St. John School Auction Guidebook · • 25 - $100 restaurant gift certificates • 35 - $25-$50...

http://auction.st-johnschool.org

St. John School Auction

Guidebook

120 N 79th Street Seattle, WA 98103

206-783-0337

[email protected]

mailto:[email protected]

Auction Introduction Letter: St. John School

Dear St. John School Families:

Please mark your calendars for the

33rd Annual St. John School Auction, “Denim & Diamonds” on Friday April 20th, 2018 at Fremont Studios.

We invite parents, grandparents, parishoners, alumni and friends to join us for a splendid evening to celebrate

our community and raise money. The proceeds go directly to the school’s operating budget. So get out your

jeans and jewels as your continued support is the reason for our success.

Our goal this year is to raise $300,000. With your help, we can do it!

Preparations start now in order to make the auction a success! We ask that all St. John families play a role

through:

1. Donating and procuring items

2. Volunteering your time

3. Attending the gala event – most important of all!

We hope that you find the information in this guidebook helpful on how you can get started and answer any

auction related questions.

Cheers!

Karen Bombino & Kristen Capka

Auction Co-chairs

PROCURE: What and How

What

“Procurement” is the acquisition of good and/or services for auctioning off online or at the gala event. Think-

what would you like to purchase at the auction? Whatever that is, that is what you can set out to procure!

• In order to reach our fundraising goal, we encourage all families to honor their tuition contract of

$250.00 for donating or procuring items for the auction.

• Our Final Procurement Deadline will be March 2nd, at which time ALL auction donation forms and online

donations must be received in order to be processed or listed in the auction catalog.

What should I donate to the auction?

We want to make it easier than ever to donate items to the auction. Below are several ideas for how you can

quickly get started donating items and help us complete specific packages.

Auction Wine Grab

We need bottles of wine of $20+ for the Wine Grab and St. John Cellar Silent Auction.

1. Completely fill out the Wine Tag included in this guidebook and attach it to your $20+ bottle

of wine or complete the procurement form found online at http://auction.st-johnschool.org

2. Bring your wine donation to the school office on or before March 2nd.

Specific Items We Need Each Year:

• Sponsorship to help underwrite the auction

• 25 - $100 restaurant gift certificates

• 35 - $25-$50 gift certificates for movies, coffee shops, grocery store, iTunes, Amazon,

bookstores, etc

• Local 1- or 2-night getaways

• Kids summer day camp experiences (theatre, science, arts, sports)

http://auction.st-johnschool.org/


More Items to Get You Thinking

Category Sample Idea

Travel & Getaways • Vacation homes, family cabins – getaways

• Time share, fractional ownership condos

• Ski resort cabin – ski passes

• A weekend in Walla Walla, Chelan, Sunriver, San Juan Islands, Disneyland, Whistler, Palm Springs, etc.

• Fishing, hunting, outdoor adventures

• Hotel packages

• Wine weekend

• Private plane hours

Wine • Premium wine, magnums, verticals

• Private tasting at a local winery

• Attend a crush or bottling celebration

• Sommelier service for an evening

Parties • Progressive dinner party, wine tasting party, mom’s night out, dad’s night out

• Boating tour/dinner on Lake Washington or Lake Union, chef’s dinner

Restaurant & Dining • Restaurant gift cards

• Dinner for six at a premium restaurant

• Private chef’s table dinner at restaurant

Electronics • Microsoft Surface, iPad, Kindle, iPhone, GoPro, gaming consoles, Beats wireless

headphones

Entertainment & Tickets • Concert tickets, theatre tickets

Home & Garden • Landscaping services, custom designed flower or garden pots, fire pit, home &

garden retail gift cards

Kids Activities • Bicycles, razor scooters, skis, snowboard, wakeboard, camping equipment

Sports • Sporting event tickets, suites, boxes

• Sporting tickets – UW WSU, SU, Gonzaga, Seahawks, Sounders, Mariners

• Autographed sports memorabilia

• Golf packages: Bandon Dunes, Pebble Beach, Suncadia

Please note that there is an Auction Leadership Team and classroom Auction Liaisons who are available to

help guide you in donating and procuring items. Feel free to contact them if you have any questions or would

like to further discuss your ideas. We are unable to accept used clothing and shoes.


How

-HOW TO PROCURE DONATIONS –

Step 1: Everyone is a potential donor. Consider asking your employer, local businesses, professional friends,

other friends, and family members. Each has valuable skills or products that can be procured for the auction.

