Drawing Chair

What is the Purpose

The Drawing Chair is responsible for soliciting donations of artwork from Fair artists and the sale of Drawing tickets which are the chances to win those donations.

Who is Involved

The Drawing Chair is appointed by the Chair of the Indian Fair & Market.  The Drawing Chair, in turn, recruits volunteers to assist during the Fair.

What are the Tasks

Prepare and submit a line item budget to the Indian Fair & Market Chair.

Attend the General Fair meetings with Division and Area Chairs.

Request from the Exhibitors Committee a list of artists participating in the Fair.

Solicit donations of artwork from the artists attending the Fair.

Compile a list of donations and contributors.

Submit the list of contributors to the Museum’s Director of Marketing to be included in various publications.

Inventory tickets on hand and print the drawing tickets needed.

Confer with the Fair Chair about including the advance purchase of Drawing tickets in the promotional mailing to be sent to  the membership.

Coordinate the advance purchases of Drawing tickets with the Pre-Fair Ticket Committee.

• Advance tickets can be purchased by mail or over the telephone.
• Advance tickets also may be purchased on the Guild website. 

Recruit volunteers to help sell drawing tickets during the Fair.

Consult with Fair Chair, Staging Chair, and Signage Chair regarding booth and sign needs.

Confirm volunteers commitment and verify their schedules.

Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.

Set up booth on Friday prior to the Fair and clear booth of all supplies at the end of the Fair on Sunday.

Arrange with the Guild Treasurer to provide a cash box, start up bank, and money pickups during the Fair.

Oversee ticket sales and the prize drawings at the Fair.

Submit expense vouchers (with receipts) to the Guild Treasurer for payment.

Acknowledge, by thank you notes or other means, appreciation for the work done by the volunteers.

Prepare and submit four copies of the annual Drawing 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; Drawing Chair; and President.  One copy will be filed in the Museum’s Library and Archives.

What is the Suggested Time Line

August

Prepare and submit a line item budget to the Indian Fair & Market Chair.

November

Attend the General Fair meetings with Division and Area Chairs.
Begin recruiting volunteers.

December

Request from the Exhibitors Committee a list of artists participating in the Fair.
Solicit donations of artwork from the artists attending the Fair.

January

Compile a list of donations and contributors.
Submit the list of contributors to the Museum’s Director of Marketing.
Inventory tickets on hand and print the drawing tickets needed.
Confer with the Fair Chair about including Drawing tickets in the promotional mailing to be sent to  the membership.
Coordinate the advance purchases of Drawing tickets with the Pre-Fair Ticket Committee.

February

Consult with Staging Chair, and Signage Chair regarding booth and sign needs.
Confirm volunteers commitment and verify their schedules.
Submit the list of volunteers to the Volunteer Placement Chair for badges to be made.

March

Set up booth prior to the Fair and clear booth at the end of the Fair on Sunday.
Arrange with the Guild Treasurer to provide a cash box, start up bank, and money pickups during the Fair.
Oversee ticket sales and the prize drawings at the Fair.
Submit expense vouchers (with receipts) to the Guild Treasurer for payment.
Acknowledge the work done by the volunteers.
Prepare and submit a written report to the Chair of the Indian Fair & Market.