Learn how one academy plans, collaborates and hosts an annual Academy Dinner and silent auction to support academy growth. Participants will receive a project plan, including staff requirements, to bring home and plan similar
events. They also will have a chance to win a raffle and bid on items in a silent auction. (Bring a checkbook!)
Presenters: DeAira Handugan, Pam Mushen, and Gary Perkins, Chief Sealth International High School AOF & AOHT
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Eat, Drink and Be Merry: Fundraise and Network by Hosting a Dinner and Silent Auction
1.
2. Eat, Drink and Be Merry:
Fundraise and Network by Hosting a
Dinner and Silent Auction
Presented by:
DeAira Handugan
Pamela Mushen
Gary Perkins
Chief Sealth International High School
AOHT and AOF
Seattle, WA
4. #nafnext
Presentation Goals:
We are going to share how our school:
• Brings students, parents, and partners together
to network, learn from each other, and build
support for future academy growth.
• Plans a dinner and silent auction
• Collaborates with businesses
• Delegates tasks to students
• Provide opportunities for students to raise
money
You will return to your own school to plan an
event of your own
5. #nafnext
Overview of our Academies
Academy of Hospitality and Tourism (AOHT)
+ Academy of Finance (AOF)
______
Academy of Business (AOB)
10% of student body
64 students per Academy
2nd largest student organization at school
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Why do an event like this?
• To introduce new parents into the Academy
• To fundraise for NYC senior trip
• To involve non-Academy teachers and
administration in the Academy
• To create networking opportunities
• To make sure the academy is visible in school
• To teach Academy of Hospitality and Tourism
students how to plan an event
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Integration into Academy classes:
How to get students involved
• Sports Marketing and Event Planning
Designated days that focus specifically on this
event
Event planning built into curriculum
Design marketing and promotions
• Principles of Hospitality and Tourism
Create spreadsheet of donated items
Organize tickets in packages of 5
Thank you cards
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Universal Tasks Among Classes
• Ticket sales
• Solicit silent auction items
• Provide desserts for silent dessert auction
• Host tables
• Sign up for specific tasks
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Generating and Soliciting Donations
Donations come from:
• Solicitation letters
• Students cold calling local businesses
• Students obtaining donations from friends and
family
• Contact school organizations such as PTSA for
donations
• Contact board members for donations
• If you would like a copy of my donation request
letter or my procurement form, please e-mail me.
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What types of items get donated?
• Pearl Jam album autographed by Eddie Vetter
• Sounders soccer ball autographed by #31 Jeff
Clarke
• Seahawks football autographed by Coach Pete
Carroll
• Mountain Tour flying trip for two people
• Columbia River sturgeon or salmon fishing trip
• One month unlimited of Boot Camp or Hot Yoga
classes
• Various salon services from Gene Juarez
• Restaurant gift cards
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Pricing of Silent Auction Items
• 1-2 adults in charge of pricing
• Attempt to determine value of item
• Based on value; price to sell
• Check with students
• Possibly reduce price of items during auction
• Make announcements of good deals and price
reductions during auction
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Dessert Auction Tables
• Students and families either purchase or bake
desserts
• Students determined minimum bid
• Dessert auction at a separate time from silent
auction
• Dessert auction ends at end of dinner
• Some were eaten at dinner and some were
taken home
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Selecting a Menu
• Pick a recipe that can be altered for people with
dietary restrictions.
• We served:
Caesar salad with a dinner roll
Chicken milano with chicken breast pan
sautéed with tomatoes, garlic, and fresh basil
Fettuccine alfredo
How it could be altered:
• Vegetarian options
• Vegan options
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How to Plan for Food
• Select items donated by various stores:
QFC (salad ingredients)
Costco (protein and pasta)
Unified Grocers (pasta sauce)
• Coordinate with Nutrition Services
• Ticket sales end one week prior to event to
determine amounts
• Convert recipes to match number of servings
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Pricing of Dinner Tickets
• Price of dinner tickets is based on:
cost of food
desired profit
cost of nutrition services
Determination has to be made of how much of the
profit goes to the student.
• Manage expectations of student profit up front.
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Hosting Tables
• Students sign up to host tables
• Students create themes for tables
• Prize for best Academy-themed table and most
creative
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Promotion of Event
• Getting date on calendar
• Contact Board Members
• Contact PTSA: Could do it in conjunction with
other school fundraisers
• Advertise on school website and facebook
• Contact local newspapers and blogs
• School announcements, posters, and flyers
• Staff meeting announcements
• Link to article on our event:
http://westseattleblog.com/2012/12/west-
seattle-schools-chief-sealth-academy-of-business-
auction
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Student Sign Ups for the Event
Tasks include:
• Set up tables and chairs
• Set up silent auction tables
• Cooking and serving
• Greeters and ticket takers
• Water servers
• Silent auction helpers
• Cashiers
• MC
• Clean up
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MC Agenda for event
Purpose of MC agenda is to advertise and educate
about Academies
• Academy coordinator speaks about the benefits
of being in the Academy and the senior trip to NYC
• Academy teacher speaks about the Academy
pathways and classes students are required to
take for Academy diploma
• Academy teacher speaks about internship and
scholarship opportunities
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Tracking the Funds
• Excel spreadsheet
• Student names
• Dinner tickets sold
• Items donated
• Price that items sold for
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How much money did we make?
• 2011
Numbers in attendance: 125
Expenses: $400
Profit for students: $2666
• 2012
Numbers in attendance: 271
Expenses: $850
Profit for students: $5589
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Closing Remarks and Questions
• Could do all of this or a component of it
• Contact information:
DeAira Handugan
drhandugan@seattleschools.org
