ANNUAL ARTWORK EXHIBIT COMMITTEE - Procedures

Annual Artwork Exhibit Committee Procedures Shortcuts
General Prior to day of set up Day of set up/reception/exhibit opening
Day of closing of exhibit Return to the Policy and Procedures Main Page

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  1. General
    1. The Chairperson is responsible for all aspects of organizing this annual exhibit of clay studio members’ artwork, maintaining “To Do” lists, supplies needed, etc.
    2. The Chairperson or designated committee member(s) must:
      1. Confirm dates of exhibit with studio board president. A board member then reserves space on GV campus for exhibit through GVR scheduler. Adjustments to schedule will be made as needed.
      2. Prepare and print all necessary forms needed.
      3. Establish date of reception and refreshments to be served.
      4. At least a month ahead of exhibit, coordinate with site custodian for set up needs and configuration for tables for both exhibit and reception, including availability of refrigerator on day of reception.
      5. Committee Chairperson maintains list of foods and beverages served at artists’ reception and supplies that need to be replenished.
      6. Expedite publicity for exhibit and arrange for placement of sandwich boards.
      7. Each committee member maintains a list of hours worked and purchases made with receipts. These must be submitted to the Chairperson for verification. Chair then turns into treasurer for reimbursement.
  2. Procedures
    1. Prior to day of set up/reception:
      1. Committee chairperson and committee members gather supplies needed.
      2. Post flyers around town and distribute various means of publicity.
      3. Shop for/gather supplies for opening reception.
      4. Arrange for entertainment for reception, if desired.
    2. Day of set up/reception/exhibit opening:
      1. All committee members are expected to assist with exhibit set up.
      2. Post “Exhibit Closed for Set Up” across display area.
      3. Set up table for artists’ check in with at least 2 committee members.
      4. Sign in pieces brought by artists. Attach display cards to each piece of art.
      5. Set out food and materials needed for reception at established time.
      6. Clean up after reception, including picking up sandwich boards around community.
    3. Day of closing of exhibit:
      1. Set up sign out table with spreadsheet of artists and their work. Have artists sign spreadsheet as they take their pieces.
      2. Gather supplies used for exhibit and return to storage.

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Annual Artwork Exhibit Committee Procedures 10-25-23.docx

updated: 1/4/2024 - jdo