Best of Show Drawing

The Best of Show Drawing Chair selects 3 or 4 art pieces consistent with the theme of the Fair, determines the ticket price and number of tickets to be sold, arranges for publicity, and sells tickets at Museum and Guild events. At Best of Show the Chair continues to sell tickets and announce the winners. After the Fair the Chair arrange for pick up or delivery of the art.

The Best of Show Drawing Chair is appointed by the Fair Chair and the Guild Treasurer and is part of the Revenue Group lead by the Treasurer.

The Chair

  • Reports progress and problems to Fair Chair.
  • Attends all Fair Committee Chair meetings.
  • Prepares and submits a line item budget to the Fair Chair.
  • Coordinates with Fair Chair and Staging Chair to understand and accommodate any changes for the upcoming Fair.
  • Invites the Fair Chair to strategic committee meetings including wrap-up and initial planning meetings.
  • Submits vendor invoices to the Guild Treasurer for payment.
  • Submits vouchers with receipts to the Guild Treasurer for reimbursement of Committee expenses.
  • 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. Updates and sends it to the Fair Chair who will review and forward it to the President Elect and to webmaster@heardguild.org.
  • Attends the Wrap-Up Meeting after the Fair. At least a week prior to the meeting, emails the Committee Report to the Fair Chair. The sections of the report are: Committee Purpose, What Worked Well, What Needs Improvement, Recommendations for Improvement. Appropriate attachments would be sales spreadsheets, tallies, and other information that would be useful for decision making. One report is given to the Fair Chair and the duplicate is kept in the Committee Notebook. The report is the basis for the individual Committee planning meetings for the following year.

Tasks

  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, and signage needs. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Select items for drawing to support the Fair theme. Consult with the Fair Chair. Arrange for payment. Take delivery of the items and safeguard them.
  • Determine the ticket price, number of tickets to sell, when to start selling, where to sell tickets and the process to track tickets.
  • Decide on a promotional campaign including display space, posters, where and when to sell tickets.
  • Sell tickets at Guild meetings and Museum events.
  • Sell tickets at BOS Dinner & Reception and help with the drawing that evening.
  • Contact the winners and arrange delivery.

 

Time Line

March/April/May

  • As soon as the next Fair theme is selected, begin to identify and purchase or arrange for donation of 3 or 4 drawing items. One of the items may be a Student Art piece to cross-promote Student Art Show & Sale.
  • Begin planning for the next Fair. Invite the Fair Chair. Determine the type of art to support the Fair theme, the promotional campaign, when sales will start, ticket prices and number of tickets to sell.
  • Work with the Treasurer to understand the ticket sales tracking process.
  • Work with Manager Visitors Services to determine process for selling and reporting ticket sales at Museum Admissions.

July

  • Prepare and submit a budget to the Fair Chair.

Summer

  • Arrange through Marketing to have the objects photographed by the Museum photographer.
  • Work with Museum Design to identify and design display space for the drawing items
  • Work with Design to create a poster to assist in sales at Museum Admissions and at Museum and Guild events.
  • Send promotional materials to Fair Chair including images of the art pieces and the artists and artist bios for inclusion in the Fair Program and web site

September/October/November

  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, booth location and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Beginning selling at the September Guild meeting and all subsequent meetings and at Spanish Market, Ornament Market, Hoop Dance. Guild members already selling Guild merchandise may sell tickets for the Chair such as Note Cards and Fair Merchandise.
  • By October 1, send promotional materials to Fair Chair including images for inclusion in the Fair Program and web site. Continue to send updates to the Fair Chair through February.

February

  • Confirm with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and signage needs. Confirm will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Attend Fair Committee Chair meeting.

Best of Show evening

  • Set up display and sales space at BOS and clean out area at the end of BOS.
  • Oversee the BOS Drawing process at BOS Dinner and Reception.
  • Arrange for delivery of prizes either at BOS or after.

March/April

  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already done so.
  • Meet with Committee to debrief. Invite the Fair Chair and next year’s Committee Chair if there is a new Chair.
  • Write the Committee report (see Chair section above)
  • Review the job description (see Chair section above).
  • Attend the Fair Committee Chair Wrap-Up Meeting.
  • If not continuing as Chair, ensure a smooth transition to the new Committee Chair.

7/20/14