Indian Fair and Market Committees


The Indian Fair and Market Committees are responsible for planning, supervising and implementing the Heard Museum Guild’s annual Indian Fair and Market.

The four goals of the Fair and Market are:

  1. to provide a unique cultural experience for the public
  2. to promote the Museum and its activities
  3. to provide a market place opportunity for Indian artists
  4. to raise funds for the Museum’s general fund.

Indian Fair & Market Chair & Steering Committee

The Indian Fair & Market Chair is appointed by the Guild President with assistance from the Coordinator of Community Programs. The Fair Chair has full responsibility for managing the Indian Fair and Market, keeping the Guild and the Museum staff informed at all times. The Chair appoints a Steering Committee on which the Guild President and Treasurer sit as well as the Fair Staging Chair. The Steering Committee is composed of people with experience in running various aspects of the Fair and serves in an advisory capacity for the Chair.

Indian Fair & Market Committees

The Fair Chair recruits chairs for the following committees:


Artist Exhibitors

Artists Hospitality

“Ask Me” Information

Best of Show Security

Best of Show Silent Auction

Best of Show Reception

Booth Relief

Cultural Performances

Demonstrators and Non-Profits


Featured Indian Art/Community

General Food

Indian Food/Piki Bread

Juried Competition Award


Juried Competition




Pre-Fair Ticket Sales



Tee-Shirts & Merchandise

These Chairs will, in turn, recruit the workers needed for their committees. These Fair Committee Chairs will then recruit the workers needed for their committees. See separate job descriptions for the Fair Committees.

The Indian Fair & Market Committee Chair:

  • Reports progress and problems to Coordinator of Community Program and, as required, attends meetings scheduled by the Coordinator and Guild Board.
  • Invites the Coordinator to all Fair Committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges by thank you note or other means, appreciation for the work done by the Committee Chairs.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator. Generally there are 4 Indian Fair & Market general meetings a year and several Fair Steering Committee meetings.
  • At the fourth Fair Wrap Up Meeting, collects all Fair Chair reports and sees they are distributed to the appropriate people. (A copy to the incoming Committee Chair and an unbound set of each report is attached to the Fair Chair’s final report to be submitted at the Notebook Turnover Meeting.)
  • On a Biannual basis (even years), 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 Asks the Fair committee chairs to review their job descriptions as well and to make necessary changes and to submit to the appropriate people.
  • Submits two sets of each of the Fair committee reports at the Notebook Turnover meeting: one for the incoming Fair Chair and the other for the Library & Archives.


  • Works closely with key museum staff members including: the Vice President Operations, Facilities Manager, Security Chief, and Admissions Manager; Vice President Curation and Education; Vice President Finance and Controller; Vice President Institutional Advancement; and Manager of Marketing. All of these, or their representatives, are invited to the General Fair meetings.
  • Keep the Museum President and Guild President apprised of plans and invites them to the general Fair Committee meetings.
  • Reserve all areas needed for the Fair one year in advance or earlier if possible, with the

Museum’s Event Sales Manager.

  •  Submit a line-item budget to the Guild Treasurer. Work closely with the Guild Treasurer in monitoring expenses.
  • Select all Fair Committee Chairs and orient them to their jobs.
  • Select a fair featured art/community theme in consultation with the Museum Vice President of Curation and Education.
  • Select a Fair Featured Artist using the Featured Artist Selection Process.
  • Consult with the T-Shirts/Posters Chair on developing the image for the merchandise and poster.
  • Set  Fair  meeting schedules  and  reserve  rooms  needed  with  the  Museum’s  Event  Sales Manager.
  • Coordinate tasks with the Committee Chairs and with the Museum Staff.
  • Report  regularly on  the  Fair’s  status  and  needs  at  the  monthly Guild  meetings  and  in Artifacts.
  • Work with the Fair Marketing and Publicity Chair, the Museum’s Manager of Marketing and Graphic Designers on advertising, publicity, and the printing of brochures, posters, flyers, etc.
  • Work with Vice President Operations, Facilities Manager and Security Chief on all matters.
  • Set the date when all Committee Chairs are to submit reports of their activities to the Fair Chair. The Fair Chair reviews these reports and includes them (without covers) in the Chair’s annual Indian Fair and Market Committee Report.

Time Line

One year before the event

  • Reserve all areas needed for the Fair.
  • Begin recruiting Fair Committee Chairs.
  • Select a Fair theme and a Fair Artist.

July – August

  • Submit budget to the Treasurer upon request.
  • Set Fair meeting schedules and see those are listed on the Museum Master Calendar. Reserve rooms needed.


  • Conduct General Fair meeting with Fair Committee Chairs and appropriate Museum staff.


  • Conduct General Fair meeting with Fair Committee Chairs and appropriate Museum staff.


  • Conduct General Fair meeting with Fair Committee Chairs and appropriate Museum staff.

November through February

  • Coordinate tasks with the Fair Committee Chairs and with the Museum Staff.
  • Submit articles to Artifacts each month or as necessary.
  • Reports regularly at the monthly Guild meetings.
  • Arrange publicity with Fair Marketing and Publicity Chair, advertising and the printing of brochures, posters, flyers, etc. with the Museum’s Manager of Marketing and Graphics Designers.


  • Conduct General Fair Wrap Up Meeting with Fair Committee Chairs and appropriate Museum staff.

o  Collect reports from all Fair Committee Chairs.

o  Distribute copies per “Guidelines for Board Members and Committee Chairs.”

  • Review website Fair Committee Job Descriptions and make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Note Book Turnover Meeting and submit two 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 Fair Chair and the Library Archives. Also, a copy of the report in MS Word format preferably, or other text format, will be sent to the Webmaster for Guild records.