Indian Fair & Market Pre-Fair Ticket Sales Committee


The Pre-Fair Ticket Sales Committee processes, by phone, internet, mail, and e-mail advance orders for tickets to the Indian Fair & Market, the Best of Show reception, and the Drawing.

Indian Fair & Market Pre-Fair Ticket Sales Chair

The Pre-Fair Ticket Sales Chair is appointed by the Indian Fair & Market Chair. The Ticket Sales Chair may select volunteers to share the workload. 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.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator and the Museum Director of Marketing.
  • 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
  • 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
  • Attends the Indian Fair and Market Wrap Up Meeting after the and submits in quadruplicate 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 President and one copy is filed in the Museum Library and Archives. Also, a copy of the report in MSWord is e-mailed to for posting on the Guild website.


  • Prepare a budget to submit to the Fair Chair
  • Work with Guild Webmaster to set up online pre-fair ticket sales procedures, wording, and time frame for ordering online.
  • Work with Museum Marketing Director to set up pre-fair sales time frames and approve pre-fair marketing brochures and wording for acknowledgement letter and phone messages.
  • Work with Guild Treasurer on pre-fair credit card ticket order procedures and accounting reports. Obtain a password to process credit card orders and settlement report access.
  • Work with Drawing Chair and establish a timeline and procedures for drawing tickets.
  • Arrange to have a dedicated phone connection installed in the Guild Room and create wording for voice mail messages. Secure desk drawers and cabinets in Guild Room for the duration of ticket sales.
  • Obtain from Committee Chairs, Museum Marketing Department, and Fair Chair lists of Best of Show attendees who are approved to receive compensated or reduced fee tickets.
  • Attend the General Fair meetings.
  • Recruit volunteers to answer the phone, open the mail, process payments, record the sales, and process drawing tickets.
  • Respond to phone internet, e-mail, and mail requests and queries.
  • Process cash, check, and credit card payments.  Charge all credit card orders online.
  • Keep a record of all transactions and provide lists of credit card transactions and cash/checks to Guild Treasurer.
  • Reconcile credit card orders with daily online bank settlement reports.
  • Mail tickets to purchasers enclosing acknowledgement letter on Museum letterhead using Museum mail service.
  • Maintain a list of Best of Show attendees including compensated and reduced fee volunteers.
  • Create a numbered list of drawing ticket purchases, with name/address/phone numbers, and assign this number to every drawing ticket purchased.
  • Update compensated and reduced fee lists that have been approved by the Fair Chair or Committee Chairs to make sure that all working volunteers have paid and received a dinner ticket.
  • Turn over numbered drawing tickets and accompanying address list to the Drawing Chair in a timely manner so that committee can finish processing tickets for Fair drawings.

Time Line


  • Prepare and submit line item budget to the Fair Chair.
  • Meet with Museum Marketing staff to establish pre-fair ticketing time line and wording for brochure and accompanying letter.


  • Attend the General Fair meeting.


  • Establish with Guild Webmaster wording for online ticket ordering.
  • Develop procedures with Guild Treasurer for processing credit card orders and settlement reports.


  • Attend the General Fair meeting with Division and Area Chairs.
  • Confirm volunteers commitment and verify their schedules.

January March

  • Receive and process telephone, internet, e-mail, and mail ticket orders.
  • Receive lists of Best of Show comped and reduced fee attendees from Committee Chairs (Entertainment, Security, Silent Auction, Judges, etc.)
  • Turn over numbered drawing tickets and address list to Drawing Ticket Committee Chair.


  • Review website description of committee work and send changes to Make sure job descriptions are the same in the notebook and website. Send changes to the President Elect and to
  • Attend the Notebook Turnover Meeting and submit notebook and copies of the Committee’s annual report. E-mail report in MSWord to the Guild Webmaster.