Student Art Show & Sale Committee Chair

The Student Art Show & Sale Committee Chair is appointed by the President, with the assistance of the Student Art Coordinator (SAC), and is responsible for planning and execution of the Heard Museum Guild American Indian Student Art Show & Sale (SASS).

The SASS provides American Indian student artists, grades 7-12, with the opportunity to display their art in a museum setting, compete for ribbons and cash prizes, and sell their work to the public.


  • Report results, progress, and problems to the SAC and attend all meetings scheduled by the SAC
  • Complete monthly state-of-the-committee recap and submit to the SAC
  • Recruit committee members and schedule committee member activities
  • Invite the SAC to all Committee meetings.
  • Acknowledge by thank you note or other means, appreciation for the work done by the volunteers
  • Set up meetings and make all arrangements necessary with Heard Museum staff
  • Review the content of the public section of the Guild website to determine the accuracy of the information pertaining to the work of the committee. Send necessary changes to the SAC.
  • At the end of the year, review the committee job description posted on the Guild website and in the Committee Notebook to ensure that they are the same. Make any necessary changes and send to the SAC for review.
  • Coordinate/liaise with the SAC on budget and financials.
  • Recruit 6-8 volunteers to help plan and organize the event and assist in supervising and training other volunteers. In addition, 70-80 volunteers are recruited to assist in conducting the event.
  • Update and maintain an email mailing list of Middle and High Schools. American Indian artists and teachers who may be mentoring student artists should also be included. Ensure this list is shared with the SAC.
  • Assist Judging Chair, if needed, to recruit a qualified panel of nine judges from different art categories.
  • Recruit, schedule, and train committee members to lead and serve on the various subcommittees before, during, and after the Show. The subcommittees are: Receiving, Computer Operations, Judging, Judging Day Luncheon, Staging, Preview, Members’ Opening Night Sale, Student Artist Reception, Silent Auction, Sales, Take Down and Packing.

Time Line


  • Order ribbons from Amazing Awards. (All contact info in Note Book)
  • Call for volunteers still needed at Guild Meeting and via Happening Now


  • Work with the SAC to ensure Member Invitation is on track for completion
  • Fill in Volunteers where needed.
  • Planning meeting with key volunteers regarding SASS (all phases).


  • SASS.


  • Determine SASS dates with input from the SAC
  • Obtain reports from all chairs to include information necessary in SASS Final Report due in May to Coordinator.
  • Store supplies.
  • Send thank you notes to Chairs.
  • Complete year-end report and submit to the SAC


  • Reserve facility for SASS and Steele foyer for Student Reception
  • Work with the SAC on proposed budget


  • Complete year-end report and submit to the SAC


  • Work with the SAC to develop the announcement card (rack card) to be sent to the above mailing list. The card includes upcoming SASS details.
  • Ensure the SAC has submitted the first article (Save the Date) for the fall issue of Earthsong
  • Update mailing list in Excel format
  • Email letter to returning committee members regarding first meeting in fall and SASS dates


  • Recruit and schedule 70-80 volunteers needed to conduct SASS from previous year and at Guild meetings
  • Provide announcement postcards to Artist Chair for Fair be included in Fair artist packets
  • Ensure the SAC has gained commitment from Heard Staff to mail rack cards to schools on mailing list


  • Notify committee members and organize refreshments and decorations for the October Guild Meeting or month assigned by Hospitality Committee.
  • Have volunteer sign-up sheets at Guild Meetings.


  • Check in with the Judging Chair regarding judge recruitment.
  • Check in with Judging Day Luncheon Chair on how arrangements are proceeding
  • Begin calling volunteers from last year.


The Heard Museum Guild Board encourages innovation and process improvement however, 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.


August 2018, Przeslica