Gala Kick-Off Meeting
Monday January 8, 2018
Location: Unitarian Universalist Fellowship of Huntington
There are parking lots on both sides of the building but the door on the north side will be open. It has an arched doorway facing the driveway to Coindre Hall.
Who is the meeting for?
We will be kicking off the planning for Love of Learning's Annual Art Auction and Gala, the biggest social and fundraising event. This first meeting is open to all curious and committed parent volunteers. We will be meeting at the venue location so everyone can be familiar with the space and we can get the creative juices flowing!
What is the Gala?
The annual Art Auction & Gala is a beloved tradition at Love of Learning since 2005! A celebration of local artists and a chance to come together as one community to support our school. The 2018 Gala is scheduled for Saturday May 12, 2018, so mark your calendars!
How Does the Gala Planning Work?
Following this kick-off planning session, our Gala Committee Leaders will meet bi-monthly then weekly through-out the winter/spring as we near the event. Meetings are on Mondays from 9:30-11:30 and we hope that our committee leaders or a representative can attend most or send a report if absent.
Each of these Committee Leaders will manage one aspect of the event (Decorations, Food/Beverage, Art Auction, Registration, Communications, Volunteer Coordinating etc.) and every sub-committee requires the help of additional volunteers from the community either through-out the planning process or just during the days prior to or day-of the event. Following the January 8th meeting, these subcommittees will be assigned and meet or communicate as needed.
Specific Roles We Need to Fill:
Many of our enthusiastic and talented volunteers are returning once again to help us pull this event together! But we do have a few key leadership positions/special skills needed to help make our event a success. Any questions about these roles or how your own skills/interests might best used, please contact Gala Chair, Norell Liddell (firstname.lastname@example.org)
Journal Committee Leader/Graphic Design: The Gala's journal is a printed booklet including the evening's schedule, donor acknowledgements, live auction details and sponsor ads. This role will have the close consultation of our previous journal designer who is still an LOL parent and can provide resources and guidance. The majority of this role's time commitment will be just in the days/week before our print deadline (Late April/Early May)
Registration Committee Leader/Database Management: Registration oversees ticket sales (using our event software Greater Giving), guest list management and training/management for the check-in/check-out volunteers during the event. Key time commitment is prior to launching ticket sales (early March), volunteer training on software (late April), event set-up, run and close-out of all auction winnings. A willingness to learn and work with a database software a must. Ample training and support is available both from current committee leaders and via online tutorials.
Food and Beverage Committee Leader: This role works with our caterer who provides a portion of the meal served and coordinates with our parent volunteers to solicit donated appetizers, side dishes and desserts to complete the dinner. Previous menus and donor contacts can be provided but all new ideas are welcome! This role might be split with a second person to serve as the service captain managing our alumni volunteers, parent volunteers and service staff to coordinate the flow of food and beverage service during the event itself.
Basket Committee Leader: A fun part of the Gala are our raffle baskets filled with delightful and valuable items donated by LOL families, donors and sponsors. We have had upwards of 50-60 baskets in years past with some valuing over $200 in merchandise and gift certificates This role communicates with class parents to support their solicitation of the donations for each class's 3-5 themed baskets along with accepting, sorting, wrapping and cataloging all other donated items. The major time commitment comes in the weeks prior to the event to prepare the basket and during the event a the winners of each jar are pulled and announced.