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Welcome, SOT Member!
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Silent Auction Headquarters

2024 Auction Timeline_edited.jpg

From SOT General Meeting August 12, 2024

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1. Download Auction Outline - topics covered in the video with a few handy images of Tips and Date References.

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2. View Video Presentation re: 2023 Auction Evaluation and 2024 New Procedures!

Quick Links

Online Donation Form

The PREFERRED method of submitting Donation Item Info this year! Click here and follow the notes! 

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Sign Up Sheet for Auction Help

Click here to sign up.

Scroll down this page for job options and descriptions!

Solicitation Progress

Updated List of Past and Potential Donors. See which ones have been contacted and which we still need to secure! Add your name to let others know you have contact or will contact one of these listed. Got a new idea? Add it at the bottom of the form!​​

Need Instructions?

Current Status of Auction Items
Take a peek to see what's already been donated and entered into our Auction spreadsheet! This automatically refreshes after we record the information from a Donation Form so it's up-to-date in real time! Added bonus, if you misplace your item number, you can quickly find it here!

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I'm Ready to Buy Alcohol Donations From Applejacks!

​Email Margaret for your "special ticket" to take to Applejacks so you can get your purchase TAX FREE and at a DISCOUNT (cost +14%)! Applejacks employees are VERY helpful and can guide you towards great purchases! You can use this if you're and individual making a single contribution AND/OR you've collected from a group and...

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I'm ready to purchase for the Wine Pull. (Remember: $20 RETAIL minimum. You'll be able to get more expensive choices with your discount!)

   AND/OR

I'm making a gift basket which includes alcohol

   AND/OR

I'm purchasing some favorite, higher-end alcohols to stand alone (see some ideas below)

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Bourbons

Woodford Reserve
Woodford Reserve’s Kentucky Derby® 150 Limited Edition Bourbon Whiskey
Buffalo Trace Kentucky Straight Bourbon Whiskey
Buffalo Trace Traveller Whiskey
Blanton’s Original Single Barrel Bourbon Whiskey
Colonel E.H. Taylor Jr. Small Batch Bourbon
Eagle Rare 10 Year Old Kentucky Straight Bourbon Whiskey
W.L. Weller Special Reserve
Willett Pot Still Reserve
Woodinville Cask Strength Single Barrel
Redemption 10 Year 

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Scotch (ask for guidance on vintage and popularity)

The Macallan 
The Balvenie 
The Glenlivet 
Glenfiddich 
Glenmorangie
The Macallan
Glen Moray

I'm looking for FORMS, please!

Auction Forms

These forms were emailed to all in August but they're also here in case you need them.

  • Member Solicitation Guidelines - Info on how the process works.

  • Donor Letter - Introduces us to a potential donor. Contains information about ourselves, our web address and our IRS determination info.

  • IRS Determination Letter - Issued by the IRS to prove we're legit!

  • Paper Donation Form - Information on what's being donated; details for our records. Prefer that you use the online donation form for submitting info to Margaret. See below.

Online Donation Form

The PREFERRED method of submitting Donation Info this year! Click here and follow the notes! 

Other Forms You May Want

  • Military Member Enrollment Form - What if a neighbor asks you how they can enroll their family member? Give them a form!

    • (Can be filled out electronically from our Home Page and the "What We Do" tab of the website.)

  • Flag Kit Order Form - Neighbor sees your flag and asks where to get one. Give them a form!

    • (Also available on the "Flag FAQ" tab of the website.)

  • SOT Membership Form - Robson resident asks you how to join SOT. Give them a form!

    • (Also available on the home page of our website.)

How Can I Help?!

Sign up sheets will be available soon! In the meantime, consider how you'd like to Support Our Troops!

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Pre-Auction

  1. Coordinate item or monetary donations from your neighborhood, club or group! Maybe ask them for Wine Pull donations. ($20 bottle minimum.)

  2. Sell raffle tickets! This usually involves bringing along a money jar and tickets to a club meeting or to a fun event like Bocce, Pickleball, Game Night, etc.

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Set Up Day: Nov 10

  1. Transport Team: Requirements: Truck/SUV and/or Muscles. This team is available to pick up large items on Set Up Day and help deliver to winners on Check Out Day if necessary. Team is usually available to help the big winners carry their loot to their cars, too!

