How can YOU help the cadets at SJNMA?
Answer: Volunteer your time and talent to help with The Excalibur fundraiser.
This year cadets are an intricate part of the planning and implementation of The Excalibur.
Partner with the cadets by volunteering on a committee, work side-by-side with a cadet who is in an Excalibur leadership role, OR help with an individual task. See volunteer areas below.
Proceeds from The Excalibur support programs, projects, and equipment that benefit ALL cadets.
Committee Descriptions:
Acquisitions
(October-November & January-March) Meetings at SJNMA, work can be done from home
October-November
Decide on 8-10 Best of the Live Auction prizes
Contact donors to obtain Best of the Live Auction prizes
January-March
Strategize for auction acquisitions
Meet with cadets and coordinate the cadets to help with acquisitions
Solicit SJNMA vendors regarding underwriting and advertising opportunities
Work with Parents' Club regarding cadet company donations
Make follow up phone calls in March
Centerpiece
(October-November & April) Meetings at a central location for committee members
Committee Tasks
Select a centerpiece for The Excalibur 2008 and solicit competitive pricing. Obtain sample centerpieces for display at SJNMA.
Create centerpiece order form
Do follow-up work on centerpieces
Check centerpieces when they arrive to SJNMA, label with purchaser and pick-up preference
Weekend of Event
Deliver centerpieces to correct pick-up location
Arrange with mailroom for shipping of centerpieces that require shipping
Individual Tasks:
Track orders, including pick-up preferences, e-mail acknowledgement notification, provide information to Excalibur data entry
Place centerpiece order
Volunteer Coordinator
(October & March- April) Meetings at SJNMA, work from home
Individual Tasks
Help organize and coordinate parent volunteer responses (October)
Communicate with committees for event volunteer needs
Recruit, with help from Laura Miller, and schedule volunteers
Communicate with Cadet Volunteer Leader to make sure all volunteer aspects are covered
Dinner
(October-November & February-April) Meetings at SJNMA, dinner event is at Country Springs Hotel
Committee Tasks
Decide on items for hors d'oeuvres, dinner, dessert, and after dinner coffee bar
Decide on decorations at Country Springs
Create presentation of centerpiece and table sponsor signs on dinner tables
Plan and implement faculty and staff luncheon-early February
Acquire decorations and centerpiece presentation
Coordinate grand ballroom and dinner table set-up
Decorate grand ballroom, place centerpieces, table sponsor signs, and place cards on tables Friday evening, April 25th
At the end of The Excalibur Saturday evening, help pack up reusable materials that are returning to the Academy
Individual Tasks:
Follow-up phone calls encouraging event attendance
Inform volunteer coordinator of volunteer needs and times for dinner set up and tear down
Invitation
(October-March) Meetings at central location for committee members; last year's printer is located in Hoffman Estates, IL
Committee Tasks
Design invitation in accordance to theme and colors
Work with printer for most cost efficient way to print and mail invitation
Make decision on Save the Date mailing and create Save the Date mailing if needed
Obtain information for invitation
Edit invitation, submit invitation to printer
Coordinate with cadets the collation of invitation for mailing if needed
Data
(November & January-April) Done at SJNMA
Individual Tasks
Work with Laura Miller and Cadet Data Leader regarding tasks that need to be completed
Work with cadets doing data entry
Enter information regarding item donations and descriptions in auction program
Edit item descriptions-can be done at home via web
Inventory donation items, create packages
Live Auction
(Organizational meeting in fall, majority of work done January-April) Committee members located in IL-meetings at central location in IL and via conference calls
Committee works together on coordination of the live auction, cocktail hour games/raffles, and decorations and display of auction items at the hotel.
Committee Tasks
Decide on format for live auction, spot light/mini live auction, and cocktail raffles
Create decorations and plan for set up of auction items and raffles at hotel
Work with Auctioneer regarding evening format
Live Auction Individual Tasks:
Work with Cadet Leader for the Live Auction
Help cadet create PowerPoint presentation of all auction items
Help with auction displays
Help with setup of auction items, raffles, and decorations Friday evening, April 25th
Help during the live auction
Help with documentation of auction item purchases; get information to checkout
Help with auction item pick up
Silent Auction
(Organizational meetings in fall, majority of work done January-April) Meetings at SJNMA
Committee works together on decorations, setup, flow of the silent auction, and tear-down. The committee will work with the volunteer coordinator with the support of The Excalibur office.
Committee Tasks:
Decide on format and decorations at silent auction (Coordinate decorations with Dinner Committee)
Individual Tasks
Work with Cadet Leader for the Silent Auction
Work with a cadet to coordinate silent auction registration
Work with a cadet to coordinate silent auction check-out and item pick-up
Help package silent auction donations
Help organize and catalog auction items 3 weeks prior to event
Help with auction displays 2 weeks prior to event
Help with auction setup Wednesday & Thursday, April 23 & 24
Help during the auction Friday & Saturday, April 25 & 26
Be a Table Captain at silent auction
Be a Volunteer Director during silent auction
Be a volunteer during the silent auction
Tear down the silent auction
Catalog
(March & April) Meetings and work at SJNMA
Committee Tasks
Design catalog in accordance to invitation
Work with printer on most cost efficient way to print catalog
Follow up/solicit advertisements in catalog
Obtain information included in catalog
Edit catalog to submit to printer
Proof catalog
Follow Up
(May) Work done at SJNMA
Individual Tasks
Contact winning bidders who have not picked up their auction purchase
Notify donors of services or vacations who purchased their donation
Help with thank you letters & tax documentation
To volunteer contact Laura Miller at 262-646-7278 or" e-mail: lmiller@sjnma.org.
It does not matter if you have a lot of time or just a little time; we need your help to make this event successful for the cadets!