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Wine tasting fundraiser
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Chairperson; Board of Directors; Volunteer Team; Publicity Manager; Wine Tasting Manager; Auction Manager; Printer; Techie; Caterer; Wine Vendor; Auctioneer; Music
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Initiation
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Chairperson; Board of Directors
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Prepare proposal for event and budget
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Chairperson
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Prepare proposal for event and budget
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Hold kick-off meeting
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Board of Directors; Chairperson
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Planning
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Volunteer Team; Chairperson; Publicity Manager; Wine Tasting Manager; Auction Manager
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Event Location
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Volunteer Team; Chairperson
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Identify potential locations
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Volunteer Team
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Identify potential locations
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Prepare notes on locations
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Volunteer Team
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Prepare notes on locations
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Choose location
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Chairperson
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Reserve location
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Chairperson
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Sign location contract and pay deposit
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Chairperson
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Sign location contract and pay deposit
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Permits
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Chairperson; Volunteer Team
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Obtain liquor permit
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Chairperson
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Obtain health department permit
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Chairperson
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Obtain health department permit
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Post permits as required
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Volunteer Team
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Printing Service
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Volunteer Team; Publicity Manager; Chairperson
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Identify printing services
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Volunteer Team
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Identify printing services
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Prepare notes on printing services
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Volunteer Team
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Prepare notes on printing services
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Choose printing service
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Publicity Manager
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Sign printing contract
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Chairperson
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Food Plan
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Volunteer Team; Chairperson
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Identify potential caterers
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Volunteer Team
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Identify potential caterers
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Request proposal
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Volunteer Team
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Prepare notes on caterer proposals
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Volunteer Team
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Prepare notes on caterer proposals
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Choose caterer
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Chairperson
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Sign caterer contract
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Chairperson
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Wine Tasting Plan
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Volunteer Team; Wine Tasting Manager; Chairperson
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Identify wine tasting vendors
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Volunteer Team
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Identify wine tasting vendors
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Prepare notes on wine options
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Volunteer Team
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Prepare notes on wine options
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Choose wine tasting vendor
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Wine Tasting Manager
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Choose wine tasting vendor
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Sign wine vendor contract
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Chairperson
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Sign wine vendor contract
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Choose wine list
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Wine Tasting Manager
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Auction Plan
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Volunteer Team; Auction Manager; Chairperson
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Identify potential auctioneers
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Volunteer Team
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Identify potential auctioneers
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Choose auctioneer
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Auction Manager
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Sign auctioneer contract
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Chairperson
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Create donation forms
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Auction Manager
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Create donation tracking mechanism
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Auction Manager
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Create donation tracking mechanism
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Music Plan
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Volunteer Team; Chairperson
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Identify potential music options
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Volunteer Team
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Identify potential music options
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Prepare notes on music options
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Volunteer Team
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Prepare notes on music options
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Choose music option
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Chairperson
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Reserve music option
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Chairperson
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Sign music contract and pay deposit
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Chairperson
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Sign music contract and pay deposit
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Preparation
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Chairperson; Volunteer Team; Auction Manager; Publicity Manager; Printer; Techie
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Sponsorships and Donations
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Sponsorships and Donations
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Chairperson; Volunteer Team; Auction Manager
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Identify sponsorship options
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Chairperson
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Identify sponsorship options
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Recruit sponsors from businesses and other organizations
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Volunteer Team
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Recruit sponsors from businesses and other organizations
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Obtain auction donations
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Volunteer Team
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Track sponsorships and donations
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Auction Manager
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Track sponsorships and donations
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Receive and store donations
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Auction Manager
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Receive and store donations
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Sponsorships and donations complete
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Publicity and Printing
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Publicity Manager; Volunteer Team; Printer; Techie; Chairperson
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Publicity
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Publicity Manager; Volunteer Team
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Prepare event publicity message
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Publicity Manager
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Prepare event publicity message
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Create flyer, newsletter article, and ad
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Publicity Manager
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Create flyer, newsletter article, and ad
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Print flyers
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Publicity Manager
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Place flyers at stores
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Volunteer Team
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Send event message to email list
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Publicity Manager
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Send event message to email list
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Send second event message to email list
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Publicity Manager
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Send second event message to email list
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Send final reminder email to email list
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Publicity Manager
