How many volunteers do we need for our event?

Fundraising Events made easy

How many volunteers do we need for our event?

Putting on an event can be a lot of work!  I like to think of it as prepping for a Wedding and how many pieces need to be put in place to make it a successful event.  The below information is based on a 400 person event, and, primarily focuses on the auction component along with Check-In and Check-Out.

VOLUNTEERS (based on a 400 person event)
Primary focus of this section is Check-In, Sales Recorders, Sales Entry and Check-Out.  Based on our experiences, this is a good base of where your volunteer count should be.  For a 400 person event, we estimate a need of about 22 to 28 total volunteers. (some volunteers can be utilized in the same area)
 
CHECK-IN (6 Volunteers)
Laptop 1 – Volunteer
Laptop 2 – Volunteer
Laptop 3 – ATX Giving Rep
Laptop 4 – Volunteer
Bid Card/Paddles Allocation  – 2 Volunteers
 
SALES RECORDERS (6 to 10 Volunteers (depending on amount of auctions, games, raffle)
Live Auction – 2 Volunteers to Record Live Auction Packages and Fund A Need/Paddles Up
Mystery Boxes – 2 Volunteers
Raffle – 2 Volunteers
Silent Auction – 2 Volunteers 
Wine Pull/Any Game – 2 Volunteers for Each Section
 
SALES ENTRY (4 Volunteers)
4 Volunteers (for quick entry, get set in teams of 2 with 1 volunteer reading out Package #, Bidder # and Winning Amount from Bid Sheets and Recording Sheets)
 
CHECK OUT (6 to 8 volunteers)
Laptop 1 – Volunteer
Laptop 2 – Volunteer
Laptop 3 – ATX Giving Rep
Laptop 4 – Volunteer
Runners – 2 to 4 Volunteers (depending on number of Auction Packages)

Want to learn more about ATX Giving and how we can help?  Contact Phil at 512-496-3546 or email him at phil@atxgiving.org.