Hbs Charity Auction 2007 Agenda

HBS Charity Auction 2007: Meeting Agenda 1. What is the Charity Auction? a. The Auction b. Summer Search Partnership 2. Selecting the Charities a. Nominations (Summer Search and Other Affiliations) b. Selecting the number of charities and how to split funds c. Pitches and voting 3. Logistics a. Create an auction committee!!! b. The Event  Pick a date!  Reserve a location – OFF Campus (Bars, Hotels, Restaurants) c. Organize catering – food and ALCOHOL!! d. Ticket cost? e. Room set-up (chairs/tables/etc) f. Theme/decorations/music/entertainment g. Media – A/V needs – like a projector and screen for PowerPoint h. Invite “Auctioneers” – 2/3 people i. Live auction vs. Silent auction (approx. top 20 for live auction) 4. The Donations a. Target for 100% participation from section members b. Sign-up sheet – must be very clear  Name of people donating  Name of the “package”  What is it and for how many people? E.g. a ride to the airport; E.g. 3 rides to the airport (is that a package or can 3 people buy them?) c. Role of Professors d. Create the programs and make copies of Bid Book e. Email the list of donated items in advance so people can plan (one to two days in advance is enough) 5. Marketing Activities a. Announcements in the section b. E-mails c. Skits / “Rally boys” 6. Keeping track of who bought what and collecting it a. Someone with spreadsheet during the event b. “Collection agents” afterwards to hound people for money c. Remind people to bring a checkbook to the event!! Venue Suggestions: - Club Café / 209 Boston - Doubletree Hotel - Harvard Faculty Club - Hong Kong Restaurant - Redline