  2. Item Receiving Team: Receive and verify items as they arrive. Verify item number and apply tags. Provide items and bid sheets to Staging.

  3. Donation Table Staging Team: Artful placement and creative problem solving.  (Ex: oddly shaped items, those that don’t fit on tables and the challenge of limited table space.) Download Donation Table Staging guide here.

  4. Decorating Team: (See description below!) Download Decorating Team guide here.

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Auction Day: Nov 11

  1. Veterans Park Ceremony Team: Starts at 8:00am - Requirements: Truck/SUV and/or Muscles -- 48 Chair pick up, put out and return to/from Veterans Park.

  2. Silent Auction Command Table Staff:  Complete collection and logging of last-minute donations; direct bidders; answer questions; sell raffle tickets; receive payment for instant items and other duties as needed. Download Command Table guide here.

  3. Auction Monitoring Team:  Monitor auction area; assist patrons; make small talk with patrons drawing attention to items; check for bid sheet errors; other duties as needed. Download the Auction Monitoring Team guide here.

  4. Wine Pull Team: (See description below!) Download Wine Pull Team guide here.

  5. Buy A Box Team: (See description below!) Download Buy a Box guide here.

  6. Checkpoint Challenge Team: (See description below!) Download Checkpoint Challenge guide here.

  7. Auction Shutdown Transport Team: Volunteers use the rolling tables to transport auction items to the Medina room.

  8. Auction Shutdown Medina Room Organizing Team: Volunteers follow Roger and Nancy’s direction to organize the room for Check Out Day

  9. Photographers: Workers were too distracted to get pictures! Help! Download the Photographers' Guide here. 

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Check Out Day: Nov 12 (aka "Distribution Day") 8 AM - 2 PM

  1. Notifying Team: New changes this year! (See description below!) Guide is coming and will accompany a dinner/training night!

  2. Cashier Team: Collect payment from the winning bidders; provide receipts

  3. Winning Items Distribution Team:  Volunteers gather items from the tables and give them to verifiers who check the items against the receipts.

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Newest Positions!

In a Silent Auction, participants have to wait until the end to see if they won anything. It's effective but passive. We've added 3 new money-makers that will provide an immediate "reward" which gives a boost of "life" to our event. (And, of course, more money!)​

Decorating Team - BEFORE THE AUCTION BEGINS, we'll need to do some set up and that's where the Decorating Team steps in. There are jobs within this team for some sitting (operating the balloon inflating machine & assembling sign stands) and mostly standing (like setting up the Buy a Box Booth, putting out signs, etc.)

 

Note: This is separate from the "Donation Staging Team" where the items are artfully arranged.

Wine Pull - Who doesn't love a Win/Win opportunity?! Pay a minimum of $20 and chose a mystery bottle of <donated> wine valued at $20 or MORE!​

Buy A Box Booth - Act as SOT Ambassadors! Tell what we do! Answer questions! Patrons have an option to contribute or to cover the total cost of 1 shipping box. They are given a thank you note/receipt to take to the Command Table for payment.

Checkpoint Challenge - Raffle Income Booster! Raffle is 1 ticket = $5 or 5 tickets = $20. "How would you like an opportunity to get 5 tickets for $5?" Patrons will play Blackjack against an SOT Volunteer Dealer! The Catch: Patrons are not dealt cards. Instead, they will be shooting Nerf Gun Suction Darts at a framed display of cards! ​​

Notifying Team:  Elevated Responsibility This Year! This was a logistical nightmare last year so we're attempting a new approach. Here's a first draft of the new process:

  • You'll be given a list of about 10 Auction Winners. They will be YOUR PEOPLE until they have paid for and received their items.

  • Once you receive your list, you will TEXT and possibly call winners. We have to be out of the Medina Bandara room by 2 PM so we’ll have to start early (8 AM). Calling that early is not socially acceptable but texting is. MUST be comfortable with texting.

  • Script provided so all details are included.

  • You'll stay until Your People have paid and picked up their winnings. Feel free to leave as soon as Your People are taken care of!

  • If Your People can't pick up their winnings, you'll take the items home and make arrangements with them to pick them up at a time that works for both of you.

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