Monitors

The Monitors Committee reviews all artist booths except the Demonstrator booths during the Fair for compliance with artist contracts and Fair standards such as only selling art in the one or two categories specified on the artists’ applications.

The Monitors Committee Chair is appointed by the Fair Chair and the Artist Exhibitors Chair and is part of the Artist Exhibitors group. The Monitors Committee Chair recruits others to share the workload.

The Chair:

  • Reports progress and problems to Fair Chair and the Artist Exhibitor 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 Artist Exhibitor Chair about booth locations. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Recruits volunteers after consulting with the Artist Exhibitor Chair and the Fair Chair.
  • Obtains the current Standards and discusses any current year changes with the Juried Comp Chair.
  • Updates the monitor guidelines and reviews them with the Artist Exhibitor Chair and the Fair Chair.
  • Confirms issue escalation policy with Artist Exhibitor Chair and Fair Chair.
  • Obtains artist questionnaire form for copying, distribution, and collection.
  • Creates monitor forms.
  • Copies and organizes all materials to be used by the Monitors.
  • Provides for collection of materials at the end of the Fair.

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 and Artists Exhibitors Chair. (Depending upon the Committee, the planning meeting may not take place until the Fall.)

July

  • Prepare and submit a budget to the Fair Chair.

October/November

  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair and Artist Exhibitors Chair about booth location. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.

January

  • Confirm with the Fair Chair, Staging Chair and Artist Exhibitors Chair about booth location. Consult 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

  • Train the volunteers Saturday morning of the Fair or prior to the Fair.
  • Oversee the Monitor process during the Fair.
  • Resolve issues per escalation policy.

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