GQCCC Quilt Show Committee Responsibilities 2015

Transcription

1 GQCCC Quilt Show Committee Responsibilities 2015 Planning Meetings: Held at GQCCC's Farmhouse Kick-Off Sept 12, 2015 Check-Ins Nov 14, 2015, Jan 9, 2016, Feb 6, 2016, Mar 12, 2016 Admissions: Becky Styles. The Chair and committee members greet show visitors when they arrive, take their admission fees, and distribute the programs with Viewer's Choice ballots. Even though you are in one place, this is a fairly physically demanding job in that you are up and down quite a bit and bombarded with questions. You also have to be able to handle money. Catering: Susan Pilieri. The Chair is responsible for all interfacing between the guild and the caterer. GQCCC currently contracts with Chef's Touch for catering at the Quilt Show. This position is the interface between the guild and the caterer, and is on site during the show, to help things move smoothly and solve any issues. Challenge "Poppy Day": Beverly Spurs. The Chair chooses the challenge topic, purchases the fabric and prepares the fabric packets, promotes the challenge with the members at the general meetings where the challenge packets are sold. The chair is responsible for organizing the collection and check-in of all the forms and quilts created in this challenge. All participants must have completed the entry form and turn them in to the chair, along with their quilts before the March general meeting. The chair will collect all forms from Challenge participants and manage the receiving and returning of all Challenge Entries. The chair is also responsible for providing a written description of the challenge for signage, and works with the Layout Committee for display at the quilt show. Challenge "Pass the Envelope": Chris Lee. The Chair is responsible for organizing the collection and check in of all the Entry Forms and quilts created in this challenge. All participants must have completed their Quilt Entry Forms and turn them in to the chair, along with their quilts before the March general meeting. The chair will collect all Entry Forms from Challenge participants and turn them in as a group at the March meeting. The chair will take charge of all the Challenge quilts and turn them into Receiving the week of the Quilt Show.

2 All quilts must be turned in together. The chair is also responsible for providing a written description of the challenge for signage for the show and works with the Layout Committee for display at the quilt show. Country Store: The Country Store is the quilt show venue in which quilt-related and specialty boutique items are sold by Guild Members, as consignors, and by the guild itself, selling those items that have been donated to the Country Store Committee. This committee is responsible for recruiting guild members, as needed, to work with the Country Store team, through the pre-quilt show processing of all the donated items. At the Quilt Show, this committee sets up the items for sale in the Country Store and manages the transaction processing. After the Quilt Show, this team takes down the Country Store area. Setup and Takedown particularly, are physical jobs. Friends and Family are welcome! As a primary fund-raiser for the guild, Country Store has three primary chairs: Donations: Mary Stockler. The Chair is responsible for receiving all donations to the Country Store and also, the processing of these donations, including sorting, processing and packaging the items to show at their best advantage. Donations are received at the GQCCC general meetings from September through March or they may be dropped off at the Farmhouse at any time, and placed in the large Blue Tub Marked Country Store. New or gently used items that relate to Quilting are accepted as donations. Handmade gifts or projects are greatly appreciated too. The Country Store is only as successful as the members make it! Country Store Communications and Design: Phyllis Nishimori. The Chair is responsible for responsible for keeping members informed on the needs and progress of the Country Store committee. She writes articles for the newsletter and makes announcements during monthly meetings. She also designs and organizes set-up of the Country Store area during the Quilt Show and stays on hand to make sure that the Country Store stays looking spiffy throughout the two day Quilt Show. Consignment and Cashier: Reba Siero. The Chair is the coordinator for members who wish to place consigned items for sale. She is the one to see if you have questions regarding pricing and tagging and knows your answers to questions regarding Flash Consign (our point of sale system). She is also responsible for cashiering during the show and works with our point of

3 sale system, Flash Consign. Data Entry/Quilt Cards/Entry Form: Mary Pimentel-Wheeler. A spreadsheet is created for the various categories on the entry form to create the Viewer's Choice ballot and also the Quilt Show Program. Each quilt should have a separate entry form and photograph. Following the Quilt Show Entry deadline, the forms are collected and the information recorded in the intake spreadsheet. The quilt show entries are reviewed to ensure that all required information is complete and legible and that there is a good color photograph. Generally there is a limit of 2 quilts per member, unless space allows for more quilts. The submission forms and photographs are distributed to: (1) The quilt layout committee (quilt size calculations and original photographs); (2) the Show Program committee (enters the quilter and quilt description information) for program preparation. Decorations: Donna Haslam. Works with the Quilt Show Chair and committee to add decorative touches that highlight the quilt show theme. Often an arrangement of balloons sits at the Admissions Table and at the Viewer's Choice Ballot Box and faux flower vases are displayed on the tables in the eating area next to the caterer. Demonstration & Speakers: Open Position. The chair arranges for the demonstrations and speakers, some of who may be vendors. On show days, members of the committee will greet the speakers, help them get set up if needed, and manage any assistance or questions that arise. Featured Artist Coordinator: Dale Wolfe. The Chair selects a theme and candidates for a Featured Artist(s). The chair is also responsible for providing a written description of the Theme and Featured Artists for signage and banners for the show and also works with the Layout Committee for display at the quilt show. The chair also arranges a schedule for Show Coverage Hours, as needed. Guild Activity Booth: Laura Mott & Ellen Heathcote. The Chairs of this committee are responsible for serious marketing of our guild at the Quilt Show. This is one of the most important booths at the show, where both Outreach and Education Activities within the guild are highlighted, displayed and explained. These chairs are responsible for creating a nice display to show the guild in the best light, to prepare handout materials that highlight the

