Juried Competition Chair

What is the Purpose

The Juried Competition Chair is responsible for providing the budget, volunteer staff, judges, facilities, equipment, and awards necessary to hold this event.  In addition, she/he is responsible for working

Who is Involved

The principal person involved is the Juried Competition Chair, a person with lengthy experience in working on the Indian Fair & Market.  This person is selected by the Indian Fair & Market Chair.  He/She, in turn, selects 2 key people as Lead Persons to assist.  Together, they select a cadre of volunteers to help in the staging and operation of this event.  Volunteers are selected on the following bases:

• experience in handling high-end artwork.
• willingness to abide by Juried Competition procedures.
• sufficient physical stamina to complete the job, including the ability to stand for long periods of time and to carry heavy objects.
• thorough understanding of the Classification System for the artwork.
• ability to use patience and tact in interactions with artists, curators, judges, and fellow workers.

In addition, the Chair selects the Juried Competition Awards Chair who is in charge of raising funds to cover the cost of the awards given at Juried Competition.  The two Chairs work closely with one another on this major area of concern.  Both may be needed to raise funds through direct solicitation and phone calls.

What are the Tasks

Provide the Fair Chair with a line item budget.

Select chairs for specific areas of activity under his/her supervision, such as receiving, judging, recording, ribbon sponsors, etc .

Reserve the Steele Auditorium from the Museum’s Customer Relations Manager.

Prepare and send information and forms to be mailed with Exhibitor applications and contracts.  These include a cover letter, entry classifications, standards, entry guidelines, and entry forms.

Coordinate mailings with the Exhibitors Committee.

Arrange for judges:

• contact a pool of possible judges;
• gain and confirm acceptance from a required numberof judges;
• explain procedures;
• obtainjudges' biographies;
• make necessary time and travel arrangements.

Work with Museum staff on forms, gallery staging, set-up, etc.

Send reminders to artists in January or February to submit their entries to Juried Competition.

Recruit volunteers to help with receiving, judging, and returning art.

Send Guild Treasurer a list of jurors to receive honorariums.

Send Guild Treasurer a list of awards and the winners to receive award checks.

Work with the Fair, Staging, and Signage Chairs for needs as they arise.

Send thank you letters or e-mails to all judges, volunteers, and Arcadia Farms.

What is the Suggested Time Line

March

Reserve Steele Auditorium for next year’s event from the Customer Relations Manager the day after the current Fair ends.

June/July

Begin contacting possible judges.

September

Mail first packets of information (cover letter, classifications, & standards) to the artists along with the Exhibitor Committee’s mailing to the Fair artists.

Select and confirm judges.

Send any new information to the web master to update the web site.

October

Begin recruiting volunteers to help with receiving, judging, and returning art.

November

Order ribbons from Amazing Awards.

Mail final information and entry forms to the juried artists along with the exhibitor packets mailed by the Exhibitors Committee.

December

Send judges names and biographies to the Museum’s Director of Marketing to be included in the Awards Pamphlets.

January

Contact Museum’s Design Department to print the ribbon backs.

Send letters to volunteers confirming their participation in receiving and judging.

Send reminder/confirmation memo to Museum Security.

Send room set-up order Customer Relations Manager requesting 75 tables and 2 racks of chairs.

Make arrangements with Arcadia Farms for the volunteer lunch and judges dinner.

February/March

One week Prior to Judging

Send list of judges to Treasurer to prepare honorarium checks.

Reserve two Fair tickets for each judge.

Tuesday of Fair week

Pick up and check ribbons.

Wednesday of Fair week

Set-up Steele Auditorium according to Divisions and Classifications.

• cover the necessary tables
• set up three tables for artists to completetheir entry forms.
• arrange for water to be available for the volunteers and artists.

Thursday of Fair week - The  Day of Juried Competition

Conduct Receiving.

• receiving volunteers to report to Steele Auditorium at 9:00 a.m for instructions.
• receiving conducted from 9:00 a.m. until 5:00 p.m.

Conduct Judging

• judges and volunteers for judging arrive between 5:00 - 5:30 p.m.
• after a light dinner, the judges are given their instructions.
• volunteers are briefed on their responsibilities

Friday of Fair week - The Day after Juried Competition

Rreturnnon-ribbon winning art to the artists from 9:00 a.m. to 5:00 p.m.

Set up winning art for the Best of Show Reception

• Phoenix Tent installs a room divider curtain.
• the Museum's curatorial staff starts setting up the winning entries for the Best of Show reception.

Check list of winners for accuracy and give to Marketing for printing the Awards List.
Submit judges’ bio information to Marketing for printing on the Awards List.
Submit list of winners to the Treasurer for award checks.

Saturday of Fair week

Returning art to ribbon winners beginning at 5:30 a.m.
Return Juried Competition supplies and take to the Guild room.