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Send final reminder email to email list
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Put ads in newspapers
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Publicity Manager
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Radio interview
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Publicity Manager
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Invitations
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Publicity Manager; Printer
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Design invitation
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Publicity Manager
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Deliver invitation to printer to print and mail
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Publicity Manager
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Deliver invitation to printer to print and mail
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Print and mail invitations
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Printer
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Print and mail invitations
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Ticket Sales
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Techie; Chairperson
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Set up online ticket purchase
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Techie
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Set up online ticket purchase
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Set up credit card service
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Techie
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Set up credit card service
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Create ticket sales database
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Techie
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Create ticket sales database
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Receive and track ticket purchases
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Chairperson
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Receive and track ticket purchases
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Prepare list of ticket purchasers for registration table
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Chairperson
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Prepare list of ticket purchasers for registration table
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Ticket sales prep complete
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Event Materials
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Printer; Publicity Manager; Volunteer Team
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Print wine list and tasting notes
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Publicity Manager
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Print wine list and tasting notes
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Print wine order forms
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Publicity Manager
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Buy raffle tickets
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Volunteer Team
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Decorations
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Volunteer Team
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Buy or rent decorations
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Volunteer Team
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Buy centerpieces for tables
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Volunteer Team
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Buy centerpieces for tables
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Event Day
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Volunteer Team; Caterer; Auction Manager; Wine Vendor; Wine Tasting Manager; Auctioneer; Music
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Setup
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Volunteer Team; Caterer; Auction Manager; Wine Vendor; Wine Tasting Manager
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Furniture Setup
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Volunteer Team
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Set up registration and payment table
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Volunteer Team
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Set up registration and payment table
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Set up auction, food, and wine tasting tables
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Volunteer Team
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Set up auction, food, and wine tasting tables
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Set up tables and chairs
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Volunteer Team
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Decorate tables
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Volunteer Team
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Put up decorations
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Volunteer Team
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Deliver food and supplies
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Caterer
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Deliver food and supplies
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Set up food, drinks, and supplies
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Caterer
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Set up food, drinks, and supplies
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Auction Setup
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Volunteer Team; Auction Manager
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Place auction items and bid sheets on tables
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Volunteer Team
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Place auction items and bid sheets on tables
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Set up auction item tracking at payment table
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Auction Manager
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Set up auction item tracking at payment table
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Wine Tasting Setup
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Wine Vendor; Wine Tasting Manager
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Place wine, ice buckets, spit buckets, and water pitchers on tables
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Wine Vendor
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Place wine, ice buckets, spit buckets, and water pitchers on tables
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Place tasting notes on table
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Wine Tasting Manager
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Place tasting notes on table
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Wine tasting setup complete
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Event Activities
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Volunteer Team; Auction Manager; Wine Tasting Manager; Auctioneer; Music
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Registration
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Volunteer Team
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Silent auction
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Auction Manager; Volunteer Team
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Wine tasting
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Wine Tasting Manager; Volunteer Team
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Live auction
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Auction Manager; Auctioneer
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Serve food
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Volunteer Team
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Cleanup
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Auction Manager; Volunteer Team; Caterer; Wine Tasting Manager; Wine Vendor
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Collect registration and auction materials for post-processing
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Auction Manager; Volunteer Team
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Collect registration and auction materials for post-processing
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Clear and fold tables
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Volunteer Team
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Pack and remove food supplies
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Caterer
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Pack and remove food supplies
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Pack and remove wine tasting supplies
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Wine Tasting Manager; Wine Vendor; Volunteer Team
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Pack and remove wine tasting supplies
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Pack and remove decorations
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Volunteer Team
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Pack and remove decorations
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Closing
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Chairperson; Auction Manager; Wine Tasting Manager; Volunteer Team; Board of Directors; Publicity Manager
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Obtain deposit refund
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Chairperson
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Call auction winners about payment and/or pickup
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Auction Manager
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Call auction winners about payment and/or pickup
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Consolidate wine orders
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Wine Tasting Manager
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Buy wine
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Wine Tasting Manager
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Build cases for buyers
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Wine Tasting Manager; Volunteer Team
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Call wine buyers about pickup
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Wine Tasting Manager
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Call wine buyers about pickup
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Deliver wine and auction items
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Wine Tasting Manager; Volunteer Team
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Deliver wine and auction items
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Prepare financial accounting for event
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Chairperson
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Prepare financial accounting for event
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Hold lessons learned meeting
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Auction Manager; Board of Directors; Chairperson; Publicity Manager; Volunteer Team; Wine Tasting Manager
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Hold lessons learned meeting
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