2018 SVOS TO GO LIST for May 19-20

Transcription

1 2018 SVOS TO GO LIST for May [N] = Host 1 (also artist) [R] = Host 2 (also artist) [F] = Artist 3 [E] = Artist 4 [T] = Artist 5 Setting: We will have 5 artists and host the whole show in our backyard and long driveway. Everything, including the food, will be under canopy. We will set up a few chairs so people can sit if they like. Each artist determines their own prices, sales incentives, and is recommended to have their own cashier. All artists must be able to take credit cards and collect sales tax. One of the hosts will take up the whole garage with her display. We have designed the group of 5 to allow a retail type flow for customers. (Example: jewelry and scarves are the work of two artists but will be next to each other and use a common mirror.) 2D art will hang on 4x6 and 6x6 portable grid stands. Host will provide those and all hooks required. Prior to March 25: [N] [R] [F] [E] [T] Send your 3 pictures to [F] for postcard creation [N] [R] [F] [E] [T]: Line up your cashiers if you are going to have one (strongly recommended) [N] get commitment from TWO people (who are not in the show) to help BOTH days of the show - CRITICAL to do early w reliable people (see why at the very end of this file)

2 WEEK 8 March [N] Create Mail Chimp (or whatever way you do your mailing list) list and campaign inc. all 3 scheduled Mail Chimp e-blasts: 4/19 save the date ; 5/8 only one weekend before the show ; 5/16 this weekend 8 [F] [E] [T] This is a good week for you to clean up and create your SVOS18 mailing list. You may want to use the dates I have suggested above. Also suggest you just go ahead and get your cash box ready. Seems too early but this is how we distribute work so it is not all last minute. 8 [N] Cash from bank for host s cash box (each artist does theirs separately) 8 [N] Make sure Resellers Permit is up to date and you have enough business cards WEEK 7 April [F] makes graphic collateral for our /fb posts/mail Chimp 7 [E] [T] [N] Each person tells [F] how many postcards they need. They will be 5x7. WEEK 6 April [N] DESIGN MAIL CHIMP MAILER AND SCHEDULED MAILINGS (this mailer will include all 5 artists) 6 [R] Make sure all 7 street signs are in good order 6 [R] Make sure the other signs are in good order (house parking, directions to rest of the show, inc refreshments, trash, recycle, sign for scarves and jewelry and glass & ceramics this way) 6 [N] Set up sell desk for (only for the host - you need to do your own) cashier w ipad & Square (check tax rate currently 9.25 in San Jose and enable tax calculation in Square) 6 [N] Refresh cashier on sales process

3 WEEK 5 April [E] Pick up signs and catalogs from SVOS 5 [R] [N] Put up tarps between house and cabana (white 12x12 /gray 6x16) 5 [R] [N] CLEAN OUT GARAGE 5 [R] Add white shelves in garage for hanging 5 [N] (4/19) Post first Mail Chimp & FB save the date 5 [N] [R] [F] [E] [T] If needed, order your packaging materials. Each artist is responsible for providing their own packaging to wrap up purchases. WEEK 4 April [N] Bring artwork up from basement & into garage 4 [N] Get cash for use on 5/19-20 for helpers (ice, lunch, balloons, etc.) 4 [F] Delivers postcards to [N] [R] [E] [T] WEEK 3 April 29-May 5 3 [E] [N] [R] 5/1 or later Put postcards on porches of host street and each street adjacent (approx. 175 postcards) 3 [E] [T] [N] [R] [F] Send snail mail postcards on or before 4/29 3 [N] Hang garage (including setting up prints in bins) 3 [N] Get out photography plastic bags (separated by size). WEEK 2 May 7-May 12 2 [T] [F] [R] Set up all tables for displays and food (5/7) 2 [N] Order yellow balloons (pick up HALF Sat 5/19 AM / HALF on Sun AM 5/20) 2 [R] Set up hanging grid panels outside, umbrella, tables, recycle/trash 2 [N] (5/8) Post 2nd Mail Chimp & FB only one weekend

4 WEEK 1 May 13- May 18 1 [N] Move all cars out of driveway 1 [E] [R] [N] Set up 3 canopies, weights, etc. (5/17) 1 [T] Buy food 1 [R] Buy wine (8 white, 3 rose, 3 red) & lots of the small bottles of water.bring to us 5/17 so you don't have to deal with it on show days 1 [N] Put out signs for backyard (not street signs) 1 [N] Set up Trash and Recycle brown receptacles; put signs on them 1 [N] (5/16) Post final Mail Chimp & FB show is this weekend SHOWTIME! Things that need to be done Saturday and Sunday 5/19-20 MORNING helpers arrive at 8:30-9:00 - show starts at 11:00 List likely to be repeated both days. NF, RL, RG, JB - (NF/RL) get cars and RV out of driveway - (RG/JB) buy 5 bags of ice (NF to get cash) - (RL) set up umbrella and 75 lb weight (umbrella stand) - (RG/JB) ice down the water and white/rose wine (no red wine) - (RL) put out signs (7 places*).tie one balloon per sign except our house which gets 3.same places as last year (details below) - (RG/JB) put table cloth on big table (put tablecloth holders for wind) - (RG/JB) set out food, plates, napkins, etc. - (NF) put table cloth on info table / set out info on artists and donation jar for RTF (business cards, RTF brochures, RTF, FAQs, About ) - (RG/JB/RL) put out some chairs - (RL) set up trash cans

5 - (NF) set up stand where cashier will handle money (inc. extension chord and plug in for ipad and Square chip reader and swipe) - (NF) set up ipad w no password and already logged into Square and connect Blue Tooth to chip reader.test it! - (NF) put cash box into cashier s stand - (RG/JB) take signs down after 5PM BOTH days - (NF+helpers so inclined) take down pictures and put in garage.take in jewelry table and any other art that has to be secured) Saturday and Sunday 5/19-20 MIDDAY - (RG/JB) LUNCH - please pick up lunch for 9 people (yourselves, + 7 others) - Ideal if it is easy to eat finger food like burgers and fries Saturday and Sunday 5/19-20 AFTER 5:00 - (RG/JB) Pick up all 7 street signs