Art
Art
Art – printable copy – Art volunteer
After Hours Art Barn
Art on the Porch
Art Auction
After Hours Art Barn
Activity: The Art Barn is open during the later afternoon after Children’s Program has ended. The coordinators of this activity plan, bring materials, and lead/cover the Art Barn for the craft activities. In 2017, the island had a Pelican assigned to the Art Barn who was available to help with the planning, and she was there for some of the activities depending on her schedule. After Hours Art Barn is from 3:00 to 4:30 Sunday thru Friday.
Off Island:
- Plan and purchase materials for craft activities. Participants can range from young children to seniors.
- Contact “The Boat News “ volunteer and have them place information about the planned activities, or whether people need to bring shirts for Tie Dye. Etc. in “The Boat News”.
On Island:
- Coordinate with Art Barn Pelican and unpack and store materials in designated area of the Art Barn.
- Set-up and coordinate staffing for After Hours Art Sunday afternoon through Friday afternoon 3:00-4:30.
Cost: Contact All-Star I Treasurer about your budget for supplies.
Past Volunteers: Jill Loewer, Holly and Adam Hunnicutt, Sally Easter, Anne Lenox, Suzanne Cook, Angel Russek
Art on the Porch
Activity: Art projects are set up on the front porch for adults to complete during the afternoon Children’s Program time slot Monday thru Thursday of the week.
Responsibilities: Plan and staff the project table on the front porch each scheduled afternoon. Projects should be easy for people to join in, and generally, each afternoon has a different project.
Off Island: Coordinate with other Art on the Porch volunteers, plan projects, and purchase supplies.
On Island:
- Coordinate with Conference Services for table setup.
- Set-up and facilitate projects
- Clean up
Cost: Contact All-Star I Treasurer regarding the supply budget.
Past Volunteers: Laurie Lentz-Marino, Stephanie Sersich, Suzanne Cook, Kim Corfman, Laurie Powsner
Art Auction
Activity: The Art Auction is an event that is held during the All-Star I week where conferees bring items such as handmade sweaters, mittens, scarves, water color paintings, handmade crafts and jewelry to contribute in order to raise money to give to the Star Island Annual Fund. This event has two components: (1) The Silent Auction, in which bidding ends on Thursday at Social Hour, and payment is collected on Friday morning. (2) The Live Auction, which is comprised of items such as a Catered Dinner for 10 people, a Week or a Week-end at another conferee’s vacation home, and the highest bid items from the Silent Auction, occurs during Friday’s Social Hour and is a very lively event! Payment is collected (immediately) at the event so the total money for both events can be calculated and the information shared at the Banquet dinner that evening.
Responsibilities:
Off Island:
- In late May/early June, draft a short “Don’t forget to bring your Art Auction donations to Star” paragraph and send it to the Conference Chairs to send out to conferees. There is usually also a paragraph in the Porch News, but having an extra email with only one topic in it will remind people who don’t get around to reading the Porch News.
- Prior to the conference, contact past conferees who have offered vacation rental items for the live auction in the past to see if they are interested in donating again. (Past vacation rental donors include: Marita Sturken, the Brewers, the Gimpels, and the Basdekis).
- Contact the prior year’s auction volunteer and ask them to send you the Excel spreadsheet, which you will use to enter in items as they are donated, and to enter in the ultimate sale price. This will calculate the total auction earnings for you much more quickly than adding up the sale prices by hand!
- Think about and bring any tools you might need. There is a box of auction supplies in the All-Star I Store Room located in Brookfield. Things in the box include the template to copy for bid sheets, pencils, red Sharpie markers for closing the silent auction, push pins, masking tape, blue painter’s tape, scissors, string. The Conference Treasurer will have Tax Receipts for donors who request them. Bring a yellow legal pad or another notebook, a small hammer, additional Sharpies, your Lap Top (with your charger!), and one or two desktop calculators. You can request to borrow some hangers from Conference Services for displaying the clothing items.
On Island:
- Ask Conference Services to unlock the All-Star I storage closet in Brookfield so you can retrieve the box of supplies. Bring the box to Newton to your corner to the right of the Newton kitchen door. You might consider asking conference services if a card table is available—space is tight in that corner when you are receiving donated items.
- Go to the business office and make copies of the bid sheet forms. Begin with 100 copies then make additional copies as necessary.
- Decide when you want to start receiving donations and publicize via the Lobby black board, and by letting the Conference Chair know to add it to the Voice of Star’s announcement list. If you decide to start receiving items on Sunday at Social Hour, this has the advantage of spreading out donations over one additional day, decreases the length of the donor line, and it starts the “buzz”, e.g. potential buyer interest about items and gets the bidding started. An alternate view is to start accepting items at Monday social hour. In addition to receiving donated items at social hour, folks will likely hand you things at other times of day and other locations. Just remember to fill out a bid sheet and enter these stray items into the Excel spreadsheet!
