Art Inspiring Hope Committee Criteria
About the Committee
The AIH Committee is made up of a volunteer Event Chair, the Okizu Foundation Event Coordinator, and a group of committed volunteers that band together to make this event come to life. This is where we need your help! We couldn’t do it year after year without the help of people like you.
Listed below you will find some general guidelines and expectations of a committee member. If when reading this you feel as if you cannot commit at this level, but could help get an auction item or two, that would be great. Perhaps you know the owner of the Sharks or Warriors, and you can get a box seat donated! Or maybe you know a chef at a premier restaurant in San Francisco, do you think they would cook dinner in someone’s home? Or maybe you know someone that won the lottery and is looking for a great cause to support! There are plenty of ways to be a part of the event, even if you aren’t able to be on the committee. We appreciate all the help we can get and we always need extra hands for work parties, set-up, phone calls and more!!!
General Responsibilities
- We hold monthly committee meetings at Fort Mason in San Francisco, on a mutually agreed upon day (second Tuesday of every month, for example). It’s our expectation that you will make every attempt to attend most, if not all meetings.
- In between meetings, we try to remain in regular communication, and hope that you will provide updates on your progress, new thoughts, and suggestions.
- Everything from corporate and in-kind sponsors, to auction items and décor is the responsibility of the committee, and we need each of you to be out there asking people to sponsor the event, donate their vacation home for a week, and convince their famous friend to have lunch with someone.
- The committee is responsible for providing general support and contacts for the event chair and event coordinator. It is our expectation that you will tap into your personal and professional networks to ask for help, and then act as a liaison to keep and maintain those contacts as friends of the event and of Okizu. We need our committee members to be the ambassadors of Art Inspiring Hope, spreading the word, and rallying support.
Sub-Committees
The following is a list of sub-committees and tasks involved. AIH Chair and Coordinator are ultimately responsible for volunteer coordination, event mailings, material design, entertainment, venue confirmation, auction item coordination, and other duties as necessary.
It is our hope that there will be someone to head each of these committees and make the project their own.
Corporate Sponsors
During our initial meeting, our overall sponsorship goal will be decided. This will be based on last year’s total and the requirements of this year’s event. Approaching potential sponsors early is crucial since most companies determine their budget as we start our planning process.
While we realize that not all of you have many corporate contacts to ask, we ask you to consider your employer and corporations that your friends and family work for. The biggest challenge is to get someone to look at our informational material. If you know someone, you should ask them.
- Create a potential sponsor list and contact names.
- Send out sponsor packets, videos, letters or other necessary material
(packets, videos and sample letters will be given to you).
- Make follow-up calls.
- Confirm commitment of sponsorship and communicate details to Okizu Coordinator.
- Write and send personal thank-you letters.
- Okizu Coordinator will handle logistics of sponsorship and details of event including their payment, ad material, and event specifics.
Auction
The Art Inspiring Hope auction is divided into a silent auction and a post-dinner live auction. Each Art Inspiring Hope committee member assists in obtaining auction items from their own contacts:
- Make initial request and follow-up phone calls.
- Confirm donation and return donation certificate to coordinator by auction deadline.
- Arrange pick-up or delivery of auction item to the Okizu Office.
- Write and send thank you letters.
- Okizu office sends tax receipt directly.
In addition, the auction sub-committee will be responsible for:
- Helping with phone follow-up to Okizu solicitation mailing (call sheet will be provided).
- Arrange for donation certificate to be returned to coordinator.
- Arrange pick-up or delivery of auction item to the Okizu Office.
- Okizu office will send thank you letter directly.
Honorary Committee
Our honorary committee consists of local celebrities, supporters and sponsors. We have a list of individuals that commit each year and can always use more.
- Call or write for additional names.
- Communicate names to coordinator as soon as each individual commits.
- Write and send thank-you letters.
Signage
Signage for the event includes sponsor signs, auction display signs, event signs, and bidder boards. These items need to be donated if possible and Okizu staff will provide names of individuals that have been willing to donate in the past.
- Contact potential donors/printing companies.
- Determine layout of event signs, sponsor signs and auction displays.
- Coordinate sponsor logos for signs and send to printing company.
- Arrange for delivery or pick-up of event signs.
- Arrange sign placement at venue with Okizu staff.
- Write and send thank-you letters.
PR/Media
The Okizu Foundation has developed relationships with KGO News, The Chronicle, and San Francisco Magazine, which provide coverage for Art Inspiring Hope and emcees for the event. We are always looking for someone knowledgeable and connected to the world of public relations to head this department. This person will work closely with Okizu staff to promote the event through radio, newspaper and magazines.
In-Kind Sponsorships
This sub-committee will be responsible for obtaining numerous items depending on event theme, auction items and venue requirements. Tasks will be determined throughout the planning of the event. A few of the standard items include alcohol, decorations, centerpieces, and table gifts.
Production
We ask each committee member to commit to attending at least one “work party”, usually held a week or two before the event at the Okizu office. In addition, it’s our expectation that each committee member will help with AIH set-up during at least one of the set-up times, which are the Friday before or the morning of the event.
Raffle
Each year, Art Inspiring Hope raises additional funds through an event raffle. In the past this has included a champagne diamond raffle and treasure chest key raffle. The raffle theme will be decided by the entire committee and may correspond with event theme.
- Create raffle set-up for event and purchase decorations.
- Coordinate items with coordinator and help make if necessary.
Thanks so much for taking the time to review and consider joining hands with us to raise money for Camp Okizu!!! If you have any additional questions, please feel free to contact sarah@okizu.org or call 415.382.1503. Please let me know if you’re interested in joining the team or if there’s anything else you think you might be able to help with!
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