In addition, we are always looking for sponsors to help underwrite the auction and we offer several levels of

sponsorship. A list is included with this guidebook.

Step 2: Follow-up is key. Make a quick in-person visit or phone call to let potential donors know we look

forward to their support. Make sure you get a completed form for every donation.

Step 3: Deliver donation and sponsorships to St. John as soon as they are procured. For tangible items or

gift certificates, securely fasten a copy of the procurement form to the item(s) and deliver them to the school

or auction office. We can help you bring large items into the school or assist in their delivery to the auction.

-THE AUCTION PROCUREMENT FORMS –

HOW TO FILL THEM OUT AND WHERE TO PUT THEM

1. Forms are included with this guidebook. Additional forms are available online at the auction page of the

school website, http://auction.st-johnschool.org.

2. Accuracy. If soliciting outside the St. John community, fill in your information at the bottom of the form

BEFORE giving or mailing the form to a potential donor. If you are the donor, provide accurate information

in every box. Accurate information is of utmost importance both to acknowledge the donor and for the

potential buyer of the item. Also, if you purchase the item(s) to donate, YOU are the donor.

3. Details, details, details. On the procurement forms, provide relevant details in the description box.

Describe color, size, contents and material as appropriate. Include all restrictions on services, travel and

accommodations. Include the items’ value and estimate when unsure.

4. Deliver completed forms and items to St. John as soon as possible. Timing is key for our data entry and

catalog volunteers. We are accepting donations now and will keep gathering donations until Friday, March

2nd, 2018. It is not necessary to have a tangible item or certificates to us by March 2nd; we just need a

paper or online procurement form completed. Tangible items/certificates must be delivered no later than

March 30th, 2018.


VOLUNTEER: How You Can Help

Help

The auction is a wonderful way to get involved at school. Not only does it feel good to help out on such a

worthwhile event that supports the school, but you also get a chance to meet other parents and feel

connected to the St. John community.

Here are some ways you can help:

• Join a committee/team (dinner, procurement, display, technical, etc.)

• Help out on the day of the event

• Help out the week before or after the event

• Join the clean up team at the end of the night

• More hands=less time

Your time is valuable whether you have 1 or 20 hours to give. Volunteering can be done in many ways. Please

email Karen Gunther Bombino [email protected], Kristen Capka [email protected] ,

Lauren Exnicios [email protected], or Julie Skinner [email protected] if you would like to

volunteer.

2018 Auction Volunteers

Here is a list of your fellow parents already working on various areas of the auction. They would love to have

you join them!

Class Liaisons:

Preschool: 3-Day PK: Kelly Daniels ([email protected])

AM PK: Becca Young ([email protected])

PM PK: Lauren Exnicios ([email protected]) and Marney Freeland ([email protected])

Kindergarten: Murray: Erika Lawrence ([email protected])

Barry: Beth Rubin ([email protected])

1st Grade: Peoples: Steph Wade ([email protected])

Feeney: Tricia Kane-Yi ([email protected])

2nd Grade: Oines: Steph Wade ([email protected]) and Jenny Lee([email protected])

Hendrickson: Amy Szyszko ([email protected])

3rd Grade: Castillo: OPEN

Mansfield: Jody Reich ([email protected])

4th Grade: Martin: Tina Kliman ([email protected])

Purchio: OPEN









mailto:[email protected])

VOLUNTEER: How You Can Help

5th Grade: Kelley: OPEN

Ahern: OPEN

6th Grade: Sullivan: OPEN

Brumback: OPEN

7th Grade: Rachel Oximana ([email protected]), Cara Young ([email protected]), Glorilyn Maw ([email protected])

8th Grade: Memory Book: Rachel Douglas ([email protected])

Tara Cannava ([email protected]), Amy McCallum( [email protected]), Patti Hawkins ([email protected]), Lynnette Muenzberg ([email protected])

Class Art Coordinator: Kay Jang ([email protected])

Artwork & Design Wilo Dietrich:

Procurement Chair: OPEN [email protected]

Business Procurement Team: Erin Kalanquin, Emily Truong, Megan McCarthy, Anne Mathieu, Kara Dacquisto, Amy Szyszko, Karen McMahon

Sponsorship Lead: OPEN

Sponsorship Team: OPEN

Volunteer Coordinator(s): Lauren Exnicios

Sign-up Party Coordinator: Di Tran

Candid Photography Coordinator:

Jody Reich

Candid Photographers: Emily Truong, Alessandra Brescia

Item Photographer: Meg Deines

Catalog Editor: Michelle Sorrick, Marney Freeland

Dinner Committee Team: Kate DeMotts, OPEN

Dessert Dash Coordinator: Betsy Rivera

Decorating: OPEN

Dinner Set-up Coordinator: Suzanne Fairchild

After Party Coordinator: Steph Wade

Event Managers: Colleen Wylde and Amanda Miller

Raffle Coordinator: Mary Kearney

Catalog Reader: Lucas Welch

Email [email protected] or [email protected] or [email protected] to get

involved!












