Volunteer for our 24th Annual Gala Auction! The theme is the Outdoors for All Beach Ball! You won’t want to miss this memorable night bringing together the Outdoors for All community. Various volunteer shifts are available.
Event Details:
Saturday, November 8th
5:30pm-7:00pm: Cocktail Hour 7:00pm-9:30pm: Live Auction and Program
Location: The Westin, Bellevue 600 Bellevue Way NE, Bellevue, WA 98004
Volunteer Roles and Times: All roles will include an orientation before they start. *Volunteers in these roles will receive a free buffet dinner either before, during, or after the shift.
Set-Up Crew (9 AM – 12 PM) Unload materials and set up in the event space at The Westin. Must be comfortable unloading materials from vehicles.
*Volunteer Room Host (3:30 PM – 6:45 PM and/or 6:45 PM – 10:30 PM) 18+. Helps orient and manages check-in/out of volunteers, and redirects during downtime. Addresses confusion and lag in volunteer workflow.
Prize Wheel Operator (3 PM – 7 PM) Run the prize wheel that attendees will spin to win prizes! There will be other games to manage as well. Must be outgoing, enthusiastic, and comfortable interacting with attendees.
*Registration – Check-In and Check-Out (3:45 PM – 10:30 PM) 18+. Check-in guests upon arrival and check-out at end of auction using our Better Impact auction software. Instructions and tutorials will be sent prior to the event. Must be customer-service oriented, comfortable using software, and able to troubleshoot issues that may arise.
*Almost Live Auction Monitors (4:30 PM – 9:30 PM) Monitor the silent auction tables and answer guest questions. Also, help clean up items. Volunteers should be knowledgeable about Outdoors for All programs and the auction schedule.
*Opportunity Sales/Merch Table (4:30 PM – 7:30 PM) Sell merchandise at a designated table. Must be customer-service oriented and comfortable with engaging with attendees throughout the shift.
*Opportunity Sales/Best of Live Raffle Sellers (4:30 PM – 7:30 PM) Sell “Best of Live” raffle tickets to guests prior to the start of dinner or help with other silent auction games. Volunteers will roam around the event space and encourage attendees to purchase tickets. Must be comfortable with ongoing interactions and being mobile throughout the shift.
*VIP Guest Assistants (4:30 PM – 10:00 PM) 21+. Ensure that our VIP guests have everything that they need. Includes showing them to the VIP registration line, showing them to their table, ensuring they have received their upgraded wine, and more.
*Coat Check/Floater (4:45 PM – 10:30 PM) Manage the coat check for half of your shift. The other half you will float to support various event needs as they arise. At the end of the shift, retrieve coats for guests exiting.
Dessert Dash Set-Up (4:45 PM – 7 PM) Collect desserts as they arrive. Set up the dessert stands and decorate the table.
*Data Entry (5:30 PM – 10 PM) Enter attendee information, bids, and more into the Better Impact database. Instructions and tutorials will be sent prior to the event.
*Dessert Dash Table Host (5:45 PM – 10:30 PM) 18+. Manage dessert dash logistics: encourage guests to bid, collect bid sheets, and organize desserts for distribution.
*Live Auction Runner (5:45 PM – 10:00 PM) 21+. Take bid sheets from the recorder + champagne to the winners to collect information for data entry. Volunteers must be comfortable being mobile and active throughout the shift.
*Live Auction Spotter (5:45 PM – 10:00 PM) 18+. Help point out bidders for the auctioneer. Volunteers must be comfortable being mobile and active throughout the shift.
*Recorders (5:45 PM – 10:00 PM) Document bidder numbers/winning prices in the auction log and prepare the bid sheets for the runners.
*Safekeeping Check Out Crew (5:45 PM – 10:30 PM) Prepare items for pick-up at the conclusion of the Auction and help load items in vehicles bound for the office.
*Stage Assistant (5:45 PM – 10:00 PM) 18+. Bring display items to the stage for live auction models to display, followed by taking items to Safekeeping. Must be comfortable with being active and mobile throughout the shift.
*Photographer (6:00 PM – 11:00 PM) 18+. Photograph the event.
