Life is unpredictable and none of us know what challenges or disasters may lie ahead. Sometimes tragic circumstances occur to us. Sometimes we make poor choices and have to reap the consequences. For any number of reasons people often struggle from day to day just to get by. The mission of City Gates is to help people who have experienced any of these contingencies and find themselves in emergency and hardship situations.

Since 1995, through the various ministries of City Gates, we have helped people who needed a hand up to get on their feet again. Thanks to our passionate volunteers and generous donors, we are able to help people in need with food, furniture, clothing, guidance, shelter, household goods, transition assistance from homelessness to housing, life skills training, job placement assistance, and more.

As you can see, the wide range of needs is challenging but doable with the right help and support. When we work in partnership with area organizations, businesses, individuals and churches like you, the resources are available to make tremendous changes in people’s lives on a daily basis.

This is a great opportunity for you to help City Gates assist the disadvantaged throughout the Thurston County area.  We are receiving donations of goods, services, or cash and event sponsorships for the auction/dinner. In return we will advertise for you in our auction brochure, on our website, Facebook page and in our monthly newsletter which goes out to a mailing list of almost 2,000 people in the Thurston County area.  Proceeds from this event will support these City Gates’ humanitarian programs and services.

Everyone had a GREAT time at our 5th Annual Auction and Dinner!

Auction Countdown


Want to Volunteer for the Auction?

  • See below for committee details.

An annual dinner and auction is held each fall and is the primary fund raiser for City Gates.  This year’s event will be held on Saturday November 7th 2015 at Westwood Baptist Church in Olympia.  There is both a live and a silent auction served with a meal.

Planning meetings begin in March and all coordinators must attend monthly meetings.  All positions require a high level of organization and the ability to oversee duties of those on their team.

Committee Chair: This positon requires an immense commitment to fulfill demanding responsibilities in a timely fashion and in a manner that represents the mission of City Gates.

This person will oversee all event activities, including:

  • Organizing and conducting planning meetings
  • Organizing sub-committees and overseeing coordinators to ensure timely completion of tasks (see following descriptions of coordinator jobs)
  • Being the point of contact for the facility and auctioneer

Silent Auction Coordinator:

  • Oversees all tasks of procurement of items, set up on day of auction, entering data, monitoring during auction, and close out of paperwork
  • Coordinate with Publicity Coordinator in creation of procurement forms
  • Coordinate with Computer Program Coordinator
  • Arrange for storage of items collected before day of event
  • Coordinate with Decorations and Day of Event Coordinators for set up and security
  • Arrange items on tables with bid sheets
  • Establish procedure for closing bids
  • Monitor pick up of items and ensure payment

Live Auction Coordinator:

  • Secure auctioneer
  • Oversee all tasks pertaining to procurement of items, set up on day of auction, and close out of paper work
  • Coordinate with Decorations and Day of Event Coordinators for set up and security
  • Coordinate with Computer Program Coordinator
  • Monitor pick up of items and payment

Decorations Coordinator: 

  • Partner with Westwood Baptist to determine what set up equipment is available (tables, chairs, etc.)
  • Determine what decorations will enhance the theme that will be determined at planning meetings for coordinators. Room décor as well as centerpieces should reflect this theme
  • Purchase needed supplies that have not been donated (will be reimbursed with auction fund)
  • Plan room setup for dinner, auction room, display tables and entertainment
  • Coordinate set up of the facility

Food Coordinator:

  • Select vendor/caterer once theme has been determined
  • Select menu with input from other coordinators
  • Obtain permit from Health Department at least sixty days prior to event
  • Rent or purchase plates if not donated
  • Purchase serving items
  • Coordinate volunteers that will be assisting in food preparation, serving and cleanup

Advertising Coordinator:

  • Create flyers, postcards, invitations and sonication letters
  • Coordinate with CGM Facebook administrator and other websites that may be available for promotion
  • Radio advertising
  • Create on-line registration
  • Contact Daily Olympian, Coffee News, Rotary Clubs and others as needed

Printing Coordinator:

  • Solicit donations to cover printing costs
  • Ensure all printed material is completed in timely fashion
  • Coordinate with Advertising Coordinator

Day of Event Volunteer Coordinator:

  • Work with all coordinators from the beginning of planning process to determine volunteer needs for event
  • Ensure that enough volunteers are available and that they understand their responsibilities
  • Arrange for transport of auction items to event location
  • Coordinate with Decorations, Entertainment and Auction Coordinators for room set up
  • Ensure security of facility, parking and auction items
  • Ensure cleanup of facility


  • Take photos during set up and during event

Audio/Visual Coordinator:

  • Make announcements as needed
  • Set up and monitor sound and visual (Power Point) systems

Raffle Coordinator:

  • In coordination with Auction Item Coordinators, determine what will be raffled
  • Determine method of raffle (tickets, ducks, etc.)
  • Monitor pick up of items by raffle winners

Dessert Coordinator:  Tables collect money for desserts with the highest bidders getting first choice of dessert for their table.

  • Solicit bakeries for donation of desserts
  • Arrange for pick up/delivery day of event
  • Table display for desserts

Computer Program Coordinator:  Will oversee data entry for attendees and donors, arrange for credit card payments and have a sufficient number of laptops, printers, and volunteers available for event.  Balance paperwork after event in coordination with Auction Chair.


  • A solid knowledge of what hardware and software will be needed for tasks.
  • The ability to coordinate and train other volunteers