Role Summary: Event Chairs (usually a married couple) serve as the lead organizers for the entire Dinner & Auction event. They oversee all aspects of planning, coordination, and execution—working closely with the St. Stephen staff, committee chairs, volunteers, vendors, and venue contacts. Event Chairs ensure a smooth, successful, and mission-centered event experience from early planning through post-event wrap-up. They act as the central point of communication and decision-making for the event.

Time Commitment: 2-Year Term Commitment, June through February (Annually) | Estimated 50–70 hours total (Increased activity between September–February, especially during the event month)

Responsibilities: 

• Planning and Coordination
  • Set the overall planning schedule and event timeline
  • Coordinate and lead planning meetings with committee leads
  • Ensure each committee (e.g., silent auction, live auction, decorations, communications) is supported and on track
  • Work with St. Stephen staff to create all necessary planning documents, including shared Google Sheets
• Communication and Oversight
  • Act as the primary liaison between committee chairs and St. Stephen staff
  • Recruit committee chairs and assist them in securing volunteers as needed
  • Maintain regular communication with all committee leads to align planning and logistics
  • Serve as the key point of contact for questions or challenges during planning and execution
• Logistics & Decision-Making
  • Provide leadership in decision-making for:
    • Sponsorship levels
    • Fund-a-Need item(s) (with input from the Development Committee and Finance Council)
    • Event themes and special activities
    • Sponsor/donor letters and communication materials
  • Approve major event decisions in collaboration with staff and parish leadership
  • Help maintain and develop a donor and sponsor contact list
    • Ensure that outreach efforts are not duplicated across committees
  • Oversee logistical planning with staff:
    • Catering, rentals, EMCEE, auctioneer, venue setup
    • Budget adherence and coordination with finance/bookkeeping
    • Volunteer sign-up needs (e.g., using Sign Up Genius)
  • Event Week & Day of Leadership
    • Oversee on-site setup in collaboration with staff and committee chairs
    • Support and direct volunteers and vendors as needed
    • Ensure the event runs on schedule and transitions between components (e.g., auction close, dinner service) are seamless
    • Representing the event publicly—greeting guests, thanking sponsors, and supporting speakers
  • Post-Event Wrap-Up
    • Send thank-you notes to committee chairs, donors, and key volunteers
    • Lead the post-event debrief and complete a year-end committee report
    • Help identify and mentor the next year’s Event Chairs
    • Support staff with post-event communication and documentation

Role Summary: The Live Auction Committee is responsible for overseeing the procurement of high-value items or experiences for the St. Stephen Dinner & Auction’s Live Auction. This committee, consisting of two volunteers, plays a key role in securing premium items and ensuring the smooth operation of the live auction. These Co-Chairs work closely with the Event Chairs, Development Associate, and other event committees to ensure the live auction is successful and exciting.

Time Commitment: August through February

Estimated Hours: 30–40 hours (shared between both Co-Chairs)

Responsibilities:

• Item Procurement
  • Solicit High-Value Items: Together, the Co-Chairs will work to secure 8-10 high-value auction items or experiences such as luxury items, vacations, or exclusive experiences.
  • Outreach to Donors: Use past donor lists, business connections, and brainstorming to identify potential donors and businesses to approach for these premium items.
  • Update Tracking: Maintain a shared Google Sheet or other tracking tool that documents each item, including item descriptions, donor information, and redemption instructions.
• Coordination & Collaboration
  • Work with Event Chairs & Development Associate: Regularly meet with Event Chairs and Development Associate to discuss strategy, track progress, and ensure that the Live Auction items align with the event’s goals.
  • Coordinate with Other Committees: Collaborate with the Sponsorship Committee and Silent Auction Committee to avoid overlap in donations and ensure a well-rounded set of auction items.
  • Confirm Donated Items: Work with the Development Associate to confirm that items have been received and are properly documented.
• Logistics & Operations
  • Prepare for Event Night: Ensure all items are ready for display on event night. Provide descriptions and any required paperwork to the event team.
  • Tracking & Documentation: Keep accurate records of all solicited donations and track the status of each item throughout the procurement process.
  • Post-Event Follow-Up: After the event, follow up with the Development Associate to ensure all winning bids are collected, and thank donors for their contributions.
• Thank You’s & Acknowledgment:
  • Express Gratitude: Send thank you notes to committee members, donors, and anyone involved in securing or supporting the live auction.
  • Provide Donor Recognition: Provide the Development Associate with a list of contributors for acknowledgment and thank-you letters.
• Post-Event:
  • Complete Year-End Report: After the event, summarize the Live Auction’s success, noting what worked well and areas for improvement.
  • Attend Follow-Up Meeting: Participate in the Dinner & Auction follow-up meeting to discuss the overall event and provide feedback for future planning.

