Welcome to our

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Welcome to our The Ruffed Grouse Society of
Canada Event Development Training Program
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Presents
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Developing an Auction DinnerModule One -
Development

• The Ruffed Grouse Society of Canada
• Event Development Seminar

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Volunteers Make It Happen!
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Event Development

• Event Theme
• Little Touches
• Ambiance
• Atmosphere
• Ticket Sales
• Quality Control (see appendix A)

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Developing an Auction DinnerAppendix A
Planning Control Checklist

• Job Descriptions Training Plan (Committee
  Event)
• Hall Schematic
• Food Menu
• Ticket System
• Ticket Sales Plan
• Potential Donor List
• Donor Receipts
• Potential Sponsor List
• Finance Table
• Charge Card Facility

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Appendix A(Continued)

• Signage Checklist
• Event Program Guide
• Facility Set-up
• Decorating Plan
• Silent Auction Operating System
• Live Auction Operating System
• Raffle Operating Plan System
• Game Operating Plan System
• Receipt System

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Appendix A(Continued)

• Live Auction Runner System
• Silent Auction Prize Checkout List
• Live Auction Prize Checkout List
• Raffle Prize Checkout List
• Bid System
• Seating Plan
• Check-in System
• Take Down Clean-up Plan

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Event Development

• Flow
• Awards/Rewards
• Entertainment
• Celebrities
• Financial Controls (see appendix B)

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Developing an Auction DinnerAppendix B
Financial Control Checklist

• Attendee Identification Policy (Show Valid
  Drivers License)
• Credit Card Machines
• Lockable Cash Box
• Event Ledger Spreadsheet
• Live Auction Receipts
• Bid Paddle System
• Bid Paddle Control Sheets
• Silent Auction Control Sheets
• Live Auction Control Sheets
• Raffle Revenue Control Sheets
• Float for Each Raffle Seller
• Float for Each Game Operator

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Event Development

• Games

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Event Development

• Raffles
• Offsite Bidding
• Event Materials (see appendix C)
• Event Equipment
• Silent Auction and Bid Sheets (see appendix D)
• Payment
• Job Descriptions (see appendix E)

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Developing an Auction DinnerAppendix C
Event Materials Checklist

• Event Tickets
• Donor Letters
• Sponsor Letters
• Event Advertising Posters
• Signs Event Name, Sponsors, etc.
• Event Programs
• Raffle Tickets
• Auction Receipts
• Silent Auction Bid Sheets
• Raffle Buckets

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Appendix C(Continued)

• Signage for Buckets
• Easels
• Computer
• Printer
• Paper, Pen Markers
• Foamboard for Mounting Seating Plan
• Bid Paddles
• Matboard for Backing of Certificate Prizes
• AGT Tape
• Duct Tape

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Appendix C(Continued)

• Exacto Knife
• Ruler
• Windex Paper Towel
• Scissors
• Kraft Paper
• Gold Pen
• Name Badges
• Packing Tape
• Table Clothes (from Facility or Rental?)

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Developing an Auction DinnerAppendix D
Silent Auction Bid Sheet Sample

• Event Name
• Silent Auction Bid Sheet
• Item Number _____________________________________
  ___
• Item Title ______________________________________
  _____
• Donated By ______________________________________
  ___
• Opening Bid ______ Minimum Bid Increments
  _________

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Developing an Auction DinnerAppendix E Job
Descriptions

• Planning Committee (committee members may perform
  more then one job)
• Chair
• Treasurer
• Secretary
• Event Ticket Chair
• Advertising Publicity Chair
• Donor Prizes Chair
• Sponsorship Chair

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Appendix E Job Descriptions(Planning
Committee continued)

• Facilities Chair
• Prize Chair
• Program Chair
• Miscellaneous Chair
• Hall Decoration Chair
• Raffles/Games Chair
• Live Auction Chair
• Silent Auction Chair

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Developing an Auction DinnerAppendix E Job
Descriptions

• Event Volunteers (volunteers may perform more
  then one task)
• Event Chair
• Finance Table
• Greeters
• Master of Ceremonies
• Auctioneer
• Spotters
• Runners

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Appendix E Job Descriptions(Event Volunteers
continued)

• Multi-media Operator
• Raffle Ticket Sellers
• Game Operators
• Silent Auction Supervisor
• Raffle Supervisor
• Live Auction Supervisor
• Prize Security
• Clean up Supervisor

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The End