ATTEND: Time, Location, Dress

The auction is one of St. John School’s biggest community events. It is a great way to get to know the parents

of your children’s friends and foster some life-long friendships yourself. It is a place for all families to join in

and participate at a level that feels comfortable and manageable for them.

We strive to have a record number of people attend the auction each year. So, bring the grandparents or

other relatives, line up a sitter and put April 20th as a “Can’t Miss” date on your calendar!

Thank you in advance for helping us as we reach our goal of $300,000 and we’ll see you at the auction!

Time

Check-in, Appetizers, Bar and Spotlight Auctions begin at 5:00 p.m.

Live Auction and Gala Dinner begins at 7:00 p.m.

After-party begins around 9:30 p.m.

Location

This will be our fourth year at Fremont Studios. We have a fantastic setting with room for plenty of people, the spotlight and live auctions.

Fremont Studios

155 North 35th Street

Seattle, WA 98103

Dress

Guests are encouraged to wear their best “Denim & Diamonds” attire but there is no required dress code.

Dress for a party! Dress for a fun night with friends! Just be sure to be there!

IMPORTANT DATES

Procurement Form Turn-In #1 – November 15th

• Completely fill out your procurement form(s) and turn in at morning drop-off. The first 50 procurement forms turned in will be entered into a drawing to win two tickets to the Live Auction & Gala Event!

Early Sponsorship Forms Deadline – December 20th

• Turn in completed Sponsorship forms into the school or auction office by December 20, 2017 and

receive a 10% discount.

Wine Tasting Event – January 19th, 2018

• Help us choose the wines for our Gala Dinner and underwrite the cost at this fun event. Held at the

Greenwood Masons Lodge.

Wine Grab – March 2nd, 2018

• Completely fill out the Wine Tag and bring in your $20+ wine bottle to the school or auction office.

There will be volunteers available during morning drop off to collect your donations.

Final Date for Procurement Items – March 2nd, 2018

• Turn in tangible items to the auction office or school office.

Raffle Tickets Sent Home – March 9th, 2018

• Each family will receive $75 in raffle tickets. Please return ALL sold or unsold tickets as soon as possible

or by April 20th. The winner of $2500 will be drawn at the gala event.

Online Auction – Opens April 16th

• Get a head start on bidding and exploring the online auction items on Bidding for Good. Browse

through the items and set-up your auto-bidding for particular items. Online auction closes Sunday, April

22 at 5:00 p.m.

Auction Night – April 20th!!!

FAQ

St. John Auction Frequently Asked Questions

The following are a few answers to questions commonly asked about the Auction.

What is the Auction?

The Auction is St. John School’s largest fundraiser of the year. It’s a fabulous party for St. John parents and

their friends to celebrate the school, eat delicious food, and shop for fantastic goods, services and unique

experiences. Our community is what makes the auction a success – grossing over $300,000 last year! It’s the

party of the year and you don’t want to miss it!

Why do we have an auction?

The purpose of the auction is two fold: First, it raises neccesary funds that will immediately benefit all students.

Through the generosity of current families, grandparents, alumni and friends, the auction’s goal is to raise

$300,000 for the operating budget. Second, and just as important, it’s an opportunity to socialize as a

community and build lasting connections.

What can I expect at the Auction?

For 32 years, the auction has been a night to remember! It will start at 5:00 p.m. with our Spotlight and St.

John Cellar Auction, which you can browse while enjoying passed appetizers and an adult beverage. This is also

your time to try your luck with at the Wine Grab, Best of Live Raffle and Hawaiian Vacation Raffle. At 6:45 p.m.,

we begin to move in to the large studio for dinner and the Live Auction. Don’t forget to check out the delicacies

available in the Dessert Dash, bidding for those treats will begin at 7:00 p.m. Following the Live Auction, stay

for the After Party where you can dance, socialize and continue the celebration.

Can we still go even if we don’t buy anything?

Yes! Yes! Yes! This event is not only a fundraiser; it’s also a St. John community builder that allows you the

opportunity to mingle, meet new people, and have fun.

