Fair Drawings

The Fair Drawings Committee solicits donations of artwork from Fair artists who did not receive awards at the prior year’s Fair and sells drawing tickets at the Fair. There are several drawings during the Fair. The Committee draws the winning tickets and contacts the winners to arrange pick up either at the Fair or during the week following the Fair.The Fair Drawings Chair is appointed by the Fair Chair and recruits volunteers to assist during the Fair.

The Chair:

  • Reports progress and problems to Fair Chair and attends all Fair meetings scheduled by the Fair Chair.
  • Invites the Fair Chair to all committee meetings. The Fair Chair will attend whenever possible.
  • Acknowledges, by thank you note or other means, appreciation for the work done by volunteers working on this committee.
  • 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 webmaster@heardguild.org.
  • 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 webmaster@heardguild.org.
  • Attends the Indian Fair & Market Wrap Up Meeting and submits in duplicate the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair and the Fair Chair. Also, a copy of the report in MSWord format is e-mailed to webmaster@heardguild.org for posting on the Guild website.

Tasks

  • Prepare and submit a line item budget to the Indian Fair & Market Chair.
  • Attend the General Fair meetings.
  • Coordinate the advance purchases of Drawing tickets with the Pre-Fair Ticket Committee.
  • Recruit volunteers to help sell drawing tickets during the Fair.
  • Consult with the Fair, Staging, and Signage Chairs regarding booth, room, and sign needs.
  • Arrange for use of Speaker’s Bureau Cage and Library carts for storage of drawing items and pick up.
  • Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Set up booth on Friday prior to the Fair and clear booth of all supplies at the end of the Fair on Sunday.
  • Arrange with the Guild Treasurer to provide a cash box as a start up bank.
  • Oversee ticket sales and the prize drawings at the Fair.
  • Submit expense vouchers (with receipts) to the Guild Treasurer for payment.

Time Line

August/September

  • Prepare and submit budget.
  • Check quantities of drawing tickets stored in Receiving area and report number to Chair of Pre-Fair Ticket Sales and he/she will decide if more are needed.
  • Collect and separate drawing tickets after purchase and store until needed at the Fair in March.

November

  • Attend general Fair meeting.

December/January

  • Line up volunteers to work at the Fair.
  • Give volunteer names to the Volunteer Placement Chair and the number of others needed.
  • Submit the list of volunteers to the Volunteer Placement Chair for badges to be made. During the Fair, about 23-25 volunteers are needed and after, one is needed for one shift a day, Tuesday-Friday.
  • Check supply of carbonless donation forms.
  • Arrange to have Artist Exhibitors Chair pass on the artist donation forms to the Drawing Chair and begin to fill them out as donation forms are received.
  • Attend general Fair meeting.

February

  • Get artist list from the Guild website and note Area and Booth information on the donation sheet. Then sort donation sheets in order of Area and Booth numbers for pick up.
  • Contact Signage Chair and determine the signs needed for the ticket sales booth.
  • Contact Staging Chair for equipment needed.
  • Request from Treasurer one cash box and a cash apron.
  • Purchase supplies.
  • Collect and store empty boxes for drawing items.
  • Make arrangements to use Speaker’s Bureau Cage and Library carts for drawing items and for pick up.
  • Attend general Fair meeting.

March

  • The week before the Fair, clear out the Speaker’s Bureau cage taking the items to the book storage area in the basement.
  • Write thank-you letter and Heard Guild return labels for items that will be mailed.
  • After the Fair, set up area for pick up of prizes.
  • Turn in invoices to the Guild Treasurer.

April

  • Review website description of committee work and send changes to webmaster@heardguild.org. Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to webmaster@heardguild.org.
  • Attend the Indian Fair & Market Wrap Up Meeting and submit in duplicate the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair and the Fair Chair. Also, a copy of the report in MSWord format is sent to the Webmaster.

3/6/2010