Running a Show
Show Chair Responsibilities/Guidelines
*Members of current YAA Board are available for your assistanceSELECT HELPERS
Select 3-4 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. YAA provides the ribbons. The back of each Merit Award Ribbon should be filled out and signed by Judge. Judge should be offered a fee at the time of judging...($50.00 is suggested).
Invite the Judge to attend the Opening Reception prepared to make a few remarks about his process in judging the show. Or, consider possibility of arranging to have show Judge to come back for an evening to speak to members about it. ($50.00 is suggested). Send a thank you note.
CONTACT YAA PUBLICITY MANAGER
Provide written or e-mailed information regarding name and dates of show, including name and description of judge to YAA Newsletter Manager and YAA Outside Publicity Manager. Consult YAA WEBSITE or 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
To avoid bottleneck, have helpers at tables accommodating 2 or 3 artists at a time to log in their information.
Check MEMBERSHIP LIST as artists arrive with their work. YAA Membership Manager will do this when available. 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. Each art entry should be checked for proper framing and wiring.
Collect $10 show REGISTRATION FEE and place in envelope. This is used to defray administration costs to run each show and to keep the gallery open Thursday-Sunday each week, a great benefit for artists.
Direct/ assist each artist to fill out a SHOW AGREEMENT and 2 ARTWORK TAGS for each piece submitted. The Show Agreements are kept in the SHOW AGREEMENT BOOK in alphabetical order for easy access. The Artwork Tags include the following information: Artist name, phone #, Title, medium, price. Show number/letter (see below) is assigned at Drop Off.
NOTE: Artists may save time by going to the website, www.yorkartassociation.com and printing out SHOW AGREEMENTS and SHOW TAGS in advance.
SHOW INVENTORY (long) FORM and the SHOW NUMBER/LETTER
A helper assigns a number/letter to each artist. While the artist is filling out the 2 Artwork Tags, the helper logs in the same information on the Show Inventory long form. The artist adds his number/letter to the Show Tag and attaches it to the back and front of each piece. The Artist also logs the title of each piece on SHOW AGREEMENT next to the show number/letter assigned by the helper.
NOTE: There is a different NUMBER SET for each show. For example, if 3 pieces Were submitted for the SPRING show, each would be identified as such: Artist’s name, #101A,Sunrise; 101B,Highnoon; 101C, Sunset. For the ANNUAL show the numbers start at 201A; for the SUMMER show 301A; for the FALL show 401A act.
This Number Set is used for cross identification. The Gallery Labels are typed from the SHOW INVENTORY list. The Artwork Tag on the front is used to match the Gallery Label to the correct painting. It is removed when the painting is mounted and labeled on the wall. The Artwork Tag on the back more easily identifies the painting when it is sold or when it is picked up after a show is over. The reference number also facilitates the judging process.
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 Artwork Tags 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 (or place in freezer if you think it can be used at another function). For transport, use plastic wrap and/or Styrofoam containers currently available at the gallery. Remove trash bags at the end of evening and hold in back storage room until trash picks up Wednesday AM.
BE ON HAND FOR PICK-UP DAY WHEN THE SHOW IS OVER
When apiece is removed from the gallery it should be crossed out, dated and initialed by the artist on the SHOW AGREEMENT. SOLD items should also be so designated by artist.
SALES
All artwork sold during a show should be tagged with a small red dot (in desk drawer in office) 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.
Please put things back where they belong. Please help to replenish items when you can.
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