Nikkei Concerns 35th Anniversary dinner/auction call for volunteers

14 10 2010


We are ready to sign up volunteers for the big event!  We are seeking about 150 volunteers so using an online form will  help us track all the positions and signups and make sure we have vital information to make assignments according to preferences and needs.  And of course we can then quickly contact people.

As a potential volunteer, we ask that you meet and agree to the following guidelines:

*  Must be at least 18 years old on the day of the event.

*  Complete application on line at:

*  Attend a one-hour trial run session that will be conducted at the Seattle Westin on Thursday, October 28, 2010, 5:30pm – 6:30pm.

*  Wear evening business or festive attire during the event. Please, absolutely no jeans, denim, t-shirts, or tennis shoes during the event.  Casual attire indicated for set-up and finale positions.

*  Must be able to stand for the duration of your volunteer activities.

*  No alcohol can be consumed during the event.

*  Volunteers will be in very close contact with guests, so it is important to be consistently helpful, outgoing and friendly.

*  When confirmed, please arrive 30 minutes prior to your assigned shift for check-in.

*  Food and beverages will be provided for volunteers.

Complete job positions and descriptions are in the attachment to this email and the online application site  allows you to indicate preferences.  There is a comment box in which you can list your shift availability; this is especially helpful if you are able to assist in more than one capacity.

If you have any questions, please email us at:

Thank you for considering a volunteer role on this occasion!

Thank you!

Susanna Chung and Julie Ann Oiye
Volunteer Co-Chairs





POSITION DESCRIPTION (# of volunteers needed)


Registration Work Party (8) (Shift: 10 am – 2:00 pm. Meet at Seattle Keiro)

Help stuff bags, assemble bid packets, and put together auction item signs.


Wear casual and comfortable attire.

Auction Item Transport (8) (Shift: 8 – 10:30 am.  Meet at Washington Medical Office)

Move items from the Washington Medical Office (Washington and 16th Ave.) to the Westin


Banquet Area and Silent and Live Auction Setup (20) (Shift: 9:30 am – 1:30 pm. Meet at the Westin Hotel)

Help set up banquet area, including setting centerpieces, placing guest gifts, programs, and bid numbers on tables. Some assembly required.
OR Help setup up tables, unpack silent auction items, assist with displaying items on auction tables and signage, etc.
OR Help set up live auction items, assist with displaying items and signage, etc.

Wear casual and comfortable attire.


All volunteers should report to the 3rd floor of the Westin Hotel.

Must wear festive attire (absolutely no jeans, denim, t-shirts, or tennis shoes) unless otherwise indicated in specific position.


Golden Ticket Raffle Sales (10) (Shift: 4 – 7 pm)

Sell raffles to guests throughout dinner venue.   Must be outgoing & friendly.


Photographer (3) (Shift: 4 – 9 pm)

Take action & still photos of guests throughout event.  Must have professional photographing experience


Greeters (8) (Shift: 4 – 7 pm)
Greet guests at entrance & other possible locations.  Assist guests with directions to reach various event locations.  Must be outgoing & friendly.


Registration Runners and Assistants (14) (Shift: 4 – 8 pm)

Work with Registration Check-in volunteers to pull materials and file materials.   Assist with registration processes as needed.


Silent Auction Monitor/Closer (6) (Shift: 5 – 9 pm)

Silent auction closing will take place at designated times. Volunteer will monitor Silent Auction items while auction is open, watch for guarantee bids, circling successful bidders on all bid sheets, tear off top sheet to close bidding on that item only. When bidding is closed ensure that late bids are not admitted. Then check bid sheets to confirm final bidders, collect bid sheets and take to cashiers. Volunteer will also transfer all items to the check out area.


Live Art Handler/Modeler (10) (Shift: 5 – 9 pm)

Stationed by the banquet entrance, showcase live auction art pieces onto front stage.  Must be able to handle heavier, bulky items.  Lots of standing & walking during shift.

Live Auction Production Assistants (20) (Shift: 7 -9 pm)

Stationed in the Grand Ballroom as soon as the auction commences.  Recorders will be asked to track all winning bids and Fund-an-Item bids; Spotters will assist in calling attention to bidders; Runners will take bid sheets to guests for signature.)


Checkout Assistants (8) (Shift: 8 – 10 pm)

When last silent auction closes, volunteers will package all silent auction items, will check to make sure each item has proper paperwork, and will place items in the correct designated area. Help guests retrieve their items for pick up.


Live Art Wrapper (6) (Shift: 8 – 10 pm)

Package all artwork auction items for pick up.  Must be comfortable handling delicate art pieces.


Finale Crew (6) (Shift: 9- 11 pm)

Help collect centerpieces & chair covers.  Clean up area as necessary. Pack up supplies, equipment and remaining materials and load, transport and unload at Seattle Keiro.  Wear casual and comfortable attire.





Thank you for your time and energy.  We will send you information about your volunteer assignment as soon as possible.