Art Show Planning with Guidelines and Committees
The guidelines and committees listed below apply to all future shows, not just the next show. Please read through the committees and choose one or more to participate in. It is mandatory for a showing member to sign up and participate on a committee. All members are encouraged to help on any of these committees. These committee assignments will apply for at least the next 12 months.
Show Coordinators
These individuals will oversee keeping committees on task, helping with any problems that may arise.
- Janette Square
- Lori Stevens
Timeline Committee
Our timeline for each show will begin 2 months prior. This committee is responsible for reserving our venue, paying for the room, and scheduling meetings to meet deadlines. The venue is normally reserved well in advance.
Artists must confirm participation 6 weeks prior to the show. If a member is unsure, there will be a second list of those who are “maybe.” Inventories must be sent to Janette one month before the show so she can get them to Amy two weeks prior. The Mandatory Meeting will be held 2 weeks before the show.
- Donna Bader
- Debbie Aken
Publicity Committee
It is critical that this committee gets started at the two-month mark. We will need a theme chosen by that time so our graphic designer(s) can begin work on the flyer. This group will choose the methods of advertising and locations. There is a list available. Pacific Digital will be our printer, as they will bill Polly Plumb, thus there is no need for reimbursements. The Steering Committee will set a budget. This committee will benefit from having a chair and co-chair.
- Carol Cassidy
- Phil Schuster (signage)
- Daryl Baird
- Lorrie Owens
- Anita Sue Andrews
Layout Planning/Setup committee
The responsibility of this committee is to plan the layout of tables, folding panels, and wall space based on the number of participating artists and each artist’s medium, sizes, etc. Each member of the show is expected to make their commitment to the show 6 weeks prior so this committee can do their planning. There will be exceptions of course, such as illness or family emergency, but if you commit, you are expected to follow through. Each member is also expected to purchase their own hanging wires and hooks. This committee will invite Michael Guerriero to hang banners at Memorial Day Show.
- Janette Square
- Bill Stinnett
- Jude Toler
- Phil Schuster
- Beth Kattleman (Cashier desk setup and monitor)
Reception committee
A two-month window of time for planning the reception would be beneficial. This committee will decide what we want to do for our Friday reception and take care of all the details. If wine is desired, the license to pour from the OLCC is required. Also, the City of Yachats has some required paperwork regarding serving alcohol. It is part of the reservation paperwork. Schedule live music if desired. Members may be asked to donate some items. Steering Committee will set a budget.
- Jana Boutwell
- Lucinda Cross
- Lauren Strach
- Beth Kattleman
Volunteers to work during the show. This would include 2-hour blocks of time for cashiering, wrapping art, and security, etc. This is perfect for those who are not showing but willing to help.
- Debbie Aken will schedule and follow-up with volunteers.
- Lorrie Owens
- Maeona Urban
- Melinda Fellini
- Carly Kay
- Darryl Baird
Transporting items to and from Storage. Signage
- Ricki Peterson
- Chuck Franklin
- Bill Stinnett
- . Phil Schuster
Transport Job Corp students
Carly Kay
The Job Corp students need to be paid in cash, so a receipt or invoice will be required for reimbursement.
Back-up person if needed:
Tear-down
This does not require a committee. It requires all participants to stay and help each other. We will all do clean-up such as folding table clothes, taking out garbage, sweeping and making sure the kitchen is left the way we found it. There will be a brief meeting when all tasks are complete, and everyone is ready to leave.
