FAQ Topic Index:
General
Procurement
Volunteer Opportunities
Raffle
Class Projects
Fund-an-Item
Friday Night April 27
Saturday Night April 28
General
The annual auction is St. John’s most important fundraiser. In recent years, parents, friends, and alumni have generated more than $200,000 in gross proceeds for the school.
Money generated through the auction accounts for a significant portion of the school’s operating budget. The funds make it possible for St. John to offer tuition assistance through the Fair Share program, pay our teachers a just and competitive wage, and continue to enhance our outstanding curriculum.
All school families are asked to procure items, volunteer their time, and attend the auction. Volunteer opportunities range from a few hours helping with auction set-up to chairing one of the auction’s committees. Examples of committees are:
- Decorations
- Procurement
- Raffle
- Office/Data Entry
- Bank
- Publicity
- Security
- Class project coordinator
- Set-up
- Clean-up
- Dessert Auction
The following sections describe specific components of the auction. For more information, please feel free to contact the auction co-chairs Marsha Fuesel and Jen Witeck.
Procurement
The process of asking for items that will be sold at the auction is called procurement. Procurement provides the high quality items that generate most of the auction proceeds. This year, we are asking each family to procure or contribute two quality items or to instead contribute $200.
Q – Do you have any procurement tips?
A – Yes. Please visit our Procurement page for detailed suggestions.
Q – Must the items I procure or donate add up to $200 in value?
A – No, we simply ask that families make a good faith effort to provide two quality items and to keep to a minimum the number of items valued at $30 or less.
Q – If I donate one item valued at $200 or more, must I donate a second item?
A – We need a wide variety of items to make the auction successful, so we would greatly appreciate a second item!
Q – How do I know whether or not someone else has already requested an item from a local business?
A - You may not know for sure. If a business tells you it has already been asked or donated, simply thank the business and move on to your next potential donor. However, our procurement team does plan to target businesses within the following geographic areas: Ballard, Fremont, Greenwood and Phinney. They also will seek donations within the following categories: restaurants, theatres, museums, hotels/bed & breakfasts, sports, experiences/adventure/travel. If you have a relationship with a business in any of these areas or categories, PLEASE let our procurement team know. We would love your help in approaching them. Our procurement committee team this year includes Maria Arruela (mqa23@comcast.net), Jennifer Bergman (the-bergmans@comcast.net, and Jill Campos (jill@jillcampos.com).
Q - Where do I bring my items after I have procured them?
A - You may deliver them to the school office during regular office hours or to XDC during XDC hours (a box will be in that area). You also may contact the auction chair to arrange for delivery to the auction office. There will be three "turn-in dates" for dropping items off during the morning drop off time with volunteers collecting items from those who drive and drop children off in front of the school. The dates this year are February 7th, February 23rd, and March 6th.
Catalog deadline is March 15, 2012
Go back to top
Volunteer Opportunities
Q - I’d like to help but I have no idea how.
A – Please visit our Volunteer page and read about the different jobs and opportunities. There are plenty of opportunities to volunteer and more information will be provided as the auction dates get closer.
Raffle
Q – How is the raffle related to the auction?
A - St. John sponsors a raffle in conjunction with the auction. The raffle raises about $16,000 toward the auction goal. The award this year is a cash prize of $2,500. The winning raffle ticket is drawn during the Saturday night live auction, but the owner of the ticket need not be present to win. More information on the raffle will be forthcoming.
Go back to top
Class Projects
Q – What are the class auction projects?
A - Students from each class make an item to donate to the auction. Examples from past years include mosaic tables, glass vases, a garden bench, book case and framed paintings. There is an art auction coordinator who will work with each class or grade to assist in finding a project for the auction. If you have an idea or a special talent you can lend to a class project, please let the art auction coordinator know.
Go back to top
Fund-an-Item
Q – What is the fund-an-item?
A - Each year the school identifies a specific area of need for the “fund-an-item” part of the auction. Past projects supported by fund-an-item include the playground renovation, interactive whiteboards for the classrooms, development of the school’s Multipurpose Arts Room, risers for the music program and an enhanced math curriculum. By bidding on a fund-an-item, you are simply making a tax-deductible donation to enable the school to purchase the item. The school welcomes donations at any time. This year’s fund-an-item has not yet been identified, but check back to the website and auction newsletters for that information as it becomes available.
