Visions in Violet Gala 2026

Visions in Violet Gala 2026 — Volunteer Responsibilities

Benefiting: Pancreatic Cancer Awareness

Date: Saturday, November 14, 2026

Location: The DoubleTree by Hilton, Rapid City, SD

Schedule: 5:30 PM Cocktails & Check-In | 6:30 PM Dinner & Program

Setup Crew (Arrive ~2:00 PM)

• Set up registration/check-in table and signage
• Place centerpieces, ribbon décor, and event signage
• Set up silent auction display tables and bid sheets
• Set up live auction staging area (mic, easel, item display)

Registration & Check-In (5:00–6:30 PM)

• Greet guests warmly as they arrive
• Check names against the guest list / ticket confirmations
• Distribute table assignments, and bid numbers
• Direct guests to cocktail hour, auction tables, or seating
• Handle last-minute or walk-in ticket sales/payments (if applicable)
• Answer general guest questions about the evening's schedule

Guest Services / Floaters

• Circulate during cocktail hour to welcome guests and answer questions
• Assist elderly or mobility-impaired guests to their seats
• Direct guests to restrooms, coat check, or bar area
• Relay any guest needs or issues to the event coordinator
• Help manage the flow of guests between cocktail area and dinner seating

1. Silent Auction Support

• Monitor silent auction tables throughout cocktail hour
• Help guests understand how to bid (paper sheet)
• Assist with resolving tie bids or unclear entries

Live Auction Support

• Assist auctioneer with displaying/holding items on stage
• Distribute or collect bidder paddles/numbers
• Run paddle-raise or "spotter" duties to confirm winning bids
• Record winning bidder names/numbers for the checkout team
• Help transport large or heavy auction items to winners

1. Checkout / Payment Table

• Process payment for silent and live auction winners
• Reconcile bid sheets with payments collected
• Provide receipts and answer donation/tax questions
• Coordinate item pickup or delivery arrangements for large items

Photography / Social Media (optional role)

• Take candid photos of guests, auction items, and program moments
• Capture photos of sponsors, donors, and key organizers
• Share select photos to event social media / hashtag in real time (if authorized)

1. Teardown Crew (After Program Ends)

• Break down auction display tables and signage
• Collect and secure any unsold auction items
• clear centerpieces
• Return AV equipment and décor to storage/vehicles
• Do a final sweep of the venue for lost items or leftover materials

General Volunteer Expectations

• Arrive at your assigned shift time, dressed in gala-appropriate attire (or per any volunteer dress code)
• Check in with the Volunteer Coordinator upon arrival for your name tag and role assignment
• Keep phones on silent during the dinner and program
• Be friendly, professional, and available to lend a hand outside your role if things get busy