4 variety of projects and groups of the guild, and good communicators to talk about the guild and answer questions. Hand Quilting & Frame: Raynell Coleman. The Chair is responsible for ensuring that the Quilt on The Frame, or the Next year s Opportunity Quilt, is available for display at the Quilt Show. Each year, the guild's hand quilting members have quilted towards a good stopping point on the next year's Opportunity Quilt so that a nice preview of the quilting can be observed by quilt show attendees. The quilting frame and the quilt are transported from the Farmhouse to the venue for the duration of the quilt show. Our extraordinary hand-quilting group takes turns hand quilting during the show to highlight this special part of our Opportunity Quilts, so visitors can observe this delicate technique. Historian: Kathy Callahan. The Chair finds volunteers to assist with the show photography at the January, February and March general meetings for those guild members requesting photos. During the days of the show the Historian takes high-resolution digital pictures: Friday afternoon/evening, early Saturday morning and early Sunday morning. The committee helps with note taking, moving stepladders and photography equipment, and inspecting quilts for photography (wrinkles smoothed, quilt straightened, edges clear of overlap, etc.). This is an onyour-feet job. After the show: the chair provides the digital files needed for website posting, archiving the photos, and creating the guild photo album for the year. Hospitality: Debbie Flanders. The Chair arranges an informal pizza dinner for those who assist with the Quilt Show setup on Friday, from 2pm until completed. The guild also provides this meal to our Vendors. During Saturday and Sunday of the Quilt Show, many members work several shifts. To help sustain them and provide a quiet place for a break, a backroom at the venue is identified for Quilt Show Volunteer breaks. The guild provides light refreshments, including water, coffee and tea, to help sustain them. Many members bring a variety of items to share. Layout: Barbara Fors. The Chair and her committee uses the photographs submitted with the Quilt Show Entry Forms along with an artistic eye for color, design, theme, and flow, to determine the layout of the quilts for the show. Layout in this instance means where quilts will be hung and which quilts will be hanging next to them, to show off all the quilts to their best advantage. In addition to our members quilt entries, there may be special exhibits for

5 Featured Artists and members who have passed on. Membership: Joan Reed. The Chair manages the membership enrollments. The Quilt Show is a magnet opportunity for new members to sign up. The guild provides a table for members to either renew a lapsed membership (if they were members in previous years), or for new members to join. New members can take advantage of a "Quilt Show Special" which allows the member to begin coming to the monthly meetings and other guild activities immediately and will not have to renew until June of the following year (i.e. April 2016-June 2017). Opportunity Quilt: Tammy Zanella. The Chair hosts the Opportunity Quilt Tickets table at the Quilt Show, which is the last weekend to buy raffle tickets for our lovely quilt. The Chair is also responsible for managing the printing of raffle tickets and other major items. Our lovely Opportunity Quilt will be on display and this committee will be ready to sell the raffle tickets. GQCCC Members should have already paid for their $20 packet of raffle tickets prior to the Quilt Show. The Opportunity Quilt's winning raffle ticket is drawn on Sunday at 3:30 and the winner is announced. The winner does not have to be present to win and will be contacted if not at the Quilt Show when the winning ticket is picked. Arrangements will be made to get the Opportunity Quilt to the winner. Program: Becky Styles. The Chair works with the Quilt Show Committee on the layout and design needs of each year's Quilt Show Program. The Data Entry Chair hands off the Quilt Show Entry information and the Program Chair coordinates the printing and delivery of the programs from the printers. Publicity/Signage: Jill Orr. The Chair is responsible for the Design/print signs for show venue, flyers and bookmarks. There are signs to indicate the location of: Vendor names, Information Table, Opportunity Quilt, Raffle Table, Country Store, Volunteer Sign-in Table. There are also signs to indicate Directions: To Quilts, To Vendors, To Lectures/Demonstrations, To Country Store. Quilt Check-In (Wednesday March 30th & 31): Dale Wolfe and Valerie Sauban. These Co- Chairs are responsible for checking in the quilt entries for the quilt show. This committee determines the system for quilt arrival, accepting and sorting the quilt by location for hanging,

