| Position | Description |
| Chair(s) | Work closely to coordinate the committees of the Blue and Gold Auction. This person(s) must attend all Parent Club meetings and manage the auction. |
| Art Contest | Works with the Leland students and art teachers to -have a logo created by a Leland student for the Blue and Gold Auction. Develops guidelines for the art contest. Creates promotional flyers and distributes them at school. The committee meets to choose the winning logo. Follow up with winner to take a photo of the artwork and winner to be used for publicity purposes. Work with PR person to develop a release to be distributed to the press. This coordinator does not need to attend the Blue and Gold Auction. |
| Balloon Poppers | Work with the auction chair and B&G co-chairs to coordinate the balloon popper balloons and prizes. Responsible for inserting prize into balloon and blowing up balloons. Purchase helium for balloons. Work with student liaison to identify balloon popper sellers. Must attend the first hour of the auction to supervise the selling of the poppers. |
| Check In/ Check Out | work with the Co-chairs to coordinate the check in of the auction guests and coordinate the check out of guests after the auction. Train group to work with technology for checkout of guests. The group working check in/out must attend the auction. |
| Clean up | The Clean up committee is responsible for moving table centerpieces tables auction items to the check-out staging area for check out. They are responsible for packing up all B&G owned decorations for storage and after check out is complete for helping pack up check out materials for storage. General clean up of the foyer and ballroom post auction. |
| Club Liaison | the liaison is responsible for working with the various clubs at Leland and the Alumni committee to publicize, coordinate any auction items donated by groups and identifying talent/volunteers from any of these clubs. This position will coordinate closely with the Talent Coordinator and Event chairs on talent/volunteers and with the Solicitations group on any donated items. |
| Decorations | Work to coordinate the decorations/centerpieces for the silent auction table displays and decorations for the ballroom. This committee does not have to attend the auction, but needs to arrive at the Marriott to help with set up before the event and return after the event for clean up. |
| Graphics/Layout | Work with the Program Committee and Art Contest Committee on winning graphic for program cover and develop/format/layout additional art/graphics for the program as required by the Program Committee. Also work with advertising coordinator on specs and layout for program. Layout and develop any signage needed for the event. Interface with selected printer to identify type of software to be used for layout and printing. Establish final proof of program. This position does not have to attend the auction. |
| Live Auction | Coordinate the live auction items and coordinate the delivery of the items to the winning bidders at the event. Produce a live auction binder for each table in the ballroom. Identify a team to help with tallying of live auction bids at the event. Must attend the auction to coordinate the live auction and distribution of the winning bids. |
| PR/Publicity | Coordinate all pre and post publicity of the event in the Almaden Area and in local papers. Develop media schedule for all local papers and the Charger account. Work to get radio spots donated. Work with co-chairs to get publicity on the website. Create bio on Master of Ceremonies. People on this committee should attend the event. |
| Photographer | This person will photograph the event and send pictures to the event chairs and the solicitation’s group and create a digital file to be used on the website. Work with co-chairs to identify photo opportunities the night of the event. |
| Program Coordinator and Committee | This group is responsible for coordinating with the Art Contest group on cover art, with the sponsor group on sponsor advertisements, with Principal on Welcome letter, with the Event Chair(s) for the event itinerary and volunteer list and with the Solicitations group on the listing of auction items in the program. Interface with layout artist. The Coordinator manages the above activities and is responsible for having the Chair-approved final copy printed and available for the event. |
| Reservations | Responsible for receiving seat/table reservations, assigning seating and coordinating, identifying meal choices and any special needs through the Event Chairs. Keep current totals of all reserved seats. Work with co-chairs to give accurate head and meal count 2 weeks prior to the event. |
| Silent Auction Coordinator | Oversee all the logistics of the silent auction items. Identify storage area for silent auction items prior to auction. Work with program coordinator to write descriptions for the printed program. Work with auction software to input all data. This is a very time consuming position. Identify and manage delivery of all silent auction items to the Marriott. This person(s) must attend the auction to coordinate the display, running of the auction and distribution of the auction winnings. |
| Solicitations | Oversee and manage the donation of the silent/live auction items. This group is also responsible for writing and mailing donor acknowledgement letters and post thank you articles(s) for local press (working with photos provided by the photographer.) The people on this committee do not have to attend the event. |
| Sponsor Coordination | the person(s) on this committee are responsible for securing business/corporate/individual sponsors for the event at the various sponsor levels. Identify appropriate sponsorship levels and the perks that come with each level. They will coordinate sponsor advertisements with the Program committee. |
| Sports Team Liaison | Coordinates with the Team Moms for publicity within sports teams for the event (e.g., gaining access to team e-mail distribution or mailing lists ) |
| Team Basket Coordinator | Coordination of the donation of themed baskets made by the sports and school teams. The people on this committee do not have to attend the event, but they must bring the baskets to the Marriott and set up the baskets for the auction. |
| Student Liaison | Coordinate publicity for the event within the student body. Help identify talent/volunteers within student body. This liaison does not need to coordinate with clubs. |
| Talent Coordinator | Responsible for procuring entertainment and additional services as defined by the Event Chairs. The entertainment may either be professional (e.g., bands/DJ) or amateur (e.g., student groups.) identify, secure and manage any special needs or supplies that performers will need for the event. Develop evening talent timeline. |
| Teacher Wish List Coordinator | coordinate the teacher wish list, get specifics from teachers and keep in contact with them about what is going on with the auction. Select interested teachers to get donated tickets to attend the event. Collect quotes that we can use throughout the website as to what the benefit was from last year’s auction. |
| Treasurer | This person must have basic knowledge of accounting principles and computer data entry. Coordinates the financial aspects of the auction. This person should attend the action to help with the coordination of finances. |
