Eat, Drink and Be Merry: Fundraise and Network by Hosting a

Dinner and Silent Auction

Presented by:DeAira Handugan Pamela MushenGary Perkins

Chief Sealth International High SchoolAOHT and AOFSeattle, WA

Raffle

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Presentation Goals:We are going to share how our school:•Brings students, parents, and partners together to network, learn from each other, and build support for future academy growth. •Plans a dinner and silent auction•Collaborates with businesses•Delegates tasks to students•Provide opportunities for students to raise money

You will return to your own school to plan an event of your own

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Overview of our AcademiesAcademy of Hospitality and Tourism

(AOHT) + Academy of Finance (AOF)

______Academy of Business (AOB)

10% of student body64 students per Academy2nd largest student organization at school

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Why do an event like this?•To introduce new parents into the Academy•To fundraise for NYC senior trip•To involve non-Academy teachers and administration in the Academy•To create networking opportunities•To make sure the academy is visible in school•To teach Academy of Hospitality and Tourism students how to plan an event

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Integration into Academy classes: How to get students involved•Sports Marketing and Event Planning

Designated days that focus specifically on this event

Event planning built into curriculumDesign marketing and promotions

•Principles of Hospitality and TourismCreate spreadsheet of donated itemsOrganize tickets in packages of 5Thank you cards

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Universal Tasks Among Classes•Ticket sales•Solicit silent auction items•Provide desserts for silent dessert auction•Host tables•Sign up for specific tasks

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Generating and Soliciting DonationsDonations come from:•Solicitation letters•Students cold calling local businesses•Students obtaining donations from friends and family•Contact school organizations such as PTSA for donations•Contact board members for donations•If you would like a copy of my donation request letter or my procurement form, please e-mail me.

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What types of items get donated?•Pearl Jam album autographed by Eddie Vetter•Sounders soccer ball autographed by #31 Jeff Clarke•Seahawks football autographed by Coach Pete Carroll• Mountain Tour flying trip for two people•Columbia River sturgeon or salmon fishing trip •One month unlimited of Boot Camp or Hot Yoga classes•Various salon services from Gene Juarez•Restaurant gift cards

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Pricing of Silent Auction Items•1-2 adults in charge of pricing•Attempt to determine value of item•Based on value; price to sell•Check with students•Possibly reduce price of items during auction•Make announcements of good deals and price reductions during auction

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Dessert Auction Tables•Students and families either purchase or bake desserts•Students determined minimum bid•Dessert auction at a separate time from silent auction•Dessert auction ends at end of dinner•Some were eaten at dinner and some were taken home

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Silent Auction break 15 min.

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Selecting a Menu•Pick a recipe that can be altered for people with dietary restrictions.•We served:

Caesar salad with a dinner rollChicken milano with chicken breast pan sautéed with tomatoes, garlic, and fresh

basilFettuccine alfredo

How it could be altered:•Vegetarian options•Vegan options

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How to Plan for Food•Select items donated by various stores:

QFC (salad ingredients) Costco (protein and pasta)Unified Grocers (pasta sauce)

•Coordinate with Nutrition Services•Ticket sales end one week prior to event to determine amounts•Convert recipes to match number of servings

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Pricing of Dinner Tickets•Price of dinner tickets is based on:

cost of fooddesired profitcost of nutrition services

Determination has to be made of how much of the profit goes to the student.•Manage expectations of student profit up front.

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Hosting Tables•Students sign up to host tables•Students create themes for tables•Prize for best Academy-themed table and most creative

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Promotion of Event•Getting date on calendar•Contact Board Members•Contact PTSA: Could do it in conjunction with other school fundraisers•Advertise on school website and facebook•Contact local newspapers and blogs•School announcements, posters, and flyers•Staff meeting announcements•Link to article on our event: http://westseattleblog.com/2012/12/west-seattle-schools-chief-sealth-academy-of-business-auction

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Student Sign Ups for the EventTasks include:•Set up tables and chairs•Set up silent auction tables•Cooking and serving•Greeters and ticket takers•Water servers•Silent auction helpers•Cashiers•MC•Clean up

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MC Agenda for eventPurpose of MC agenda is to advertise and educate about Academies•Academy coordinator speaks about the benefits of being in the Academy and the senior trip to NYC•Academy teacher speaks about the Academy pathways and classes students are required to take for Academy diploma•Academy teacher speaks about internship and scholarship opportunities

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Expenses•Nutrition Services•Food•Table cloths, plates, cups, silverware•Heating•Table cloths•Building rental•Marketing and promotional materials

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Profits for Students•Ticket sales•Silent Auction Items (selling price)•Dessert Auction Items•Hourly wage

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Tracking the Funds•Excel spreadsheet•Student names•Dinner tickets sold•Items donated•Price that items sold for

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How much money did we make?•2011Numbers in attendance: 125Expenses: $400Profit for students: $2666

•2012Numbers in attendance: 271Expenses: $850Profit for students: $5589

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Silent Auction break 5 min.

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Closing Remarks and Questions•Could do all of this or a component of it

•Contact information:DeAira Handugandrhandugan@seattleschools.org