FREQUENTLY ASKED QUESTIONS
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General Questions
Procurement Questions
Volunteer Questions
RSVP Questions
Auction Night Questions
General Questions
Q.Why do we have an auction?
A: To provide enhancements to the education and facilities at Holy Family Parish School without dramatically increasing tuition rates.
Q: Why not do other types of fundraising?
A: Because one fundraiser, done well, concentrates our efforts and does not dilute our resources.
Q: What are the goals for the auction?
A: To raise as much money as we can, as efficiently as we can, with as little cost as possible and to build community and have fun while doing it.
Q: Where does the money raised go?
A: All auction profits go directly into the follow year’s school budget to offset the gap between the cost of education and the tuition charges.
Q: Why did we split the Auction into two events?
A: To increase space, reduce liability, reduce waste, include our students, and increase the draw by inviting parishioners and alumni to join us at no admission cost for Family Night.
Q: Who coordinates and organizes the auction?
A: The auction is coordinated and organized by volunteer parent chairpersons and supported by the school Administration and Development Director.
Procurement Questions
Q: Why do I have to procure items?
A: It is part of your tuition contract and provides the auction with the items free of cost to be sold for a profit to benefit the school.
Q: What is the difference between procuring and donating?
A: Procuring involves asking a third party to contribute an item for the auction; donating is contributing cash or an item for the auction from your own resources.
Q. Where do I turn my items in?
A. In the Procurement Office (stop by the office for directions).
Q. Why do I need to fill out a description on the procurement form when all the info is right there on the item?
A. Have pity on our hard working data entry chairs! They are entering close to 1000 items into the auction system and every item of information left off of the procurement form adds to their workload.
Q: What is "fair market value"?
A: The value of the item assigned to it by the donor.
Q. But what if I don’t know the value of the item?
A. Google it or try Amazon.com to find out what it sells for. Or make your best guess. If you do not include an amount, our Procurement Chair will contact you to provide one.
Q. If I buy something at the company store, do I put my employee price as the value?
A. No. Our starting and guaranteed bids are generated from the value you put on the item. Therefore, that value should reflect the true market value. Go to your company’s website and find out at what price they sell the item to the public.
Q. My friends and I are putting together a party for the auction, how do we value it?
A. It should be valued based on an estimate of the cost to put it on (including estimates for your time and venue), not the price you hope it will sell for.
Q. I am donating something absolutely fabulous, can I assume it will go in the live auction?
A. We are limited to around 40 live items so our chairs cannot guarantee any items status until we have everything in and are putting together the catalog. Our chairs will do their best to put those items in live that will generate the most return for our children.
Q. If I want to write a check to fill my procurement responsibility, does that count for my two items?
A. Yes.
Q. Do I personally have to donate items?
A. No. We actually prefer it if you procure items from others. This spreads the cost of the auction around. But if you are unable to procure from others, we do expect you to fulfill your obligation.
Q. Should I go knock on Bill Gates door to see if he’ll donate?
A. Not unless he is a personal acquaintance or neighbor! You will be more successful if you attempt to procure from those you know, even if they aren’t multi-billionaires.
Q. But how do I go about procuring?
A. Please see the Procurement page of this website.
Volunteer Questions
Q: How do I get involved?
A: Sign up on the volunteer forms when you register your children and/or contact an auction chairperson.
Q. I’d like to help out but I have no idea how.
A. Visit the Volunteer page of this website and read about the different jobs.
Q: Do I have to volunteer at the auction?
A: All parents are obligated to work at least 5 hours to benefit our only fundraiser. This may be done prior to the auction (classroom project, committee work), at Family Night, during the Live Auction and Dinner, or after the Auction (thank you notes, bookkeeping). It is each parent’s responsibility to coordinate their own volunteer hours.
Q: What if I do not volunteer 5 hours toward the auction?
A: You will be assessed the $30/hour fee for each hour not worked.
Q. I’m afraid if I start helping out I’ll somehow wind up chairing the whole thing!
A. The auction needs a whole bunch of people to succeed. Some of our committee chairs have been generously giving their time and talents for years without ever stepping up to the head position. We value every person’s contribution and respect the amount of time they can give.
Q. Is being a committee chair a lot of work?
A. It totally depends on the committee. Some of them will more than fill your 50 hour volunteer requirement and some of them don’t even come close.
Q. What about the Auction Chairs?
A. Our chairs do put in a lot of hours but they have tons of support from their subcommittees and prior auction chairs so there is nothing to fear. It is actually a fun job and extremely rewarding. We recommend getting involved with the auction in a small way and then stepping up your involvement each year. Find a good friend you work well with and do it together.
Q: If I am working during the Live Auction and Gala Dinner, do I still need to purchase a ticket?
A: No, but you can purchase a bidder number if you are interested in bidding.
RSVP Questions RSVP
Q. When should I talk to my friends about putting together a table?
A. Now.
Q. The auction is really just for school families, right?
A. No! The more non-school families we bring to our auction, the better for all of us. If all of the attendees are school families, then the total cost of educating our children is borne by us rather than shared by our community.
Q. But why would my neighbors, relatives, friends want to come to the auction?
A. It’s a fun evening, good dinner and a chance to pick up some fun items while supporting children they care about.
Q. If I pay for my guests’ tickets, will they still get their own bid number?
A. Yes.
Q. Is the cost of my ticket tax deductible?
A. No, it covers the cost of your food and of putting on the auction.
Q: What is an "auction patron"?
A: Every person who registers and eats dinner at the live auction is a patron.
Q: Why do they have the "premium table seats"?
A: The object of the auction is to raise as much money in as short a period of time as possible. We welcome all of our guests and encourage them to be as generous as possible on behalf of our students and school. The professional auction company that we hire helps us to determine how to create the proper atmosphere for a successful auction. We follow their consult.
Auction Night Questions
Q: Do I need to bring my kids to Family Night?
A: No, but your children would enjoy being there. It is kid friendly with food, fun, and raffle baskets.
Q: Am I obligated to attend Family Night?
A: No one is contractually obligated to attend Family Night, but it will be great fun!
Q: Is there an admission fee for Family Night?
A: There is no admission fee for Family Night.
Q: Am I obligated to attend the Live Auction Night?
A: Yes. The spirit of our contract is that all parents are present to celebrate our school by attending the Live Auction and Gala Dinner night as a volunteer worker or as a bidder.
Q: If I am out of town or unable to attend the auction, what are my options?
A: You may purchase a ticket and either not use it or give it to someone else, or you may meet with the principal to discuss an alternative way to fulfill this part of your contractual obligation.
Q. Do I have to dress to the theme of the auction?
A. No, but it adds to the fun (see pictures). But if you’d rather not, attire such as for a nice evening out is appropriate.
Q. I don’t think I’ll bid on any of the live items, should I still come?
A. Of course! We have several rooms full of silent auction items as well. Alternatively, you may consider volunteering for one of the auction night jobs. We always need people and it’s a good chance to see what all the excitement is about.
Q. What if I buy something that doesn’t fit in my car?
A. Usually special arrangements can be made for the extra large items.
Q. Are the items I buy tax deductible?
A. Only if you pay more than they are worth. The difference between the value assigned by the donor and what you pay for the item is deductible.