York Art Association - Show Chair Guidelines
*Members of current YAA Board are available for your assistance
SELECT HELPERS
Select 5-6 YAA Members as helpers
SELECT A JUDGE
Select a judge for juried shows. Write a brief description of his/her credentials for publication in the YAA Newsletter. Arrange date and time to meet at the gallery for judging/jurying (usually a Tuesday-Wednesday before a Friday show opening). Keep in mind that all jurying and judging must be carried out by the judge only; the Show Chair should remain available in office or outside the building until Judging is completed. The back of each Merit Award Ribbon should be filled out and signed by Judge. YAA provides the ribbons. Judge should be offered a fee at the time of judging...($50.00 is suggested). Invite Judge to attend the Opening Reception...send a thank you note. Arrange to have show judge come back for an evening to talk to members about his process in judging the show. This would be sponsored by YAA and open to the public. (Optional)
CONTACT YAA PUBLICITY MANAGER
Provide written or e-mailed information regarding name and dates of show, including name and description of judge toYAA Newsletter Manager and YAA Outside Publicity Manager. Consult YAA Board Member for this info.
ATTEND DROP OFF AND PICK-UP DAYS
Pick Up and Drop Off dates are the Sunday and Monday before and after a show, from 4-6pm; check for dates in the current YAA newsletter or on the YAA Website - www.yorkartassociation.com
All show helpers should be on hand to:
Check membership list as artists arrive with their work. YAA Membership Manager should assist when possible. Annual dues are $25.00, October 1-September 30. An artist must have VALID MEMBERSHIP in order to be in the show. All work submitted is subject to the approval of the YAA Board.
Collect $10 show administration fee. This is used to defray administration costs of each show and to employ attendants to keep the gallery open Thursday-Sunday each week, a great benefit for artists.
Receive artwork and sign artists in on DROP OFF day.
Each art entry should be checked for proper framing and wiring.
To avoid bottleneck, have helpers at tables accommodating 2 or 3 artists at a time to log in their information. A small form, (available at the gallery and also on our website, www.yorkartassociation.com) should be affixed to the back and front of each piece. It includes the following information: Artist name, phone #, Title, medium, price and show number. Artists may do this at home by going to the website and printing them out in advance.
Assist each artist to sign work into the SHOW AGREEMENT BOOK. The Show Agreements should be in alphabetical order for easy access by the helpers. The Artists should log each new entry with the show number given them by the helper. Matted originals, prints, cards, etc. brought in for portfolio or gift shop display should also be logged here. This is important for keeping accurate records and tracking artwork sales.
While the artist is filling out the 2 small forms and signing all artwork into the SHOW AGREEMENT BOOK, a helper logs the same information on a long show inventory form and assigns a number for each piece submitted. For example, if 3 pieces were submitted, each would be identified as such: Artist’s name, #101a,Sunrise; 101b,Highnoon; 101c, Sunset.
The artist then writes his number on the form attached to each painting, front and back. This numbering system is used for cross identification when the Gallery Labels are typed from the show inventory list. It also facilitates the judging as the numbers allow for anonymous identification.
The small form on the front is used to match the Gallery Label to the correct painting and is removed when the painting is mounted and labeled on the wall.The small form on the back more easily identifies the painting when it is sold or when it is picked up after a show is over.
Gallery Labels are typed or printed out on sturdy card stock 2"x4" that identifies each painting as the show goes up. A helper can type and print out these Gallery Labels either at home or using the new computer system at the YAA Gallery. There are paper cutters in the office to separate the labels. Helpers then affix a label next to each painting on the wall using blue masking/wallpaper tape on the back of the card stock.
REFRESHMENTS
A helper asks each artist to sign up to bring refreshment to the reception.
HANG THE SHOW
After the show is judged; show Chair arranges date and time (usually Wednesday/Thursday of opening reception week) with the Co-Chair and helpers. Consult YYA Board if you need additional help. Gallery Labels are matched with the info on the small paper forms on the front of each painting and affixed to the wall, lower right of each piece where possible.
OPENING RECEPTION
YAA President usually presents ribbon Awards at the reception. Table setting, decoration, and refreshments are at the discretion of the show committee. Supplies can be found in the kitchen, storage and restroom areas.
CLEAN UP
Do not store unused food in refrigerator, take it home. Remove trash bags at the end of evening, take it home.
BE ON HAND FOR PICK-UP DAY WHEN THE SHOW IS OVER
When a piece is removed from the gallery it should be crossed out, dated and initialed by the artist. SOLD items should also be so designated by artist.
SALES
All artwork sold during a show should be tagged with a small red dot by gallery attendant. Whenever possible and in agreement with the buyer, sold artwork should be picked up at the close of the show. The artist should be paid within 30 days of the close of a show.
Cabinets and drawers are labeled to help you find things more easily.
Please put things back where they belong. Please help to replenish items when you can.
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