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Responsibilities of National Show Chair

Updated February 2015 

  • Help prepare the prospectus, coordinating with the president and other designated members.
  • Contact the juror to welcome him and provide contact information. Obtain information needed for the prospectus and for publicity, including current digital photo, biographical information, workshop description and materials list, and digital images of juror’s paintings. Secure his/her contact information and website address.
  • Send completed prospectus to the Webmaster (post on website) and Membership Chair (eblast for distribution to members) via the President.
  • Write up description of the show, venue, workshop, and calendar of events including links and email to Webmaster for posting on the website via the President.
  • Coordinate with the Webmaster and/or Show Entry Chair 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 shipping 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 demonstration mirror. Discuss the reception details and publicity provided by the venue.
  • Work closely with Show Entry Chair to keep track of the numbers of entrants and paintings. After the juror’s selection of the accepted artists and paintings, the Show Entry Chair will provide the Show Chair with a spreadsheet of their names, paintings, and entry and contact information. Make copies of spreadsheet for unpacking/packing day volunteers.
  • Organize and attend packing and unpacking days. Secure sufficient number of volunteers to help. Set up unpacking/unpacking area at venue, secure master list of accepted artists/paintings with painting and contact information, including images of the paintings. Contact artists, if necessary, contact UPS and FedEx for pick up and handle other situations if they arise. 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.) Coordinate with venue personnel. Pick up and return shipping boxes to packing/unpacking area. 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.
  • Coordinate with the President, Publicity Chair and venue personnel on publicity for the Show. Announcements, flyers, postcards, and press releases may be created in print, on websites etc.
  • Secure a block of discounted hotel rooms near the workshop venue and book rooms for the Show Chair, the President, and the juror/instructor.
  • 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.
  • Contact juror workshop instructor about workshop/demonstration needs, travel plans, and judging needs.
  • Create Annual Luncheon invitation and after final draft approval from President, coordinate printing and mailing with Strother Printing. Have Membership Chair mail address labels to the printer. Show Chair accepts RSVPs and collects money.
  • Arrange the Annual Luncheon at a local restaurant near the venue for the luncheon or have it catered at the venue. Coordinate catering with the venue on room set up etc.
  • Coordinate with the juror and the venue on setting up for the Awards Day Demonstration. Attend the day’s activities. Organize Annual Luncheon and Meeting including room set up. Organize the Awards Presentation assisting the President and juror. Organize the Reception coordinating with the venue and GWS. Coordinate with the Sponsorship Chair to receive ribbons, certificates and awards.
  • Coordinate with the President on workshop participants. (President receives workshop registrations and payment and creates spreadsheet of workshop participants’ information.) Set up workshop classroom including demonstration mirror, provide snacks for morning and afternoon daily, create name tags for participants, and clean classroom after workshop completion. Organize a system for providing lunch; usually lunch is ordered and delivered/picked up with participants paying for their own lunches.
  • Keep the President informed of the progress of activities.
  • Interview the juror/workshop instructor for a newsletter article, if requested.
  • Prepare status and final reports for the board meetings and write requested articles for the newsletter.
  • Attend quarterly board meetings and annual meeting.
  • Serve as a member of the GWS Board.