Cultural Performances Committee

The Cultural Performances Committee provides a program of Indian performers on both the Amphitheater and Pavilion stages. The committee selects and contracts with 5- 6 performance groups, the MC, the sound engineer, and opening ceremony participants and accompanying drum group. This committee also makes hotel arrangements and isolates a back stage area on the Fair grounds. During the Fair, this group secures the backstage area, ensures the smooth running of the stage, and sees to the comfort of the performers. For the Pavilion Stage, the Chair coordinates with Canyon Records which provides the recording artists for the Pavilion Stage.

The Cultural Performances Chair (or co-chairs) is appointed by the Fair Chair. The Chair arranges lodging and food for the performers as well as selecting and contracting for performance. The Chair is a member of the Steering Committee.

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.
  • 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 three copies of the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, Fair Chair, and Library Archives. An electronic copy of the report in MSWord format is sent to the Webmaster for posting on the website.
  • The committee facilitates Second Performance stage if appropriate. It does not select performers or schedule the events.

Tasks

  • Prepare and submit a line item budget to the Fair Chair.
  • Create a resource file of performers and performance groups from which to make selections, including those who:
  • Correlate with the Fair Features Artist and/or theme.
  • Have previously performed at the Fair.
  • Referred by other performers, tribal members, Guild members, etc.
  • Have been seen performing at other venues.
  • Contact a selected list of performers asking for their availability and interest in performing at the Indian Fair & Market and/or the Best of Show Reception and explain the conditions associated with their appearance.
  • Mail contracts to performers who have agreed to perform detailing their performance schedule, honorarium, housing arrangements, and travel reimbursements (if any).
  • Reserve a block of rooms at a local hotel in advance to meet needs of performers.
  • Arrange lunch for the performers.
  • Arrange for the payment of honoraria and housing costs with the Guild Treasurer and submit vouchers (with receipts) for other budgeted expenses.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set-up requirements, changing booth locations, and sign needs.
  • Consult with the Museum’s Facilities Manager about the installation of necessary electrical connections and an appropriate sound system.
  • Arrange with the Food Chair to provide water and other beverages for the performers.
  • Greet all the performers after their arrival on Friday or Saturday of Fair week and serve as their host/hostess and representative during their stay.

Time Line

April/May – the year before the event

  • Begin formulating a list of possible performers
  • Reserve a block of rooms to be used by next year’s performers.

August

  • Prepare and submit a budget to the Fair Chair.
  • Contact a selected list of performers about their availability and interest.

September

  • Mail confirmation letters to performers who have expressed an interest explaining the arrangements.
  • Determine the number of rooms needed from each performance spokesperson.
  • Arrange accommodations.

November

  • Attend General Fair meeting with the Division and Area Chairs.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements for dressing rooms and signage needs.
  • Work with vendors to provide lunches for the performer

January

  • Attend General Fair meeting with the Division and Area Chairs.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and sign needs.
  • Consult with the Staging Chair and Museum’s Facilities Manager about electrical and sound system needs.
  • Consult with the General Food Chair about water and other beverages.
  • Mail packets containing contracts, accommodation information, performance schedule, entry passes, parking, and travel reimbursements (if any).
  • Receive contracts and make final housing and travel arrangements.

February

  • Attend final general Fair meeting to confirm previous arrangements for dressing rooms, drinks, snacks, etc.
  • Prepare vouchers for fee payments after receiving final contract and present them to the Guild Treasurer.

March

  • Greet and orient performers upon their arrival at the Fair
  • Serve as host/hostess and representative for performers during their stay.
  • Arrange for the payment of honoraria and housing cost with the Guild Treasurer and submit vouchers (with receipts) for any other budgeted expenses.
  • Prepare and submit a written report to the Chair of the Indian Fair & Market.

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 Fair Chair and President Elect for approval. Upon approval, send an electronic copy to webmaster@heardguild.org.
  • Attend the Indian Fair and Market Wrap Up Meeting and submits three copies of the annual Committee Report (unbound) using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Fair Chair, and the Library Archives. Also, an electronic copy of the report in MSWord is sent to webmaster@heardguild.org

4/30/2012