6 and attaches appropriate labels to the quilt. This committee collects the Quilt Submission Forms, making sure that all the information is filled out completely and accurately. A few days prior to the show, the Committee: 1. Check in quilts and affix assigned show number to each quilt, and additional tags which indicate where the quilt will be hung, and provide the member with a receipt for each quilt submitted. Each quilt is sorted at the time of receipt, into the designated spot, by the location where the quilt will be hung. In general, Check In Volunteers need to be able to work at least 4 hour shifts. 2. On the day of the show, they deliver the quilts to the quilt show venue. This committee determines system for quilt arrival and accepts and sorts the quilts by location for hanging. They will distribute the quilts to the appropriate space for hanging. After the quilts are hung, the labels need to be attached. Accuracy is very important. This job is physically demanding and friends and family are welcomed. Quilt Check-Out (Sunday 4:30): Dale Wolfe and Valerie Sauban. These CoChairs manage the pickup and return of quilts to members following the end of the quilt show and cleanup. Volunteers for Pick-up/return (will return quilts and confirm the person has the necessary receipt(s). No quilts will be returned until all quilts have been taken down and returned to the processing room. When all quilts have been counted and accounted for, the return of quilts will begin. Each member should provide the receipt for their quilts that they received when they brought their quilts to receiving prior to the show. Set-up Jackie Seidell (Fri April 1, 2016, starting at 1:00 pm) and Quilt Show Take-down Open Position (Sun April 3, 2014, starting at 4:00 pm). This is the most physically demanding job of the show, and friends and family are welcome and encouraged to participate! The quilt frames need to be set up, with backdrops and quilts distributed and hung. Tables need to be distributed and draped. Once the show is over, the entire process must be reversed. Some volunteers will need to be able to climb ladders and carry large signs.

7 1. Quilt Muslins: Aletha Wiens. The guild has a variety of sizes and shapes that are used for hanging behind the quilts on display. These need to be ironed at the early part of set up before the quilts are hung on the frame. The Lay Out design states which quilt needs which size muslin behind it. Several roaming volunteers may also come help on Friday, which makes it go a lot faster. The quilts can't be hung before the muslins are done! Treasurer: Eileen Limberg & Jill Orr. These CoChairs work with Admissions, Membership, Country Store and Opportunity Quilt groups to insure the accurate and complete accounting of Quilt Show receipts. Each volunteer must be able to use a calculator accurately. The guild Treasurer works out a budget for the show based on previous year's expenses and other changes needed for the next Quilt Show. These costs are identified and included in the annual Guild Budget. At the close of the Quilt Show, close work is conducted with Country Store Cashier to make sure that all monies are correctly reported and deposited. Transportation: Waunell Michels & Tammy Zanella. These CoChairs are responsible for the transportation of needed items, to and from our storage unit. The guild keeps a storage unit for the quilt show frames and other display items used at the quilt show. These all have to be transported to the quilt show in a timely manner for quilt set up and then also returned to the storage unit after the show on Sunday. Vendors: Jeanne Estes. The Chair begins the initial contact with prospective vendors the year before the Quilt Show, in July, to verify who is returning. Contractual arrangement will be established with vendors and initial deposits received. Communication is by as show arrangements are completed. Floor plan assignments will be made by this committee and approved by the GQCCC Board. At show time the committee members will greet vendors, show them their locations and answer any questions they may have. Throughout the show, this committee will check in with the vendors to see if they need anything. Viewer's Choice: Felicia Ahwaula. This committee is responsible for all tasks related to the categories and judging of the quilts. The work for this committee can be physically demanding. There are 3 sets of tasks: (A) Categories (B) Tallying of the Votes and (C) Announcing and awarding Viewers Choice ribbons.

8 Volunteer Sign-in/Youth Treasure Hunt: Pat Abernathy. This table provides a central location for: members volunteering to check-in for shifts, answering questions about the guild and the show, the location of the viewer s choice ballot box, and the handing out the youth treasure hunt form and goodies. Volunteer Sign Ups: It has been decided that each Quilt Show Chair lines up their own volunteers. A schedule is provided to the Information Table for volunteers at the show. White Gloves: Audrey Maceado. The Chair and her committee will greet people as they move around the exhibit areas, answering questions and watching the quilts, keeping people from touching the quilts or wandering in with food or drinks. Greeters wear white gloves that are used to handle the quilts if someone wants to see the back details.