• Requests (2 people):
  • Summary of Role: These volunteers help secure silent auction items by submitting donation requests and reaching out to past donors using pre-made contact lists. These individuals works with the Chair of the Silent Auction.
  • Time Commitment: August through December, approximately 20 hours
  • Responsibilities
    • Fill out online company/vendor donation requests using the provided lists
    • Reach out to previous individual donors using the provided lists
    • Create a new list of vendors or companies to reach out to (making sure not to cross over with companies that have been contacted for sponsorships)
• Pick-Up (2 people):
  • Summary of Role: Help secure silent auction items by submitting donation requests and reaching out to past donors using pre-made contact lists. These individuals works with the Chair of the Silent Auction.
  • Time Commitment: September through January, 20 hours
  • Responsibilities
    • Pick up donations when necessary and fill out a paper “donation form” for each item
    • Fill out solicitation tab on the google sheet as items come in

• Packaging of Silent Auction Items – 2 people
  • Summary of Role: Use your creativity to group individual items into appealing auction packages and make sure everything is documented. These individuals works with the Chair of the Silent Auction.
  • Time Commitment: November through February, 20 hours
  • Responsibilities
    • Create item packages (items that go together as 1 auction item) where necessary using items from the solicitation tab and add created packages to silent auction tab (stand alone items can be copied over)
    • Communicate with head of silent auction about additional items needed to complete packages or items that need to be added to the wish list
• Digital Presentation– 4 people
  • Summary of Role: Design and present silent auction items attractively both online and at the event using photos, descriptions, and display materials. These individuals works with the Chair of the Silent Auction.
  • Time Commitment: November through January, 20 hours
  • Responsibilities
    • Use the silent auction tab to manage item presentation
    • Find stock images or photograph real items
    • Purchase fillers or presentation materials as needed
    • Write engaging descriptions for each item/package
    • Create branded display sheets for certificates and packages, following the communications committee’s overall graphic theme

• Display Silent Auction Items for the Event – 2 people
  • Summary of Role: Help stage and set up the silent auction space to create a polished and welcoming environment for guests. These individuals works with the Chair of the Silent Auction.
  • Time Commitment: February, 10 hours
  • Responsibilities:
    • Work with event chairs to finalize layout of the silent auction room
    • Set up auction displays the day prior to the event
    • Coordinate with the decorations committee to ensure a cohesive look and feel

Role Summary: The Kids Sign-Up Party Committee Volunteer plays a vital role in coordinating and supporting the Kids Sign-Up Parties for the St. Stephen Dinner & Auction. This event involves organizing themed parties for children of different ages and grade levels, allowing kids to sign up for exclusive experiences, fostering community engagement, and raising funds for the event. The volunteer will work closely with the committee to ensure smooth coordination, manage party sign-ups, and assist in executing the event successfully.

Time Commitment:

Commitment Period: October through February

Estimated Hours: 15–20 hours, with peak activity leading up to the event

Responsibilities:

• Event Planning & Coordination
  • Assist with Planning: Work with the Event Chairs and the Development Associate to identify and recruit individuals to host and donate age-specific themed parties for children in the parish.
  • Work with Other Committees: Collaborate with the Adult Sign-Up Party Committee to ensure that party hosts are not approached by both committees for donations and to avoid overlaps in party themes or participants.
• Volunteer Coordination
  • (Optional) Recruit Committee Members: Help recruit 5-8 committee members who will be responsible for reaching out to families in each grade level to secure party hosts and donations.
  • Attend Meetings: Participate in regular meetings with the committee, Event Chairs, and Development Associate to ensure alignment and track progress.
• Party Management & Sign-Up Process
  • Organize Party Details: Assist with maintaining a detailed Google Sheets document that includes key information for each kids’ party:
    • Who is hosting, Who the party is for (gender, age), When the party is scheduled, What kind of party it is (theme, activities), How many children can attend, Etc.
  • Manage Sign-Up Information: Ensure the sign-up process is efficient by coordinating details with Event Chairs and Development Associate, ensuring accurate information is available for all participants.
• Communication & Promotion:
  • Promote Sign-Up Parties: Assist in promoting the Kids Sign-Up Parties within the parish to ensure maximum participation and excitement.
  • Send Thank-You Notes: After the event, send thank-you notes or acknowledgment emails to the volunteers, donors, and hosts who helped make the Kids Sign-Up Party a success.
• Post-Event Follow-Up
  • Post-Event Report: After the Dinner & Auction, participate in the post-event debrief and provide feedback or suggestions for future events.

