It's party time, rather it will be on February 21, 2015 when the GRS Soiree happens at Hamline University. The Soiree is our largest community event for adults at which we raise funds to support GRS. We invite you to climb on board to add your ideas and creativity in the planning of the event.
We promise:
- limited meetings
- focused work teams
- lots of fun
- a great feeling to have helped plan our largest fund raising and community event
- an opportunity to meet lots of amazing GRS supporters
The first and, hopefully, only large gathering to get organized and get started on the work will happen on Tuesday, October 28 from 6:30 to 8 pm at GRS. At that time, we will review our goals for the event and break into work teams to get started on planning this event. Please come share your ideas and get involved.
Here are the teams that will form on the 28th to plan the BIG party on February 21st:
- PR / Marketing – develops a “save the date” postcard or announcement, invitation, posters for school, marketing plan, and materials to help support the event ; works with other teams to ensure everyone gets the PR they need to complete their tasks; decide on timeline for getting invitations out
- Volunteers - recruits volunteers to fill needs identified by other teams to support the event, develop an online sign up tool, and ensure everyone knows their role before, during, and after the event; ensures volunteers are thanked
- Auction Solicitation – solicit items from organizations & GRS families & classrooms, determines what will be in the catalog, develop and approve the catalog
- Auction set up – works with auction team to take items and set them up at the event site; make signs and beautify the tables to ensure presentation invites bidding
- Auction closing team – ensures a smooth closing of the auction including collecting money (use Squares), handing out items and developing a follow up plan for those who don’t collect their items at the end of the auction.
- Technology team – make suggestion for Charity Auction Organizer to purchase set up and prepare for use, enters items and guests into software; works with auction and PR teams to produce the catalog (at least one week before the event); ensures data entry is done during auction closing; works with auction closing team to ensure all goes smoothly
- Program – ensures we have an MC with a script and direction, develops the program for the night including pre-live auction speaker (if we want one), music/entertainment during the auction close out time, entertainment/music during the event
- Decorations - works with Auction set up team to decorate the room, create table decorations and ensure the venu has signage as needed
- Food – coordinates with the Hamline University catering department for food for the auction