Go back to top
Friday Night Silent Auction & Mini Live Auction – April 27
The Friday night auction consists of five large silent sections and a mini live/oral auction. This evening is free and open to the public.
Q – How does the silent auction work?
A – The silent auction has five different color-coded sections that close at various times throughout the evening. For example, the 1st section will close (no more bids will be taken) around 6:00 p.m., the second around 6:30 p.m., and so on. The auction takes place on two levels, in both Egan Hall and the gym. When you arrive on Friday night, you will register your name and receive a bid number. To bid on an item, simply write your number on the bid sheet provided with each item. After the section closes, check the bid sheet to see whether your bid was the highest one listed. If so, the item is yours!
Q – How do I pay for my items?
A – You have two payment options: 1) When you register, you may choose the express pay option, in which you fill out and sign a form with your credit card information. If yours is the highest bid at the close of a section, you may simply take your item, and your credit card will be charged. 2) You may also pay for your item at the “bank,” located upstairs in the Multipurpose Arts room. Provide the bank volunteer with your bid number, and he or she will print out a list of your successful purchases. You may pay for your items with cash, credit card, or check. Then you may take your items from the auction table.
Q – How does the live auction work?
A – The mini live auction on Friday night includes about 10-15 items and takes place around 9:00 p.m. The auctioneer will begin by asking for a minimum bid. If you want to bid on an item, simply hold up the bid card you received at registration. If you are the highest bidder, an auction runner will have you sign a receipt and you take that to the bank to pay for your item.
Q – Is dinner available on Friday night?
A – “Casual food,” such as salads and pizza, as well as beer, wine, and soda are available for purchase on Friday night.
Q – May children attend?
A – Children are welcome to attend before 7:00 p.m. Beginning at 7:00 p.m., childcare is available through St. John’s Extended Day Care for $10 per child. Children must pre-register. You will receive a pre-registration form before the auction; space is very limited so return it promptly to reserve a spot.
Q – What do I wear?
A – The attire for Friday night is casual.
Go back to top
Saturday night live auction and dinner – April 28
Saturday night live auction is the highlight of the auction weekend. Reservations are required and a formal dinner is served. The evening begins with a no-host bar and two silent auctions. The evening's live auction features outstanding class projects as well as theme dinners and parties, trips, vacation destinations, and more.
Q – How do I make a reservation to attend?
A – You will receive your auction invitation in the mail. We encourage parents to put together a group and reserve an entire table. If you make a reservation without putting together a group, you will be assigned to a table.
Q – Will I receive a confirmation of my reservation?
A - The invitations this year will ask you for an email address so that we can email you confirmation that we received it. No tickets will be issued.
Q – What is included in the cost of the reservation?
A – The reservation includes appetizers and a superb gourmet dinner. Beer, wine and soda are available at the no-host bar at a cost of $3.00 - $4.00.
Q – What do I wear?
A – The attire for Saturday is “festive.” Women typically wear dresses, skirts or nice slacks. Men generally wear a shirt and tie.
Q – What is a “group bid”?
A - Many auction items are sold as "experiences" to be shared with many people – e.g., a boat cruise for 25 or a "murder mystery” evening for 12. These experiences offer a perfect opportunity for friends to bid together as a group. Prior to the auction, decide how much each person will spend and then designate one person to bid. These items provide a quick and easy way for many people to spend a little and make a lot for the school. These bid sheets are on the tables.
Q – How does the dessert auction work?
A – Volunteer bakers make approximately 30 exquisite desserts. Each table decides how much it wants to bid on dessert and submits its bid. The table with the highest bid gets first choice in choosing a dessert, with the next highest bidding table going next, and so on. Tables are not required to bid on a dessert.
Q – May children attend the Saturday night auction?
A – No, children are not invited. Parents must make their own childcare arrangements.
Go back to top
If you have questions, please ask … and, remember, the best way to learn about the auction is to be involved!