Fashion Walk About

The Fashion Walkabout Committee approaches accepted Fair clothing and accessory designers to participate in the Fashion Walkabout during Best of Show evening and Saturday and Sunday mornings and encourages other American Indian designers to apply to the Fair and join the Walk About. Requests hand-held signs and coordinates the activity at Best of Show. The Committee also works with the Museum if there is a larger fashion activity planned for that year.

The Fashion Walkabout Committee Chair is appointed by the Fair Chair. The Fashion Walkabout Committee Chair recruits others to share the workload.

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.
  • Recruits, schedules and trains volunteers.
  • Submits the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Acknowledges by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • 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. Signs should have designer’s name and booth #. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Recruits volunteers if needed.

 

Time Line

March/April/May – the year before the event

  • Begin recruiting and continue through the beginning of February
  • Begin planning for the next Fair. Invite the Fair Chair. (Depending upon the Committee, the planning meeting may not take place until the Fall.)
  • Begin encouraging desired designers to apply to the Fair. Inform them of any additional fashion activities being planned. Alert them to the application deadline.

July

  • Prepare and submit a budget to the Fair Chair.
  • Follow up to confirm the desired fashion designers have applied and give them an update on any additional fashion activities being planned.

September

  • After the completion of the jurying process, contact the accepted designers to confirm their participation in the Walkabout and additional Fashion activities.

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. Signs should have designer’s name and booth #. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.
  • By October 1, send promotional materials to Fair Chair including names and photographs of participants and images of their fashions for inclusion in the Fair Program and web site. Continue to send updates to the Fair Chair through February.

January

  • 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.
  • Confirm volunteers’ commitment and verify their schedules.

February

  • Attend final Fair Committee Chair meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.

The Fair

  • Set up changing room for use on Friday night and clean up room at the end of the evening. Store clothing and signs for use over the weekend.
  • Either Friday night or Saturday morning, distribute signs to designers for their use during the Fair.
  • Oversee the Fashion Walkabout process.

March/April

  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already done so.
  • Acknowledge the work done by the volunteers.
  • 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