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FW: AUCTION HELP NEEDED!!!!
Diane,
Thank you so much for putting all this together for the club. I believe we
will be available for a drop off on April 6th, if I find out otherwise, I will
make arrangements with you to pick them up. I can email you if something comes
up while you are in Maine, but, am unsure if you would get your email prior to
April 6th. Please let me know if there is some other way you would like me to
contact you during that time, to leave a message.
Clay
-----Original Message-----
From: Diane G Elliott [mailto:diane_elliott@usgs.gov]
Sent: Wednesday, March 26, 2003 8:49 AM
To: Hess, Clay A
Subject: Re: AUCTION HELP NEEDED!!!!
Hi Clay,
This is just an update on the items received from national manufacturers.
We have received items from about 20 manufacturers so far, including a HUGE
box of heaters, siphons, filters etc. from Marineland/Aquaria Inc. I see
that Bob is making some new member packs. Do you know about how many he is
making? If we get some suitable small items (food samples, etc.) we can
save out a box of these items to put in the packs. Thus far, TFH has not
sent any extra magazines like they used to, which were great for the packs.
(They didn't send these last year, either.)
I am going to be in Maine for a scientific conference April 1-5, but we
would like to bring the items to your house sometime on Sunday April 6 if
that would be OK. We presently have some schedule conflicts with the
auction April 8 (meeting in Olympia and Mariners home opener, among other
things) so it doesn't look like we will be at the auction.
The names of the manufacturers and storees that donate should probably be
posted on the GSAS website. (The solicitation letter for manufacturers
contains that web address, so they can access it.) I will print up a list
of the donors.
Cheers!
Diane
"Hess, Clay A"
<clay.a.hess@boei To:
<gsas-board@thekrib.com>,
ng.com> <gsmd_bari@yahoo.com>,
<kathy@thekrib.com>,
<Ed_Messerlyiii@email.msn.com>,
03/22/03 06:39 PM <diane_elliott@usgs.gov>,
<sbeavin@gte.net>
cc:
Subject: AUCTION HELP
NEEDED!!!!
Good Evening,
I am writing to get volunteers and verify with you all the possibility of
your help with the upcoming meetings. The help is needed primarily for the
auction. However, Kathy/Erik, if you are willing to donate some shell
dwellers for the upcoming Ad Koning talk, they would certainly be
appreciated....if you have any at that time.
Now, as for the Auction, here is the list of items we need help with. Any
items that have a "????" we need help with. Some of the items I will put a
suggested name next to as well (in parentheses), but, you certainly have
the right to say "no". I would appreciate hearing from you all to
volunteer for the open spots. So, with this said, here is the list of help
needed:
Pre-General Auction Check List
I. Donations
A. Manufacturers
1) Introduction Letters - Diane Elliot (Clay will inquire on status)
2) Thank You Letters - Rick
B. Stores (Local Sponsors)
1) Liems - Bob
2) King's Discus - Bob
3) Puget Sound Fisheries - ______ ???? ____
4) Fish Gallery and Pets - Clay
5) Midway Tropical Fish - __ ???? ________
6) Snubber's Fish and Friends - Rick
7) African Northwest - ???? (Sam Bevin )
8) Super Pet in Renton - Paul Winchester
9) The Fish Store in Seattle - ???? (Erik )
10) Conway Tropical Fish - Clay
11) Denny's Pet World - __ ???? _________
12) Blue Sierra - ___ ???? ________
13) Angels Northwest - ____ ???? ________
· Clay will email the Board to solicit help in contacting some of the
stores above. Also, we know that there is one of our "Sponsors" that
is very "particular" about how and when they donate items, but no one
present at this meeting knew which one that is. It would be good to
establish which sponsor this is referring to and to make a decision
about contacting that one accordingly.
II. Auction Room Logistics
A. Time Schedule
1) 5:30pm Doors open for Setup
2) 6:00pm Public may bring items to be auctioned
3) 6:30pm Doors open to the Public for Auction Pre-View
4) 7:00pm Meeting Starts with Announcements and Auction to follow
· This schedule needs to be included on the website, in the email
reminder, in the newsletter, and in a special promotional letter
(mentioned later) ???? (Erik)
B. Coordination with Seattle Aquarium Staff (Bob)
1) 12 Tables
2) 75 Chairs
3) Access to Elevator
4) Hand-Truck or Dolly
III. Supplies Needed
A. Auction Supply Box - Rick
1) Dots and Sharpie Markers
2) Pens
3) Note Pad to record bids
4) Masking Tape
B. Bidding Numbers - ???? (Erik )
C. Split Sheets - ???? (Erik )
D. Plastic Bags - Everyone
IV. Computing Supplies
A. Laptops - Clay, ???? (Erik ) , Paul Winchester
B. Bar code Readers - ???? (Erik )
C. Printer - ???? (Erik )
D. Server and Access Point - ???? (Erik )
E. Wireless Network Cards - ???? (Erik )
F. Training - ???? (Erik )
V. New Member Handouts - Bob
A. Membership Forms
B. Old Newsletters
C. New Member Packets
VI. Advertising
A. Seattle Times - The Sunday before the Auction (April 6th) - Bob
B. Tacoma News Tribune - (If not more than $30) - Bob
C. Little Nickel - Bob
D. Website - ???? (Erik )
E. Internet News Groups - Paul Winchester
General Auction Checklist
I. Manufacturers' handouts need to be laid out on a table
II. Sign in and bidding number handout
III. Input Split Items ????
IV. Hospitality Table - Rick will touch base with June to brings LOTS
w/ extra ice and drinks
V. Lay out supplies on tables - Clay
VI. Arrange cash-out and book keeping tables - Bob
VII. Arrange computers and printer - ???? (Erik )
VIII. Arrange backroom for sold items - ???? (Steev ) , Rick, and
Bob
IX. Order and deliver pizza - ???? (Kathy )? (or Bob if Kathy is
not able to attend)
X. Check-In - Verify items have bidder Stickers
XI. Book Keepers - Record Sold Items
A. Susan Rose
B. Ed and Sue Messerly
XII. Auctioneers - Auction Items and Coordinate with bookkeepers and
runners
A. Clay
B. ???? (Dave )
C. ???? (Erik )
D. Gilead
XIII. Runners - Take sold items to the back room and organize them b
bidder
A. Gilead
B. ???? (Steev )
C. Rick
XIV. Check-out - Print receipts, Verify receipts/Collect Cash
A. Paul Winchester
B. ???? (Sam Bevin )
C. ???? (Kathy Olson )
D. ???? (Don Rudee )
XV. Item Distribution
A. Bob
B. ???? (Steev )
C. Rick
XXII. Clean-Up Volunteers - Stack chairs, Garbage, Reposition Tables
- Clay
I need to hear back from those of you wishing to volunteer as well as
those that cannot volunteer as soon as possible so we can fill in any
blank spots in our list.
Thanx for the help,
Clay
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