Forgot password or username?

Responsibilities of Member Show Chair

  Help prepare the show prospectus, coordinating with the president and other designated members. Contact the juror to obtain information needed for the prospectus and for publicity, including current digital photo of juror, biographical information, workshop title, description and materials list, digital images of several of the juror’s paintings with titles. Secure the artist’s website and complete contact information.

  • Send completed prospectus to the appropriate person to post on website and Communications Chair to eblast for distribution to members via president.
  • Write up short description of the show, venue, workshop, and calendar of events including links and send to appropriate person  for posting on the website.
  • Make sure  that the Paypal link and online forms including the workshop registration form and show entry form are current and operational.
  • Visit the venue and meet with contact personnel , discussing the details in the venue contract and making sure all parties are in agreement. Determine where the boxes will be stored, on or off site. (Locate a storage facility if off site and determine how boxes will be transported.) Determine how workshop space accommodates workshop size and needs, checking on access to a demonstration TV and camera.
  • Coordinate with the venue on the creation of a postcard invitation, supplying needed items such as the GWS logo (Daryl Nicholson has logos); digital image of previous year’s show winner ; show activities, dates and times. Request mailing labels from Membership Chair who will mail them to the venue if the venue is mailing the cards. 
  • Promote the workshop within GWS, at the venue, and in the community. Maintain contact with the president concerning workshop participation.
  • Secure a block of discounted hotel rooms near the workshop venue and book rooms for the Show Chair, President, and juror/workshop instructor, if needed.
  • Collect information on venue area accommodations, restaurants and attractions from venue contact and/or Chamber of Commerce for workshop participants. Determine restaurants who can supply lunches for workshop participants and obtain their menus. Organize system for providing lunch; usually lunch is ordered and delivered/picked up with participants paying for their own lunches. (This is optional. Worship participants can go out to lunch if restaurants nearby.)
  • Interview the juror/workshop instructor for a newsletter article.
  • Contact juror/workshop instructor about workshop/demonstration needs, travel plans, and judging needs.
  • Coordinate with the Sponsorship Chair on ordering/receiving the certificates, ribbons and awards.
  • Obtain an alphabetized list of accepted artists/paintings along with artists’ contact information from the Show Entry Chair. Make several copies for unpacking and packing days. Also secure digital images and/or thumbnail photos for reviewing paintings on unpacking and packing days.
  • Secure sufficient volunteers for unpacking and packing days.
  • Send a list of ineligible artists to the President, Membership Chair, current and upcoming Entry Chairs
  • Organize and attend unpacking and packing days:
    • Transport shipping boxes to off-site storage and return for packing if necessary.
    • Set up tables and chairs at venue to accept and/or return shipped or hand-delivered paintings,
    • call artists whose paintings are rejected (due to improper framing/matting),
    • contact UPS and FedEx for painting pick ups and coordinate dates and times with venue. A designated person should check off paintings on the alphabetized list as they are accepted or returned, noting whether hand-delivered or shipped (UPS or FedEx, ground or air.)
    • Check that each box contains a prepaid return shipping label with barcode, that it’s affixed to the box properly and that it is ready for pick-up. 
    • Attend to other necessary items as they arise.
  • Assist and/or prepare the reception table, including centerpiece, food and beverage(s). Arrange for volunteer help if needed. (If host site not providing.)
  • Organize and attend the demonstration, reception (organizing if not provided by the venue) and presentation of awards.
  • Set up and take down workshop space if needed. Be available to assist the workshop instructor with his/her needs at this time. Create name tags for participants.
  • Set up and take down demonstration and/or reception space if needed.
  • Prepare status and final reports on the show including the workshop for the Board and requested articles for the GWS Newsletter.
  • Send thanks to volunteers and stakeholders who assisted with the show’s activities.
  • Keep the President informed of the progress of activities.
  • Serve as a member of the GWS Board. Attend quarterly board meetings and annual meeting.