Juried Competition Committee

Purpose

The Juried Competition Committee keeps the judging standards current; selects judges; purchases the awards; and organizes and conducts receiving, judging, set-up for Best of Show, returning art, and distributing award checks.

The Juried Competition Chair is selected by the Fair Chair and is a member of the Steering Committee. The Chair should have lengthy experience working on the Indian Fair & Market. The Chair, in turn, selects two key people as Lead Persons to assist. One of the key people recruits, communicates with, and manages the judges and the other recruits, communicates with, and organizes the volunteers.

The Chair:

  • Reports progress and problems to the 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 Fair Chair for review, editing and forwarding to the webmaster@heardguild.org.
  • Attends the Indian Fair & Market Wrap Up Meeting after the Fair 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 e-mail the report in MSWord to webmaster@heardguild.org.

Tasks

  • Provide the Fair Chair with a line item budget.
  • Select Chairs for specific areas of activity under his/her supervision, such as receiving, judging, recording, ribbon sponsors, etc.
  • Reserve the Steele Auditorium from the Museum’s Event Sales Manager.
  • Prepare and send information and forms (a cover letter, entry classifications, standards, entry guidelines, and entry forms) to be included with Exhibitor applications and contracts.
  • Coordinate mailings with the Exhibitors Committee.
  • Recruit and manage volunteers who need to meet the following criteria:
  • Experience in handling high-end artwork;
  • Willingness to abide by Juried Competition procedures;
  • Sufficient physical stamina to complete the job, including the ability to stand for long periods of time and to carry heavy objects;
  • Thorough understanding of the Classification System for the artwork; and
  • Ability to use patience and tact in interactions with artists, curators, judges, and fellow workers.
  • Recruit and manage the judges, including:
    • Contacting a pool of possible judges;
    • Confirming acceptance from a required number of judges;
    • Explaining procedures;
    • Obtaining judges’ biographies;
    • Arranging for the judges’ dinner;
    • Sending list of judges to Treasurer to prepare honorarium checks;
    • Reserving two Fair tickets and Best of Show tickets for each judge.
  • Work with Museum staff on forms, gallery staging, set-up, etc.
  • Mail reminders to artists in January or February requesting Juried Competition entries.
  • Submit a list of jurors to receive honorariums to Guild Treasurer.
  • Submit a list of awards and the winners to receive award checks to the Guild Treasurer.
  • Consult with the Fair, Staging, and Signage Chairs as needs arise.
  • Send thank you letters or e-mails to all judges.

Time Line

March

  • Reserve Steele Auditorium for next year’s event from the Event Sales Manager the day after the current Fair ends.

March to July

  • Begin contacting possible judges.

August

  • Submit budget

September/October

  • Mail first packets of information (cover letter, classifications, & standards) to the artists along with the Exhibitor Committee’s mailing to the Fair artists.
  • Select and confirm judges.
  • Submit new information to the webmaster to update the website.
  • Begin recruiting volunteers to help with receiving, judging, and returning art.

December

  • Send judges’ names and biographies to the Museum’s Director of Marketing to be included in the Awards Pamphlets.

January

  • Send letters to volunteers confirming their participation in receiving and judging.
  • Send reminder/confirmation memo to Museum Security.
  • Send room set-up order to the Event Sales Manager requesting the appropriate number of tables and chairs.
  • Send list of judges to Treasurer to prepare honorarium checks.
  • Reserve two Fair tickets and Best of Show tickets for each judge.
  • Mail final information and entry forms to the juried artists along with the exhibitor packets mailed by the Exhibitors Committee.

February/March

One week prior to Judging

  • Send list of judges to Treasurer to prepare honorarium checks.
  • Reserve two Fair tickets for each judge.

Wednesday of Fair week

  • Set-up Steele Auditorium according to Divisions and Classifications.
  • Cover the necessary tables.
  • Set up tables for artists to complete their entry forms.
  • Arrange for water to be available for the volunteers.

Thursday of Fair week – Day of Juried Competition

  • Conduct Receiving:
  • Receiving volunteers report to Steele Auditorium at 8:00 a.m. for instructions.
  • Receiving conducted from 9:00 a.m. until 5:00 p.m.
  • Conduct Judging:
  • Judges and volunteers for judging arrive at 4:30 p.m.
  • After a light dinner, the judges and volunteers are given their instructions.
  • Computer team enters winners and prints ribbons.

Friday of Fair week – Day after Juried Competition

  • Return non-ribbon winning art to the artists from 9:00 a.m. to 3:00 p.m.
  • Set up winning art for the Best of Show Reception.
  • Museum’s curatorial staff arranges the winning entries for the Best of Show reception.
  • Computer team checks list of winners for accuracy and provides awards information to Museum Marketing/Design for preparation of the Awards Program and creates the tent cards for Best of Show labels.
  • Computer team submits list of winners to the Treasurer for award checks.

Saturday of Fair week

  • Return art to ribbon winners beginning at 7:00 a.m.
  • Return Juried Competition supplies to the Guild Room.

April

  • Review website description of committee work and send changes to the Fair Chair for review, editing and forwarding to the webmaster@heardguild.org. Make sure job descriptions are the same in the notebook and website.
  • Attend the Indian Fair & Market Wrap Up Meeting and submit three copies of the annual Committee Report (unbound) using the Sample Committee Report as a guide. The hard copy reports will be distributed to the incoming Committee Chair, the Fair Chair, and the Library Archives. Also, a copy of the report in MS Word format will be sent to the webmaster for Guild records.

 

3/13/16