What is included in the ticket price?

The standard ticket ($100) provides you with entrance to the Live Auction and Gala Event, a delicious dinner

from Kaspar’s, beer/wine/non-alcoholic beverages and the After Party. Upgraded tickets will also be available.

How do I purchase tickets?

Tickets can be purchased online at Bidding for Good about 6 weeks before the Live Auction and Gala Event.

FAQ

Is this a family event?

The Auction is a grown-up party. No children, please. Make arrangements for a babysitter so you can enjoy an

adult night out.

What are the expectations as far as procurement/donations?

It is a part of your tuition contract to procure or donate items or cash ($250) to benefit the school.

What is the difference between procuring and donating?

Procuring involves asking a third party to contribute an item for the auction; donating is contributing an item

or cash for the auction from your own resources.

If I buy something at the company store, do I put my employee price as the value?

No. The retail value should reflect the true market value. Go to your company’s website and find out at what

price they sell the item to the public.

My friends and I are putting together a party for the auction, how do we value it?

It should be based on an estimate of the monetary cost to put it on (including the cost of the venue if

applicable), not the price you hope it will sell for. Please be advised, St. John School will not make any financial

contributions to or otherwise subsidize any group events.

I am donating something absolutely fabulous; can I assume it will go in the live auction?

We are limiting the number of live items, so the auction chair(s) cannot guarantee any items status until we

have all items in and are assembling the catalog. The auction chair(s) will do their best to put those items in

live that will generate the most return for our children. All item placement is at the discretion of the auction

chair(s).

FAQ

How do I begin procuring items?

1. USE AN OFFICIAL PROCUREMENT FORM: Most businesses like to have a request for donations on the

school’s letterhead for their records. Most require the non-profit ID number which is located on our

procurement letter attached to this guidebook.

2. FILL OUT A PROCUREMENT FORM FOR EACH DONATION: Donors must complete one form for EACH

item-unless they are items grouped to be sold together.

3. FOLLOW UP: It may take more than one phone call, letter or visit to get your donation.

4. SEND A PERSONAL THANK YOU CARD: Remember we cannot say thank you enough, and if we hope for

their support in years to come we want to let them know how much we appreciate their contribution.

The auction committee will also send a thank you letter.

What are the procurement deadlines?

Our final deadline for auction procurement forms is March 2nd, 2018. This allows us time to enter all the item information into the catalog (online and print versions) and get it to the printer so the community can view it before the auction. We need to receive the actual donated item no later than March 30th, 2018.

What is an auction procurement form? What is a group procurement form?

An auction procurement form is what the donor fills out with their individual or company information and a

description and value of the donation. We will send a letter confirming and thanking them for their support. You

can also donate directly online at https://www.biddingforgood.com/stjohnsea. You can also direct any donors

to this site.

A group procurement form is what a group of people who join together and donate funds to an auction party

complete and turn in to the auction office.

Where to find procurement forms:

• School office

• St. John School website – under Auction http://auction.st-johnschool.org

• Auction Office

• Attached with this Auction Guidebook

• Auction Bulletin Board near XDC

https://www.biddingforgood.com/stjohnsea


FAQ

Once I have filled out the procurement forms, where do I hand them in?

Hand in your forms to the school office or the auction office. You can email them to

[email protected] or online at https://www.biddingforgood.com/stjohnsea.

What if I can’t come to the auction, are there other ways I can help?

Sure! We could always use help. Visit the St. John Auction webpage and click on the link for volunteers to find a

job that fits your schedule.

I’m overwhelmed after reading this!

• It’s okay. We’ve all been there. The Auction is simply an awesome party and the Auction Team needs

help to make it happen – this is where the school families come in.

• Start brainstorming about what you’d like to donate…remember the suggestions given earlier in this

guidebook.

• Think about your network and contacts…would someone you know consider donating something

awesome to help raise money for our school?

• Consider when you’d like to volunteer and your schedule.

• Come to the periodic meetings (check Newsviews or the Auction webpage for when and where) for

auction updates and help.


https://www.biddingforgood.com/stjohnsea

ATTACHMENTS

• Business Procurement Letter

• Sponsorship Summary and Agreement

• Procurement Form

• Group Procurement Form

• Wine Grab Form

http://auction.st-johnschool.org

Dear Friend of St. John School,

Thank you for considering a donation to the St. John School “Denim & Diamonds” Auction. This year we are

celebrating our 33rd Annual Auction and its continued success can be attributed to the generosity of our

community partners. All proceeds from this auction directly benefit our students by contributing to the

school’s operating budget, supplying necessary funds for curriculum enhancements, as well as supporting our

unique Fair Share Tuition Program which allows St. John School to be one of the most accessible Catholic

schools in Seattle. Our students are passionate about serving their local community and annually conduct food

drives to support the Ballard Food Bank, collect winter clothing for St. Vincent De Paul and coordinate

collection of items for West Side Baby. Your donation will allow us to continue to provide the best possible

education for our students.

