Volunteer Opportunities

Advertising/Promotion Chair

1. Liaison with Public Relations chairman (who will place all ads on papers and magazines)
   
2. Promotion of show to prospective entrants and to prospective visitors and buyers
   
3. Distribution of poster for exhibition promotion
   
4. Advertising of show in online publications to procure entries

Awards Chairman

1. Solicits awards/donations from traditional vendors
   
2. Develops relations with new vendors, both for current and future shows
   
3. Creates gift certificates for delivered merchandise (i.e. Frederix Canvas, etc.)
   
4. Receives awards and delivers them to treasurer for deposit and issuing of checks
   
5. Commissions ribbons when awards have been received
   
6. Picks up ribbons for awards
   
7. Writes thank you letters to all donating vendors in a timely fashion

Document Editor

1. Responsible for proof reading all information entered into the show
2. Proof reads all documents created for the show

Equipment Chair

• Makes sure all equipment needed for awards ceremony is installed and in working order (projector, microphone, lights);
• Operates equipment during award ceremony

File Manager

1. Receives digital entries for shows. This year we will accept CD entries as well.
2. Receives mailed entries and payments.
3. Creates worksheet with all pertinent information on all entries using Excel.
4. Changes file name of all submitted entries to their titles. Creates additional folder with images labeled by title.
5. Creates Word document with thumbnails of paintings (6 to a page), including painting titles. (For jurying purposes). Order in alphabetical order by title.
6. Saves all above data and images in CD.
7. Accounts for all received checks for entries.
8. Delivers both CD and received checks and envelopes with applications to Exhibitions Chair

1. Accepted Entries Worksheet that defines those who were accepted into the show (include complete information)
2. Sign-In/Sign-Out Worksheet. Include only name of Artists, painting titles & dimensions
3. List of accepted artists that live within a 100 miles radius for gallery hosting (include name, address, telephone).
4. Painting Labels for exhibition (Avery model #5164, size of label is 3.33" x 4")
5. New folder that only contains the images of the accepted entries, labeled with original file names
6. Thumbnails (12 to a page) of accepted paintings for intake (Word).
7. Saves all above data and images in a CD and delivers to Exhibition Manager for record keeping.

Phase I: Starts right after New Year, when members get the prospectus together with the January newsletter, and goes until one week after the deadline for entries, on March 8. I would expect the first file set and applications by March 15 (Sunday).

Phase II: Starts after I receive the selection from the Juror, approximately beginning of April. You have the month of April to prepare all these lists and materials, deadline is around April 26th. The only exception is the Gallery Hosts list, which has to be delivered to the Gallery Host manager as soon as possible so she can start scheduling people as soon as they receive their notification.

Additionally, we may have between 2 and 3 committee meetings during the 4 months it takes to get the whole thing together. One of the meetings may include stuffing envelopes.

Gallery Host Chair

1. Schedules accepted artists for hosting of exhibition for the duration of the show
2. Prepares instructions, lists of hosts and stuffs envelopes for artists
3. Maintains list of artists available for replacement of hosts and coordinates replacements when and if necessary
4. Prepares binder with pertinent information for gallery hosts
5. Responsible for providing and maintaining supplies for sitters during show
6. On call in case of needs or questions

Hanging Chair

1. Organizer 4-5 volunteers to help.
2. Decides where paintings should be hang.

Intake Assembly Chair

1. Seek out around 7 volunteers to help with the functions below.
   1. Intake Assembly Chair:
      • First station at receiving assembly line
      • Makes sure all paintings comply with rules and regulations
      • Resolves any issues arising during intake
   2. Painting accuracy: checks received paintings against submitted images
   3. Gallery Host: checks artists into schedule and hands instruction envelopes
      • Prepares binder with artists biographies for exhibition, makes sure all artists are properly represented.
      • Collects fees from artists that are unable to perform hosting duties
   4. File Manager: attaches labels to paintings
   5. Wire checking: checks that wires peak at 3.5”
   6. Runners (2): distribute received paintings along walls of gallery
   
   Time Frame: Intake day Tuesday May 5, from 12 to 4 pm.
   
   

   Permanent Collection Liaison

   • Helps the Permanent Collection Chair in selecting, delivering to and collecting paintings from exhibition.
   
   Time Frame: Tuesday May 5 and begining of June on a week day.
   
   

   Reception Chair

   1. Form a committee of 4-5 volunteers to help implement the reception.
   2. Food: seek donations, buying, preparing, delivering, arranging
   3. Drinks: Buying, delivering, arranging
   4. Supplies/implements: Buying, restocking during reception
   5. Decorations: Procuring, installing (floral donations)
   6. Hosting: greeting visitors at door on opening night
   7. Runners: Make sure food is in good supply throughout reception
   8. Music: coordinates and makes sure music is in working order or musicians are comfortably installed, etc.
   9. Tear down: remove decorations and left over food/drinks from room at end of reception
   
   Time Frame: Begin planning in February - execution is during opening week, May 3 to May 9. Must be available Opening Night, May 9.