Library Book Sale & Treasure Market Committee

What is the Purpose

The Library Book Sale and Treasures Market Committee organizes and conducts an annual book  and treasures sale to raise monies to fund the special projects of the Museum’s Library and Archives.

Who is Involved

The Book Sale Chair is appointed by the Guild President with the assistance of the Museum Services Coordinator.  The Chair selects a core committee of volunteers to assist.  Each of these volunteers is responsible for a specific function, i.e., corporate acquisitions, rare books, jewelry & art, silent auction, correspondence, advertising, etc.  In addition, fifty or more volunteers are recruited to help set-up and conduct the event.

What are the Tasks

Prepare and submit a budget to the Guild Treasurer.

Recruit and train the core of volunteers to assist with collecting, pricing, packing, and publicity throughout the year and to assist with the sale itself. 

Reserve Steele Auditorium (including Pre-function area) and Encanto for the period of time needed to set up and conduct the Sale from the Museum’s Customer Relations Manager.

Collect books, art, and treasures for the annual event.  Collecting begins immediately after the event and continues throughout the year.

• many donations are delivered to committee members.
• many donations are deposited in the drop box near the Museum’s receiving dock.
• many large or unique donations are picked up by committee members.  These include rare books, valuable treasurers, or large collections from libraries, private collections, or estate sales.
• curatorial staff encourages donors to contribute the items the Museum cannot take.
• in addition to books, the committee accepts audio tapes, video tapes, CDs, and books on tape.

(Note: The 12th Annual Guild Book Sale & Treasures Market (2008) has already accumulated over 30,000 books, 400 dolls, 125 katsinas, 200 pieces of jewelry, unique art, collectibles, and much more.)

Acknowledge donations with a donation slip or letter.

Sort and price the books and treasures.  This is done in batches throughout the year.

• books are priced according to their quality and condition.
• Museum Shop personnel assist with the pricing of treasures.
• books are sorted into 45 different categories.

Pack and store books and treasures in the basement printed materials storage area for movement to off-site storage..

Plan and develop advertising and publicity in cooperation with the Museum’s Marketing and Communications staff.

• some promotional efforts are directed toward potential donors.
• some promotional efforts are directed toward building attendance at the Sale.

Recruit the volunteers needed to set-up and conduct the sale at the October Job Fair.

Continue to recruit volunteers at monthly Guild meetings, through articles in Artifacts and through personal contact with previous volunteers.

Request volunteer cashiers for the days of the Sale from the Guild’s Assistant Treasurer.

Order the room set ups and the delivery of collected items to Steele and Encanto.

Assign each day’s crew of volunteers to their tasks.

• Set up begins on Monday with the heaviest work on Monday and Tuesday.
• Jewelry and fine arts displays are set up on Wednesday and Thursday.
• Refining the displays and setting up the “merchandising” displays continues through Friday morning.
• Cashiers begin work on Friday afternoon with the “Members Only Opening”.
• The Sale hours are:
         Friday         1:00 - 5:30 p.m. (Members Only, Books Only)
         Saturday     9:00 - 5:00 p.m.
         Sunday     10:00 - 4:00 p.m.

Ensure that all borrowed equipment is returned and all items are removed from the rooms after the event.

Transmit all monies and submit vouchers for reimbursement to the Assistant Treasurer within one week.

Arrange for the donation of all unsold items at the end of the Sale except for those items kept for the following year.

• Many books are donated to libraries on the reservations.
• Some treasures are donated to the Spring Luncheon raffle and/or silent auction.

Acknowledge, by thank you notes or other means, appreciation for the work done by the volunteers.

What is the Suggested Time Line

February

Reserve Steele Auditorium (including the pre-function area) and Encanto for the period of time needed to set up and conduct the Sale.
Begin collecting books and treasures for next year’s event.
Recruit and train the core of volunteers to assist throughout the year.

August

Prepare and submit budget.
Submit the dates for the upcoming Sale to be included in the year’s calendar.
Meet with the Museum’s Director of Marketing to plan advertising and mail outs

September

Submit requests for donations and volunteers for the October issue of Artifacts.   
Meet with the Museum’s Director of Marketing to finalize promotional efforts.

October

Staff a table at the Job Fair to recruit volunteers.
Submit requests for donations and volunteers for the November issue of Artifacts.
Issue an appeal for donations at the Guild meeting.

November

Submit requests for donations for the December issue of Artifacts.
Issue an appeal for donations at the Guild meeting.

December

Place the order for the room set up and delivery of books and treasures to Steele and Encanto.
Request volunteer cashiers for the days of the Sale.

January

Assign volunteers to their tasks.
Arrange the room set up and the displays of books and treasures.
Arrange the set up for the cashiers.
Ensure the return of all borrowed equipment and after Sale removal of items.
Transmit all monies and vouchers to the Guild Assistant Treasurer.
Arrange for the donation of all unsold  items except those retained for next year’s Sale.
Thank the volunteers.