Library Book Sale Committee

The Library Book Sale Committee organizes and conducts an annual sale to raise monies to fund the special projects of the Museum’s Library and Archives. The Library and Archives Book Sale Chair is appointed by the President with assistance by the Museum Services Coordinator.

The Library Book Sale Chair:

  • Reports progress and problems to the Museum Services Coordinator and attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the committee. Sends necessary changes to
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to
  • Attends the Notebook Turnover Meeting in the late Spring and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to for posting on the Guild website.


  • Prepare and submit a budget to the Guild Treasurer.
  • Select and train a core group of volunteers to assist with collecting, pricing, packing, and publicity throughout the year and to assist with the sale itself. 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
  • Collect books (no magazines), art, and jewelry, audio and video tapes, CDs, DVDs, and books on tape for the annual event beginning immediately after the event and continuing throughout the year.
  • Donations are delivered to committee members, or deposited in the drop box near the Museum’s receiving dock.
  • Large or unique donations are picked up by committee members. These include rare books, valuable treasures, or large collections from libraries, private collections, or estate sales.
  • Curatorial staff encourages donors to contribute to the Book Sale the items the Museum cannot take.
  • Acknowledge donations with a donation slip or letter.
  • Sort, price, and store the books and collectibles throughout the year.
  • Books are priced according to their quality and condition.
  • Museum Shop personnel assist with the pricing of art.
  • Books are sorted into 70 or more specific categories.
  • Pack and store books and collectibles in the basement printed materials storage area for movement to off-site storage or in the back of the library. Any items with possible infestation are turned over to Curatorial for a freezing process.
  • Plan and develop advertising and publicity in cooperation with the Museum’s Marketing and Communications staff. Promotional efforts are directed toward potential donors and some toward building attendance at the sale.
  • Request volunteer cashiers for the Sale from the Treasurer.
  • Set up the sale beginning on Monday. Refinement of set up continues through Friday morning.
  • Carry out the sale beginning on with Early Bird shopping for Museum members and staff Friday at 1 p.m. Hours on Saturday are 9:30-5 and Sunday 9:30-4:00. Items are sold on Sunday for 50% off regardless of original price.
  • 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. These have gone to Greg Clark of the Cub Scouts to take to a reservation (480-688-0118 or 480-961-4046, Leftovers may be donated to the Spring Luncheon Raffle or Silent Auction.

Time Line


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


  • 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.


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


  • 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.


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


  • Place the order for the room set up and delivery of books to Steele.
  • Request volunteer cashiers for the days of the sale.


  • Assign volunteers to their tasks, arrange the room set up and set up for cashiers.
  • Week of the sale, assign each day’s crew of volunteers to their tasks.
  • Ensure the return of all borrowed equipment and after sale, removal of items.
  • Transmit all monies and vouchers to the Guild Treasurer.
  • Arrange for the donation of all unsold items except those retained for next year’s sale.
  • Thank the volunteers.


  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.

rev 5/3/2011