Student Art Note Card Committee


The Student Art Note Card Committee raises funds to provide scholarships to American Indian students and grants to teachers whose students have participated in the annual Heard Museum Guild American Indian Student Art Show. The Committee oversees the selection, printing, packaging, and selling of note cards featuring works of art from the Student Art Show. The Chair is appointed by the Guild President with the assistance of the Community Programs Coordinator. The Chair recruits Committee members and organizes the project to meet the needs of the customers. The head of Curation and of Design act as advisers to the Committee.

The Student Art Note Card Committee Chair

  • Reports progress and problems to the Community Programs Coordinator and attends all meetings scheduled by the Coordinator.
  • Invites the Coordinator to all Committee meetings. The Coordinator will attend whenever possible.
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator.
  • 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 Notebook Turnover Meeting in late Spring and submits in quadruplicate the annual Committee Report using the Sample Committee Report as a guide. These reports will be distributed to the incoming Committee Chair, the Coordinator, the President and one copy will be filed in the Museum Library and Archives. Also, a copy of the report in MSWord format preferably, or other text format, should be e-mailed to for posting on the Guild website


  • Assume responsibility for project.
  • Coordinate/liaise with Museum on Budget and financials.
  • Select images with consultation from NC Committee & Curatorial and Design advisers.
  • Mail transmittal letter and purchase agreement to the student artists and their parents for approval to use the images.
  • Provide 2 copies of each product to Library for archival purposes.
  • Recruit Committee members.

Sales – Large Wholesale customers

  • Sell to large wholesale customers (museums, botanic gardens, etc.) and maintain these customer contacts.

Sales – Smaller Wholesale customers

  • Sell to smaller wholesale customer (resort shops, galleries, shops) and maintain these customer contacts.

Sales – Retail Events

  • Sell at Guild meetings and Museum events.
  • Obtain petty cash from Museum Accounting and return it after the event. o Make arrangements with Museum Events for tables, chairs, easels.
  • Recruit and schedule volunteers in shifts. o At the event, train volunteers to sell.
  • Determine what to sell at events.
  • Handle the cashbox, credit card machines, and end of day close-out of money and complete sales cart form. Give money and credit card reports to Treasurer.

Operations – Purchasing

  • Order supplies such as cards, envelopes, plastic and cellophane wrappers, labels, storage equipment, marketing supplies, etc. Purchase are made at the request of committee members and approval of the Chair.

Operations – Packing

  • Recruit volunteers and call/email reminders of packing dates. Packing is usually done one day a month as needed – the 3rd or 4th Tuesday of the month.
  • Train volunteers.
  • Restock card selections as directed by Chair in consultation with Sales people.

Operations – Order Fulfillment

  • Receive online and wholesale orders.
  • Pick, pack, and mail or ship orders.


  • Recommend and follow through on the production of marketing/sales materials on own (e.g., Office Max, Staples) or coordinate with Museum Design.
  • Promote note cards through various initiatives such as trade shows, other local Fairs, etc.


  • Maintain a library of images.
  • Assist in creating products and marketing materials.

Time Line


  • Prepare and submit budget when requested by Guild Treasurer.

Oct – Sept

  • Pack note cards with a committee one day a month.
  • Recruit, train, and schedule volunteers for packing and selling at events.
  • Sell note cards at selected Guild meetings and Museum events such as Hoop Dance etc. Sell note cards to wholesale customers.
  • Promote the product in new and creative ways.

March – April

  • Select pieces of art from Student Art Show and Sale submissions.
  • Ask Museum photographer to photograph selected art works before Opening Night. Mail letters to the winning artists and their parents asking permission for the Heard
  • Museum to use their copyright. Each student is paid $100.00. Must have signed copy prior to card production.
  • Submit selected photographs to the Heard Museum Design Department to prepare them for printing.
  • Consult with printer to establish cost and delivery date in time for note cards to be distributed at the Spring Luncheon.


The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.


rev 2/1/2013