Role Summary: The Adult Sign-Up Party Committee Volunteer is responsible for coordinating and organizing adult-themed parties as part of the St. Stephen Dinner & Auction, held on February 14. This volunteer works with the Event Chairs and Development Associate to identify hosts, secure donations, and promote a variety of themed adult parties for parish members. These parties serve as exciting social gatherings that not only build community spirit but also help raise funds for the event.

Time Commitment

Commitment Period: October through February

Estimated Hours: 15–20 hours, with peak activity in the weeks before the event

Responsibilities

• Event Planning & Coordination:
  • Assist with Party Coordination: Work with Event Chairs and the Development Associate to identify and recruit hosts for adult-themed parties (e.g., dinner parties, wine tastings, cocktail parties, etc.).
  • Collaborate with Other Committees: Coordinate with the Kids Sign-Up Party Committee to ensure no overlap of hosts or party themes between the two groups.
  • Identify Party Hosts: Reach out to parish members, adult volunteers, and community members to secure party hosts and donations for adult-themed experiences.
• Volunteer Coordination
  • (Optional) Recruit Committee Members: Help recruit a team of 5-8 committee members to help find hosts and plan adult parties, ensuring all necessary details are covered.
  • Attend Meetings: Participate in regular meetings with the committee, Event Chairs, and the Development Associate to review progress, clarify responsibilities, and troubleshoot as needed.
• Party Management & Sign-Up Process:
  • Track Party Details: Maintain an organized Google Sheet that includes key information for each adult party:
    • Host(s), Date and time of party, Party theme or activity (e.g., wine tasting, dinner party, etc.), Maximum number of attendees, etc.
  • Ensure Clarity: Ensure all event details are correctly documented and communicated to Event Chairs, Development Associate, and volunteers.
• Communication & Promotion:
  • Promote Sign-Up Parties: Assist in promoting the Adult Sign-Up Parties to the parish community via appropriate channels (email, social media, event newsletters, etc.) to generate interest and sign-ups.
  • Manage Sign-Ups: Help facilitate the sign-up process for participants and ensure the event’s registration runs smoothly
• Post-Event Follow-Up
• Send Thank-You Notes: After the Dinner & Auction, send thank-you notes to the hosts, donors, and participants who contributed to making the Adult Sign-Up Parties a success.

Time Commitment:

Commitment Period: October through February

Estimated Hours: 15–20 hours, with peak activity leading up to the event

Responsibilities:

• Event Planning & Coordination
  • Assist with Planning: Work with the Event Chairs and the Development Associate to identify and recruit individuals to host and donate age-specific themed parties for children in the parish.
  • Work with Other Committees: Collaborate with the Adult Sign-Up Party Committee to ensure that party hosts are not approached by both committees for donations and to avoid overlaps in party themes or participants.
• Volunteer Coordination
  • (Optional) Recruit Committee Members: Help recruit 5-8 committee members who will be responsible for reaching out to families in each grade level to secure party hosts and donations.
  • Attend Meetings: Participate in regular meetings with the committee, Event Chairs, and Development Associate to ensure alignment and track progress.
• Party Management & Sign-Up Process
  • Organize Party Details: Assist with maintaining a detailed Google Sheets document that includes key information for each kids’ party:
    • Who is hosting, Who the party is for (gender, age), When the party is scheduled, What kind of party it is (theme, activities), How many children can attend, Etc.
  • Manage Sign-Up Information: Ensure the sign-up process is efficient by coordinating details with Event Chairs and Development Associate, ensuring accurate information is available for all participants.
• Communication & Promotion:
  • Promote Sign-Up Parties: Assist in promoting the Kids Sign-Up Parties within the parish to ensure maximum participation and excitement.
  • Send Thank-You Notes: After the event, send thank-you notes or acknowledgment emails to the volunteers, donors, and hosts who helped make the Kids Sign-Up Party a success.
• Post-Event Follow-Up
  • Post-Event Report: After the Dinner & Auction, participate in the post-event debrief and provide feedback or suggestions for future events.