Entertainment Chair
What is the Purpose
The Entertainment Chair provides a program of Indian entertainers for the education and enjoyment of those attending the Heard Guild’s annual Indian Fair & Market.
Who is Involved
The Entertainment Chair is appointed by the Chair of the Indian Fair & Market. The Entertainment Chair, in turn, may recruit one or two co-chairs to help share the workload. The Co-Chairs work closely with the Museum’s Customer Relations Manager in arranging accommodations for the entertainers.
What are the Tasks
Prepare and submit a line item budget to the Fair Chair.
Create a resource file of entertainers and entertainment groups from which to make selections, including:
- those who have previously performed at the Fair.
- those who are referred by other entertainers, tribal members, Guild members, etc.
- those who were seen performing at other venues.
Contact a selected list of entertainers asking for their availability and interest in performing at the Indian Fair & Market and/or the Best of Show Reception and explaining the conditions associated with their appearance.
Mail contracts to those entertainers who have agreed to perform detailing their performance schedule, their honorarium, their housing arrangements, and their travel reimbursements (if any).
Arrange through the Museum’s Customer Relations Manager to:
- reserve a block of rooms at a local hotel in advance; and
- to meet the entertainers’ specific accommodation needs.
Arrange with the Scrip Sales Chair to provide food tickets for the entertainers during their time at the Fair.
Arrange for the payment of honoraria and housing costs with the Guild Treasurer and submit vouchers (with receipts) for other budgeted expenses.
Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, and sign needs.
Consult with the Museum’s Facilities Manager about the installation of necessary electrical connections and an appropriate sound system.
Arrange with the General Food Chair to provide drinking water for the entertainers.
Conduct an orientation session with all the entertainers after their arrival on Friday of Fair week and serve as their host/hostess and representative during their stay.
Prepare and submit four copies of the annual Entertainment Chair Report to the Indian Fair & Market Chair using the Sample Committee Report Format as a guide. These reports will be distributed to the incoming Indian Fair & Market Chair; Entertainment Chair; and President. One copy will be filed in the Museum’s Library and Archives.
What is the Suggested Time Line
April/May - the year before the event
Begin formulating a list of possible entertainers and entertainment groups.
Reserve a block of rooms to be used by next year’s performers.
August
Prepare and submit a budget to the Fair Chair.
Contact a selected list of entertainers about their availability and interest.
September
Mail confirming letters to those expressing an interest explaining the arrangements.
Determine the number of rooms needed from each entertainment spokesperson.
Arrange accommodations.
November
Attend General Fair meeting with the Division and Area Chairs.
Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements for dressing rooms and signage needs .
January
Attend General Fair meeting with the Division and Area Chairs.
Consult with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and sign needs.
Consult with the Museum’s Facilities Manager about electrical and sound system needs.
Consult with the General Food Chair about drinking water for the entertainers.
Consult with the Scrip Sales Chair about food tickets for the entertainers.
Mail packets containing contracts, accommodation information, performance schedule, entry passes, parking, and travel reimbursements (if any).
Begin receiving contracts and making final housing and travel arrangements.
February
Attend final general Fair meeting to confirm previous arrangements for dressing rooms, drinks, snacks, etc.
Prepare vouchers for fee payments and present them to the Guild Treasurer.
March
Greet and orient entertainers upon their arrival on Friday of Fair week.
Serve as host/hostess and representative for entertainers during their stay.
Arrange for the payment of honoraria and housing cost with the Guild Treasurer and submit vouchers (with receipts) for any other budgeted expenses.
Prepare and submit a written report to the Chair of the Indian Fair & Market.
April
Attend final Fair meeting.
Present written reports to the Fair Chair.