Would you please consider one of the following ways to help us make our annual auction a success?

• Sponsorship or cash donation

• Merchandise donation

• Gift certificate for a product or service

We will acknowledge your gift on our auction website and in the auction catalog. St. John School is a not for-

profit organization and our tax ID # is 91-0577482.

Thank you for considering a donation to our school auction. If you have any questions or would like to discuss

a donation or sponsorship further please do not hesitate to contact our auction office at

[email protected].

Sincerely,

St. John School Parent



The St. John Auction & Gala Dinner is the school’s largest fundraiser, directly impacting the everyday running

of the school. This annual event of more than 30 years offers you the chance to showcase your support of the

St. John School and its community.

Sponsorship of the Auction provides your company with an opportunity for visibility and exposure at the event

itself, in our auction catalog, and in our online community (school website, online auction website, and

Facebook). Your sponsorship contribution helps to underwrite the event costs allowing more of the Auction

proceeds to support St John School and our tradition of educational excellence.

Sponsorship opportunities for the 2018 Auction & Gala Dinner are as follows:

Sponsorship Level Benefits

Diamond Sponsor

$2500+ (no more than 3)

(10% discount if signed up by

12.20.17)

• Tickets to the Gala Dinner (4)

• Full-page, color advertisement in the Auction Catalog (subject to print deadline of March 2, 2018)

• Slide show and verbal recognition by the auctioneer during the Live Auction

• Logo/Company name on auction night bid cards

• Logo prominently positioned on banner displayed at school during auction week

• Company name and/or logo displayed on electronic media including the online bidding site, Auction website, Facebook

• Thank you in NewsViews

• Business listed as a “check-in” location on the St. John Explorer app

Platinum

Sponsor

$1000+


12.20.17)

• Tickets to Gala Dinner (2)

• Full page advertisement in the Auction Catalog (subject to print deadline of March 2, 2018)

• Slide show and verbal recognition by the auctioneer during the Live Auction

• Logo/Company name displayed on table tents for all tables at Gala Dinner

• Logo on banner displayed at school during auction week

• Company name and/or logo displayed on electronic media including the online bidding site and Auction website, Facebook


• Business listed as a “check-in” location on the St. John Explorer app (additional sponsorship levels detailed on reverse)

2018 St. John School Auction & Gala Dinner Business Sponsorship

Sponsorship Level Benefits

Gold Sponsor

$750+


12.20.17)

• Half-page advertisement in the Auction Catalog (subject to print deadline of March 2, 2018)

• Company name/Logo recognition on auction reusable shopping bag

• Choice of selected branding opportunities: ➢ Dessert Dash – Company Name/Logo listed on bid sheets ➢ Spotlight Silent Auction – Company Name/Logo listed on bid

sheets ➢ Best of Live Raffle – Company Name/Logo on raffle charm

• Company name and/or logo displayed on electronic media including the online bidding site, auction website, Facebook, and Live Auction presentation




Silver Sponsor

$500+


12.20.17)

• One-third page advertisement in the Auction Catalog (subject to print deadline of March 2, 2018)

• Company name and/or logo displayed on electronic media including the online bidding site, auction website, Facebook




Bronze Sponsor

$250


12.20.17)

• Quarter-page advertisement in the Auction Catalog (subject to print deadline of March 2, 2018)


• Thank you in NewsViews,


Denim Sponsor

$100 (10% discount if signed up by

12.20.17)

• Business listed in Auction Catalog


If you sign up to be an auction sponsor before Wednesday, December 20, 2017, you will receive a 10%

discount on the sponsor fee.

If you have any questions after reviewing the sponsorship levels above, please contact the Auction Team via

email at [email protected].

Your contributions may be tax-deductible. St. John’s tax ID is #91-0577482. We are an IRS designated

501(c)(3) non-profit organization. Please contact your tax advisor for tax deduction advice.

St. John School Auction Guidebook · • 25 - $100 restaurant gift certificates • 35 - $25-$50...

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Transcript of St. John School Auction Guidebook · • 25 - $100 restaurant gift certificates • 35 - $25-$50...