Best of Show Security Chair
What is the Purpose
The Best of Show is a festive Friday evening event which launches the Annual Indian Fair & Market. Security volunteers are positioned throughout the Best of Show display in Steele Auditorium while the public views the award winning art from the Juried Competition. Their duty is to insure that the displayed prize-winning art is viewed and not touched.
Who is Involved
The Security Chair is responsible for recruiting, training, and scheduling the volunteers. The number of security volunteers involved ranges from 45 to 60 people. The Chair is assisted by Tom and Karen Collins, Volunteer Coordinators. The security volunteers who are assigned to protect this art are scheduled into three overlapping shifts:
Shift I is from 5:15 p.m. to 6:30 p.m.
Shift II is from 6:15 p.m. to 7:30 p.m.
Shift III is from 7:30 p.m. to 8:45 p.m.
Security volunteers prepay a discounted Best of Show admission price of $30, giving them full access to the Best of Show, the dinner, the entertainment, and the Silent Auction.
What are the Tasks
Organize the security volunteers for Best of Show. This task requires close coordination with (1) the Indian Fair & Market Chair, (2) the Museum Security Chief, (3) the Museum Curator, (4) the Volunteer Coordinators, (5) the BOS Ticket Chair, and (6) the BOS Dinner Chair.
Send “Save the Date” e-mails and flyers to all volunteers (1) who worked last year or (2) worked previous years.
Recruit BOS Security volunteers at the October Job Fair, from the Las Guias class, from the Shop workers, from new members, etc. Send those recruited the New Recruit Information Letter.
Mail/E-mail information telling volunteers how to purchase their BOS ticket so they may begin buying their $30 discounted Best of Show tickets.
Have signage prepared. “No Drinks in Exhibit” and, at least 30, “Do Not Touch” signs will be needed. Check with Mike Frank about the sign standards/easels that may be needed.
Send a list of the security volunteers to the BOS Ticket Chair. Consult frequently with the BOS Ticket Chair on the status of paid volunteers.
Send list of paid volunteers to the Volunteer Coordinators to make badges for the volunteers. Badges will be of different colors and will have 1st , 2nd, or 3rd shift under the volunteer’s name.
Assign the volunteers. Make assignment diagram. Send e-mail/letter to volunteers with their assignments, sign-in instructions and parking locations.
Acknowledge, by thank you note or other means, appreciation for the work done by the volunteers.
What is the Suggested Time Line
October
“Save the Date” e-mails and flyers.
Job Fair table.
One on one recruiting.
January
Send out ticket buying instructions.
Send volunteer list to BOS Ticket Sales Chair.
Check for signage easels/standards.
Respond to volunteers’ e-mail and phone calls.
Check status of paid volunteers.
February
Send list of paid volunteers to Volunteer Coordinators.
Inform Volunteer Coordinators if additional volunteers are needed.
Make assignments and prepare assignment diagram.
Send e-mail/letters with parking and museum entrance instructions to paid volunteers.
Make signs.
March
Supervise security volunteers at Best of Show display.