Guide for Cent Auction Stall Convenor
Guide for Cent Auction Stall Convenor
> Here are some things you might need to know about running a cent auction
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These guides have been prepared over time from suggestions sent to us by volunteer event organisers.
Please use all of our resources as a guide only, and modify them for your own circumstances. Fetes and Festivals takes no responsibility for any errors or omissions contained within.
Best of luck organising your event, and please stop by later to contribute your own ideas, resources and photos!
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To Do List:
- The Sponsorships Convenor should be organising prizes for you. Liaise with sponsorship team to find out what donations they have for you
- Think about how you are going to decorate your stall
- Fill out the Stationery List for Convenors and give it to the Secretary
- Liaise with site convenor to discuss what equipment you will need (eg. tables)
- Keep receipts for expense claims for goods purchased for the Fete, fill out the Purchase Approval/Expense Claim Form and give to the Treasurer so they can reimburse you
- Send volunteer letter home asking for help to wrap prior to fete day and sell tickets on the day. Also request ideas for decorating the stall on the day
- Collect and sort prizes
- Wrap like prizes together
- Organise Volunteer Roster and email to volunteers
- Buy cent auction sheets from your local newsagent or stationery supplier
- Organise ticket containers
- Create a sign if you are not getting the graphic designer to design one
- Fill out Float Option Request Letter and give it to the Treasurer
- The week before the Fete, collect your float, and sign for it
Day Before Fete Day:
- Open the Cent Auction Record Sheet and enter the first sheet number of your cent auction tickets in the red cell on the first excel spreadsheet. All of these spreadsheets are linked, so once you input one number all the others change accordingly. If you require more than a record of 500, please copy and paste the spreadsheets and change the formulas as necessary. Print the amount of sheets you require.
Fete Day:
- Make sure you have the float and a waisted money bag or lockable money tin
- Bring ticket sheets to the Fete
- Put up your decorations
- Put up your sign
- Display prizes in a visually pleasing way with the ticket containers in front of them
- Fill out the Stall Summary of Cash Movements each time money is collected and sign receipt book
- Pack up and keep an inventory of left over stock
- Match up ticket boxes with prizes
- Have a big board to list all the prizes and winners
- Sell tickets making sure you write down the person’s name, phone number next to the corresponding auction sheet number/s
- Draw tickets and hand list to MC to announce winners
Wrap Up:
- You may wish to write a note to put into the Fete wrap up newsletter to thank your volunteers
- After the Fete, don’t forget to prepare handover notes – download template below
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Downloadable Templates:
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Click here to send in your photos, templates and ideas!
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You may also be interested in:
- Guide for Trash ‘n’ Treasure Stall Convenor
- Guide for Rides Convenor
- Guide for Grocery Raffle Stall Convenor
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