Wet Nose Soiree

Volunteer Handbook

Friday, May 3, 2019

Portland Art Museum

Thank you for volunteering at the Wet Nose Soiree.  With your help, this event will be a huge success!  Your role at the event will be to help our guests have the best experience possible and hopefully be fun for you too!

On the following pages, you will find an overview of the event, a summary of your responsibilities according to your assigned duty and guidelines for enjoying the event while volunteering.

If at any time you have any questions, please do not hesitate to contact Jim Gabrio at jgabrio@dovelewis.org.

Day of event contact:

Jim Gabrio- 503-847-1705

Event Overview

Tickets- $200

Patron Tickets $300

Portland Art Museum – Mark Building

1219 SW Park Ave

Portland, OR 97205

All Proceeds from this event benefit DoveLewis.

Event Schedule

4:00 pm: Volunteer check-in, orientation and meal

4:30 pm: Doors open for VIP Patrons

5:00 pm: VIP Patron reception begins

5:30 pm: Doors open for all guests/ silent auction opens

6:30 pm: Live Auction volunteers can report directly to the 2^nd floor volunteer area

7:00 pm: Silent auction closes

7:00 pm: Dinner / live auction

9:00 pm: After Party

11:00 pm: Event ends

Event Flow

Guests will begin to arrive at 5:30 pm. The registration tables will be in the lobby inside the entrance of the Mark Building. Guests will check in at registration to receive their program with pre-assigned bidder number and have their credit card swiped through Greater Giving, our auction software.

The silent auction (including golden ticket raffle, wine wall and gift card wall) opens at 5:30 and closes at 7:00 pm.  At this time guests will be directed to the 3^rd floor for dinner and the program. All available volunteers will help usher guests to dinner. 

During dinner there is a live auction and special appeal for donations. After the program concludes at approximately 9:00 pm, the auction check out will be open. Guests will be directed to the main lobby on the first floor to check to see if they won any items and to pick them up. Silent auction volunteers will assist guests with item pick up. The wine wall and gift card pull will be moved to check out if there are any left. We will offer “last call” on these opportunities as guests check out.

The after-party will begin in the silent auction room at 9:00pm. Guests are invited to stay, dance and celebrate the end of the evening. Some sweet snacks and beverages will be served.

Volunteer Guidelines

• Please plan your schedule so that you have ample travel and parking time.
• Parking: There are many surface lots in the area or street parking is available. Click here for a map.DoveLewis will be unable to provide reimbursement for parking.Valet parking will be provided for our guests only.
• Attire:Business or cocktail attire.Everyone should wear comfortable shoes as you will be on your feet for most of the time.
• Name tags will be provided for volunteers.Please wear them at all times so you are easily identifiable to our guests.
• DoveLewis staff will wear their DoveLewis name tags so guests can identify you as DoveLewis employees.
• Do not bring valuable items to the event that you cannot keep with you.There will not be an area to lock up valuable items.You will be able to store a coat, etc.
• We will be providing a light meal for volunteers from 4 to 5 pm during volunteer check-in and orientation.
• Please refrain from drinking alcoholic beverages during your shift.We want you to enjoy the event but remember as a DoveLewis representative you play a very important role.
• If you are unable to answer any guests’ questions, please locate a DoveLewis staff member to assist you.
• It is important that volunteers are knowledgeable about the event- where the bathrooms are, the event schedule, etc. We will go on a tour at 5 pm during volunteer orientation.
• Our VIP guests will have the first opportunity to bid on silent auction items this year.In prior years we have allowed volunteers to bid on items, but we will be unable to allow the privilege this year.
• Volunteers are welcome to purchase a golden ticket.See the golden raffle ticket section for more information.
• There may be times that are slower or you may have to wait patiently for your next assignment.Your work is still important and we appreciate your contribution.Thank you!

