Event Sign Up Sheet | Track It Forward

Diamonds and Denim Gala
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Saturday, February 08 2025

Mark your calendars and get ready to unleash your inner party planners because our annual St. Mary's School Dinner and Auction Fundraiser is on Saturday, February 8th, 2025!

This event is not just an opportunity to raise funds for our school; it's a chance to come together as a community and create a memorable evening that will have a lasting impact on our children's education. But, to make this event truly unforgettable, we need YOUR help!

Why should you get involved? Because it's not just about raising funds - it's also about creating a sense of belonging and togetherness. It's about showing our children that their education matters to us and that we are willing to go the extra mile to support them. Sign-up below and join us in making magic happen!

For questions or to learn more, email auction@stmarys-boise.org.

See you at the party!

Attachments
9:00am - 1:00pm
Event Set Up
Come help the various committee heads set up their items at JUMP from 9-roughly noon the day of the event.
4 / 4
Full
10:00pm - 11:00pm
Event Clean Up
Come to JUMP at 10pm (or stay after attending the event) and help take down and pack up items and decorations to be out of the building by 11pm.
3 / 6
Auction Co-chair
This courageous and generous volunteer will assist the Auction Chair with all facets of the gala in order to learn the ropes and become the Auction Chair for the 2026 event (two year commitment).
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Head of Class Art Projects
The head of this committee will coordinate and manage the creation of each project with the help of the class teacher and volunteer. They will touch base with their team every 2-4 weeks to make sure that things are coming along, and report back to the Auction Chair. The head coordinate the transportation of each project and will need to be onsite to help display the projects on the day of the auction. Class projects to be completed prior to Christmas break.
1 / 1
Full
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Art Project Leader, Pre-K
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, Kindergarten
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 1st Grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 2nd grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 3rd grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 4th grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 5th grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 6th grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Art Project Leader, 7th grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
  ↳
Art Project, 8th grade
Grade specific project has already been predetermined by Art Project Lead. This volunteer will help the students complete the designated class project to be sold during the live auction at the gala. Volunteer will be responsible for making sure the designated project has the required supplies (PTO may provide supplies or volunteer may need to purchase for reimbursement depending on project), instructing the students on how to complete their portion of the project, and assembling the student work into a finished project ready to be sold at the gala. The project should be completed prior to Christmas break. Volunteer will also need to arrange transportation of the finished project to JUMP on the day of the auction (2/8/25).
1 / 1
Full
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Head of Visuals
This person will oversee the slideshow, "call to give" video, event program and signage volunteers to make sure that all print and media materials are consistent. They will also update the donation solicitation forms and flyers with this year's auction info and graphics. They will meet with their team every 2-4 weeks leading up to the auction to make sure production is coming along, and report back to the Auction Chair.
0 / 1
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Event Program Creator
Generate a multi-page program with images, text, live auction item descriptions, sponsorship logos, etc. This will need to be completed at least one week before the auction to ensure adequate print time. This person will report to the Head of Visuals to ensure continuity between all print and media materials.
1 / 1
Full
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Event Signage Creator
Create the signage used during the event, including live auction, with the information provided to you. This will take place one to two weeks before the auction to allow for printing. This person will report to the Head of Visuals to ensure continuity between all print and media materials.
0 / 1
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Auction "Call to Give" Video
Create a "Call to Give" video to be played prior to the paddle raise during the live auction. The video should include all of the students and represent and highlight a variety of activities and events from around the school and community. This person will report to the Head of Visuals to ensure continuity between all print and media materials. Videos/photos can and should be collected throughout the fall/winter and the video should be completed no later than one week before the Auction.
0 / 2
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Auction Slideshow
Create a slideshow from an assortment of photos to be played on a loop at the dinner and auction. Photos should represent and highlight a variety of students, activities and events from around the school and community. Photos should be collected through the fall and winter, and the slideshow should be completed at least one week prior the auction. These volunteers will need to come to JUMP the day of the event to make sure that the slideshow file can be played on the projector screen. They will also need to attend the event to start the slideshow. These volunteers will report to the Head of Visuals to ensure continuity with all print and media materials.
0 / 2
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Head of Miscellaneous Income
This person will oversee the grab bags, spirit pull, and raffle volunteers. They will help their team with their tasks and be on site the day of the auction to help set things up. If volunteers are needed to sell the items at the auction (sometimes these are BK students), they will meet with those volunteers before the auction starts and fill them in on what to do.
0 / 1
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"Pick a Pocket" Coordinator
This person will work with the Procurement team to take smaller items that didn't go into baskets and put them into a board with denim pockets. If more items are needed (usually gift cards), they will be responsible for the purchasing them (they will be reimbursed). They will need to help create the board (instructions, materials, and assistance will be provided) and place the items inside. On the day of the gala, they will transport the board and gifts to JUMP and set them up. They will report back to the Head of Miscellaneous Income.
1 / 1
Full
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Tuition Raffle Coordinator
This volunteer will work with the Head of Visuals to create a flyer with all of that information. They will also coordinate with the parish to put an ad(s) in the bulletin and poster in the church so that we can sell more raffle tickets. This volunteer will report to the Head of Miscellaneous Income. They will be in charge of volunteering or coordinating other volunteers to sell tickets.
1 / 1
Full
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Spirit Pull Solicitor and Coordinator
These volunteers will solicit bottles of wine and spirits. They will need to get the bags and tissue paper and place the bottles inside. On the day of the gala, they will transport the bags to JUMP and set them up. They will report back to the Head of Miscellaneous Income.