- For displaying donations: The folding wood panels are usually kept in a corner in Newton. If you don’t see them, ask Conference Services to bring them. You will probably want an additional folding 4×8 foot table or two.
- Several types of items need to be picked up and put in a safe place at the end of Social Hour each day. These include expensive jewelry (e.g. high value jewelry), alcohol, and tobacco (cigars). Bring them back and put them on display at the beginning of each day’s social hour—you can leave the bid sheets where they were so you remember where you put them.
- Choosing Items for the Live Auction: Your goal is to have about 10 live auction items. If you have too many, the live auction takes too long and folks are late for dinner. You would also have less time to collect payment, and tally your total sales, which folks will want to announce at the banquet. Note: Social Hour begins a little earlier on Fridays to allow for enough time for the auction.)
- Closing the Silent Auction: Drum up a few extra auction volunteers for this, in addition to your regular team. Give each of them a red sharpie marker. Have a loud person announce on the microphone that the silent auction will be ending at a certain time, which is in 30 minutes; announce again with 15 minutes left; and 5 minutes left; finally, “the silent auction is closing”. Close
the silent auction at 6:15 (leaving 15 minutes to handle questions and for folks to pick up their winning items). Have your volunteers preassigned to various areas on the wall or on the tables, and when the closing announcement is made, they can start circling the winning bid on each bid sheet.
- If you have unsold items, you can return them to the donor, or offer to keep them (in the auction box) for next year’s auction. In 2017, there were a few things that didn’t sell by the end of the silent auction, but folks offered to buy the items on Friday morning, so keep track of what happened to these items.
- Accepting Payments for the Silent Auction: On Thursday, ask Conference Services to bring you a 4×8 foot table to set up in the lobby after breakfast on Friday. Sometime earlier in the week, talk to the conference Treasurer about bringing you a money bag containing change. Next to the pillar in the lobby is a good place to set up, as there is a love seat and an outlet for your lap top. Grab extra chairs from the snack bar as needed.
You can accept cash or checks. Tally up each purchaser’s stack of winning bid sheets. Have the payor write the item number(s) from the bid sheet(s) on their check. Double check your “unclaimed/unpicked up items and bid sheets” in case someone is paying for other stuff and missed something. Have one of your volunteers enter in the purchaser, amount paid, and payment type into the Excel spreadsheet. Have someone tally up the amounts on the paper bid sheets. Have someone add up all the cash and checks. The total you collect should equal the amounts on the bid sheets and match the totals in the spreadsheet. Track down anyone who didn’t collect an item they won, and collect payment.
- At Friday lunch and on the blackboard, announce the live auction (suggestion: remind people to bring their checkbooks!) The Chairs will likely assign someone to be the live auction auctioneer. Ask your auctioneer if they asked a couple of tall people to be spotters (to help see who is trying to bid); if not, enlist a couple more. Ask your auctioneer if they have anyone to be a “Vanna White”, e.g. to wear and show off homemade jewelry, or to carry artwork. In 2017, in addition to the Auctioneer’s spotter, several of us auction volunteers also tried to keep track of the winner and the winning bid for each item. It gets pretty chaotic, so it helps to have several people writing down what they see and hear. It gets particularly busy if donors are volunteering to sell an item more than once (because if that happens after that item sells, you might not remember who the next couple of high bidders were). As soon as the live auction ends start collecting payments. Some people will pay you at social hour, or dinner, or at the late-night party. Your goal is to collect all payments Friday night, rather than having to track down payments on Saturday. Also, it is better accounting practice for the auction volunteers to collect payments, and mark the items as paid, and enter this info into the spreadsheet, rather than have winning bidders pay our conference Treasurer, directly (because then you don’t have all the info entered for the record). Touch base with the Treasurer regarding any payments you are still tracking down, and ask winning bidders to pay you, and then you should forward the payment to the Treasurer. Finally, people will want to know, at the Banquet, how much the auction earned, so even if you haven’t collected all your payments yet, add up your winning live auction bids, and to that number add your total silent auction intake, which should be your total earnings. Don’t be surprised additional duplicate auction items get announced during dinner (bring your yellow pad, a pencil or your calculator, so you can update your total!)
- Clean up: Return all your supplies to the auction box, and return it to the All Star I closet in Brookfield. Try to remember what supplies need replenishing so you can tell next year’s auction person what to bring. Bring home a handful of tax receipts in case someone contacts you after the conference asking for a tax receipt. If the donor has questions about the value of the donation, refer them to the Conference Treasurer—it may NOT be the price paid for the item! SAVE YOUR SPREADSHEET IN MULTIPLE PLACES and print it out too. Folks may contact you after the conference asking who “won” their donated item, and how much that person paid. Also, your laptop may crash, as mine did, and you will want to have a copy of the spreadsheet to give to next year’s auction chair.
Updated 2018