchandise and services you, your family and friends need and want.

Brainstorm for Procurement Ideas!  Who do you know who owns a boat?  A bed and breakfast?  A hotel?  A restaurant?  A vacation timeshare or get-away retreat?  Can they donate a weekend?  An evening of sailing?  Serve a romantic dinner for two?  Does your employer have sport/theater tickets?  Think of these items for a family or a group of parents.  Then make your request!  We need big ticket items, cash donations and sponsorships.

Businesses you support.  They can’t say yes unless they’re asked!  Ask you architect, contractor, dry cleaner, wine merchant, auto mechanic, travel agent, yoga/fitness instructor, window-washer, carpenter, specialty store.  It’s a great way to publicize a business.

Volunteer Opportunities:  Let us know if you’re interested in business procurement (i.e. doing more than just the two procurement/donations).  We can give you a list of businesses to contact—or if you know who you’ll approach—we’ll try not to duplicate the effort!

Remember!  Each donation of goods, services, or cash sponsorship needs a completed donation form.  Send your forms in via kid mail or drop off at the PTA scrip table. 

DONATION IDEAS
Be creative.  What personal talents do you have?  Baking?  How about donating a dessert  once a week for a month?  Gardening?  Plant 100 bulbs for someone.  Make something unique:  handmade decorative objects, pieces of art, jewelry.  Or, start with a theme and package a basket.  Create an idea with a group of friends and each of you donates part of it.

Donate a service.  How about overnight babysitting for a couple’s romantic getaway?  Car detailing?  Interior design consultation?  What can you, a friend or family member donate?  How about personal grocery shopping for 2 weekends? 

Consider becoming a Snowflake Gala Auction sponsor.  You may place an ad in the Auction catalog which is distributed to all guests that evening.   For more information, contact:  Jen Johnson at jenbigos@yahoo.com or (206) 522-3154.  Download full brochure.

AUCTION SPONSORSHIP LEVELS
$3,000 LEVEL
Event Sponsor
Receive recognition on all printed materials for the auction, company name and logo on catalog title page, a full page ad in the auction catalog, and the opportunity to provide promotional materials to over 250 attendees.

$1,000 LEVEL
Silent Auction Sponsor
Receive the naming rights of a silent auction, prominent placement of your company signage, company name and logo on the auction catalog sponsor page and a half page ad in the auction catalog.

$500 LEVEL
Registration Sponsor
Receive prominent signage at the registration and check out table, company name and logo on the auction catalog sponsor page, and a quarter page ad in the auction catalog.

CATALOG ADVERTISING
Prices for auction catalog ads:
Full page - 3½  x 10”: $200.00
Half page - 3½  x 5” : $100.00
Quarter page - 3½  x 2” : $50.00

If you'd like to donate an item or service please print out our procurement form. If you'd like to help the auction by procuring please print out the procurement form and letter to give to friends, family, individuals or businesses.

Q: I want to procure items for the Auction.  I don’t know where to start. Any ideas?
A: Start with yourself.  What can you donate?  Start by asking your friends, neighbors and relatives. Clients and vendors are always a good source; they all want you to succeed.  It is easier to ask others to help if you have started with yourself.

Q: I do know a lot of people, but I just don’t feel right asking them for something.  How do I approach without imposing?
A: You are not imposing.  Remember, your friends and associates want to help you.  They just need to be shown how they can do that.  Make it easy for them by asking for something specific.  You will be amazed at the success you will have when people can just give you what you ask for and not have to decide what would be appropriate.  Most people will just say yes or offer an alternative idea.

Q: Most of my associates are Attorneys or Accountants.  Should I be asking for legal assistance or tax help to be donated?
A: While both of these ideas will sell, they will have to be put in the silent auction because people won’t bid on them in the live.  As an alternative, ask them what they do for fun.  Do they have a condo, a boat, do they fish?  These items can all be donated or great packages can be made from them.  Don’t lock in on the profession; most good items come from what people do in their spare time.

Q: I have a friend who has a great item and he only wants $500 back if it sells for more than that at the auction.  Should I take it?
A: This is called a “consignment” item.  Generally, consignments are a bad idea for this auction.  Here’s a different perspective, if the item sells for $600 and you give your friend $500, your organization made $100.  However, $600 of “bidding power” was taken out of the auction.  The person who benefits most from this arrangement is your friend.  Thank him for his generosity and ask him to let you have the item at no cost.  Reserve items work the same way.

Q: My next door neighbor has a great lawn mower that is about 10 years old and would like to get rid of it.  Should we take it for our auction?
A: Generally, we want only new merchandise for your auction.  We don’t want our guests feeling that they are attending a “garage sale”.  Exceptions to this rule would be: genuine antiques, sports memorabilia and other such unique items.

Q: My mother wants to help, but doesn’t know what she can donate.  Any ideas?
A: Does she do any creative or craft work?  A knitted sweater, gift basket, catered dinner or other such creative ideas will all work well.

Q: I have an airplane.  Would a ride in my airplane be a good item?
A: Absolutely!  Anything like an airplane ride, picnic lunch, classic care ride or anything else that people might not be able to go to the store and purchase are perfect items to have in the auction.

Q: Some of the people I talk to don’t really want to donate any tangible items.  Would we take a cash donation?
A: Absolutely. Cash is always good.  We have expenses for decorations, mailings and other “out of pocket” expenses.  Cash underwriting is an excellent donation.  Also, cash can be used to “purchase” or underwrite items for the auction which will sell for more than the underwriting value.

Q: Some of the people I talk to want to know if they can write off their donation against taxes.  How do they do that?
A: They need to talk to their accountants.  However, if they qualify, the “Fair Market Value” of an item is generally the amount taken as a write off.  In most cases, the value is what the item would sell for in a store.  In the case of items not available in stores, the amount the item sold for at the auction may possibly determine the value.  Be sure to advise checking with an accountant since all situations are different.

Q: I was going to get an item donated but I found that someone else already procured that item.  Should I just forget that item?
A: No!  Duplicate items are perfectly OK.  Often having more than one of the same thing allows some flexibility since one of them could be combined with other items for a unique package.  We also have the ability to trade duplicate items with other organizations for one of their duplicates.  Never turn down an item!

Q: I am going to go prospect for items at the mall.  Any suggestions on how to get stores to give me items for the auction?
A: Generally, the people working in the stores have little authority to donate items.  You will be able to procure a few small items, but finding the manager or owner and contacting them directly will bring better results.

Q: I don’t have time to contact a bunch of people to get items because I work all day and when I get home I am tired.  How can I help?
A: You have more time than you think!  It is best to contact potential donors as you go about your normal routine.  Co-workers, vendors, clients, etc. are all great people to procure items from on your normal work schedule. You don’t necessarily have to set aside specific time to get donations.

Q: I am new to the area and don’t know many people.  How do I get started?
A: Who do you know where you just moved form?  Start by making a list of everyone you know, regardless of whether they live locally.  Include relatives, past employers, former neighbors, etc.  Now see if any of them would be willing to help you by getting TWO items each.  They could donate one item and get one more for you.  This way only five of your contacts could get you 12 items (two from each contact, plus two for yourself)!  This is the “Multi-Level” procurement strategy.