0 / 2
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Head of Online Auction Software
Auction Frogs is the online platform the school uses to post silent auction items, manage ticket sales, and check attendees in. The head of this committee will coordinate the other AF volunteers, who will be entering in all of the donated information and photographs on the AF platform. The head will also customize the auction website page for our event. This work can be done any time of day, any day, leading up to the auction. The head will need to be onsite the day and night of the auction to ensure website is functioning properly. This position will start in September and run through the night of the auction. They will meet with their team every 2-4 weeks and report back to the Auction Chair.
1 / 1
Full
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Online Auction Data Entry
These people will report to the Online Auction Head. They will collect the information about the donated items and enter details into the Auction Frogs online platform. They will work with the Online Auction Photographer to upload photos of the items as well. This can be done from the comfort of your home and computer, any time, approximately two to four weeks before the auction.
2 / 2
Full
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Online Auction Photographer
This person will work with the Online Auction team to photograph all of the donated items and upload those photos to the Auction Frogs online auction platform. The bulk of this work will occur two to four weeks before the auction and could be performed during or outside of school hours.
1 / 1
Full
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Online Auction Proofreader
Have an eye for details? This person will read through all of the text being uploaded onto the Auction Frogs website to ensure that the spelling, grammar and content is correct. The bulk of this work will occur one to two weeks before the auction and can be done anytime, from anywhere with an internet connection!
1 / 1
Full
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Head of Procurement
This person will coordinate all of the people soliciting donations, sponsorships, teacher experiences, desserts and live auction items. They will meet with their team every 2-4 weeks to ensure that the volunteers are on track in getting items, and report back to the Auction Chair. They will oversee the master donation spreadsheet and make sure all of the data is entered correctly so that the Auction Frogs team can import it onto the online auction platform. They will also need to be on site the day of the event to make sure that the items are displayed in an appealing and organized fashion. This person will be in charge of all of the gift certificates for the silent and live auction and will make sure that they safely make it to their buyers.
0 / 1
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Auction Donor Data
Are you good with spreadsheets? If so, this is the job for you! We have a master spreadsheet of all the people/businesses that will be or have been contacted for various donations. Your job will be to keep track of these people/businesses and what they've donated beginning in September and running through the date of the event. This data entry can be done any time of day, from the comfort of your home, starting now and leading up to the auction. These people will report to the Head of Procurement.
1 / 2
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Dessert Auction Pick-Up and Staging
Pick up donated desserts and the day before or morning of the auction, bring to JUMP and set up. These people are also responsible for purchasing (will be reimbursed) and putting together kits of plates, napkins, utensils and serving ware for each dessert.
2 / 2
Full
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Dessert Auction Solicitor
Pick up donated desserts and the day before or morning of the auction, bring to JUMP and set up. These people are also responsible for purchasing (will be reimbursed) and putting together kits of plates, napkins, utensils and serving ware for each dessert.
2 / 2
Full
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Donation Requests, Electronic
You will be assigned business websites to visit and fill out online donation requests. Language will be provided. Can be done any time of day, from your home, starting in the early fall until a couple of weeks before the auction. These volunteers will need to arrange for the donated items to be sent to St. Mary's or picked up. They will report to the Head of Procurement.
2 / 2
Full
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Donation Requests, In person
These people will visit local businesses to solicit donations, starting in the early fall and ending a couple of weeks before the auction. The gala committee will provide donation forms and flyers for these volunteers to take with them. They will be responsible for bringing/picking up the items to St. Mary's for the Auction Frogs team to photograph. They will report to the Head of Procurement.
0 / 2
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Teacher Experience Coordinator, Pre-K through 3rd grade
These volunteers will help the teachers come up with an experience to be sold in the silent auction. They will write up a description of the experience and come up with a graphic/image that can be paired with the description in the online auction platform. They will report to the Head of Procurement.
1 / 1
Full
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Teacher Experience Coordinator, 4th grade through Middle School
These volunteers will help the teachers come up with an experience to be sold in the silent auction. They will write up a description of the experience and come up with a graphic/image that can be paired with the description in the online auction platform. They will report to the Head of Procurement.
1 / 1
Full
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Donation Thank You Letters
Handwrite thank you letters to all the donors and sponsors. This can be done from anywhere, at anytime! These volunteers will coordinate with and report to the Head of Procurement.
4 / 4
Full
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Silent Auction Item Staging
These volunteers will organize the donated items into baskets/bags and be in charge of displaying them in an organized and appealing fashion. If filler items are needed to round out a basket, they will purchase those items (will be reimbursed), as well as tissue paper, ribbon, etc. They will do a practice display the week before the auction to see what items will go where on the tables and create a map so that volunteers can know where to place things. If additional items are needed for displaying (stands, boxes, fabric, etc.), they will coordinate those. They will need to be at JUMP the day of the gala to help set up the silent auction. They will report back to the Head of Procurement.
1 / 2
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Sponsorship Helper
Work with Principal Grant to develop and build sponsorship opportunities for local companies to contribute to our school and advertise at our events.
0 / 1
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Grab Bag Coordinator
This person will work with the Procurement team to take smaller items that didn't go into baskets and put them into a board with denim pockets. If more items are needed (usually gift cards), they will be responsible for the purchasing them (they will be reimbursed). They will need to help create the board (instructions, materials, and assistance will be provided) and place the items inside. On the day of the gala, they will transport the board and gifts to JUMP and set them up. They will report back to the Head of Miscellaneous Income.
1 / 1
Full
Contact the event organizers: Kristen Colter