Registration and Greeters

Registration Volunteer

• Registration training will begin at 4:30 at the registration station.
• At check-in, designated volunteers will have a Greater Giving terminal and a guest list.There will be six stations open for check-in.
• As guests arrive, greet them and ask for their name.
• Locate the bidder number for the guest you are checking in.
• All programs are printed with individual bidder numbers on the back.Each program is in a hanging folder with the bidder’s name. Their table number is on the back page.Programs will be filed by bidder number.
• Ask the volunteer assigned to program retrieval to pull the appropriate programs for the guests you are checking in.
• While the guest is waiting for their bidder number tell the guest:“You can swipe your card now and we will only charge your card if you make purchases.Once we swipe your card you will be given a bid number.”
• Confirm that you are giving the correct bidder number to the guest.
• Direct guests to the silent auction.

Greeter Volunteer

• Direct guests to open registration lines and manage the flow of the registration area.

• Direct guests to event from lobby and point out the coat check, restrooms, and elevators for dinner transition.
• The volunteer tour being held at 5 pm will be of important for you.

Auctions

Silent Auction

• Silent auction, wine wall and gift card wall are all part of the silent auction.
• Three volunteers will be assigned to monitor the silent auction.One volunteer will remain with the ‘almost live’ items at all times during the silent auction.

   

   

  Wine Wall

• Two volunteers will be assigned to the wine wall.

   

  Gift Card Wall

• One volunteer will be assigned to the gift card wall.
• Track all sales on worksheets that are provided for you on the gift card wall clipboard.
• Bidders may take their gift card with them
• If a bidder donates an item back to us note it on the worksheet and place the gift card back on the wall.
• If you sell all of the gift cards, see Jenn Li or Jim for direction.

• You will receive information about the silent auction packages prior to the event.
• Acquaint yourself with the auction items and layout of the packages.
• Please be prepared to answer questions about packages that guests may have.
• You will also ensure that the packages remain on the table until the checkout process begins.
• Guests will bid on packages by writing their bidder number on the bid sheet.
• Guests have the option of “buying out” an item.At the bottom of each bid sheet is a “guaranteed purchase” price.The guest simply needs to place their bidder number and name on this line and the item will automatically be theirs.
  • When an item is sold through the “Buy Now” option, draw a line through the bid lines, pull the top sheet, and flip the bid sheet over. Bring the top sheet to Jenn Li or Jim.
• “Almost Live” silent auction items that have not been sold will be moved from Sunken Ballroom to Grand Ballroom at 6:50pm.Guests will have a chance to bid on these items during dinner.
• The silent auction closes at 7:00 pm.
• At this time you will circle the highest bidder on each bid sheet and take the top copy to the registration desk for processing.
• Registration volunteers will provide bidder detail reports to the silent auction volunteers.
• Silent auction volunteers will package auction items by bidder number for easy pick up at the end of the event.
• All silent auction volunteers will assist with the change over from the silent auction to the after party.

• Guest selects bottle(s) by drawing a cork.
• There will be 80 to 100 bottles of wine available, a mixture of red and white.
• When a bottle is sold write the bidder number on a sticker and place it on the bottle.
• Track all sales on worksheets that are provided for you on the wine wall clipboard.
• If you sell all of the wine, see Jenn Li or Jim for direction.

Checkout

• Guest will provide their bidder number.
• Give the guest their item(s) and thank them.
• We will flag any items that require a guest to visit registration before receiving their items.

Live Auction Assistants

• At 7:15 two volunteers will be positioned at the back of the ballroom with a clipboard and live auction forms.
• Winning bidder number and amount will be recorded on the forms when an item is auctioned.
• When three items are sold and the forms are completed you will take them to the registration desk.Repeat each time three live auction items are sold.
• Three volunteers will assist our animal models enter the ballroom at the correct time.
• We will provide you with a detailed plan of entrance times.
• The animals will be on the second floor until 10 minutes prior to their entrance.They will be directed by DoveLewis staff in the ballroom to send an animal model to you.

Load Out

• Pack and prepare items for transport.
• Move items and load truck.