Call for Committee Chairs for 2024 Festival of the Arts
By Lynda Orzen, TRAG Co-President
At our September membership meeting we discussed the need for committee chairs to support the 2024 Festival of the Arts. Our last two events were organized by a small handful of people, that model is unsustainable moving forward.
The Festival is a significant event for the guild as it is Oregon City’s Premier art event. The event needs a significant number of volunteers to organize it in 2024.
I was asked to put together information outlining committee chair positions and the time needed to cover associated tasks.
In December we will have a meeting inviting interested members to join in planning the 2024 event.
Committee Needs for the Oregon City Festival of the Arts
Festival Chairperson
( Time commitment 200 to 300 hours)
Responsibilities
• Form Committees for festival
• Create Budget and keep running budget as costs come in.
• Community/City Liaison
• Sponsorship/Fundraising/Grant research writing
• Work with Site Manager
• Procure all required permits and applications with applicable event insurance
• Work with city for signage as applicable
• Arrange security for Friday and Saturday nights
• Work with Site Manager and event site manager on issues that may require City intervention or support
• Write grant proposals if needed, or find someone that can
• Parking, traffic control
• Order Restrooms and hand-washing station
• Sprinkler systems turned off
• Hire Security
Site Management Coordinator
(Time commitment 40 to 50 hours)
Description
The purpose of this position is to be the liaison with festival chairperson and committees to ensure smooth operations before, during and after the event.
Responsibilities
• Walk and measure site to determine maximum number of artists’ booths and placement of food vendors. (Use previous years layout as a reference).
• Work with the Artist Coordinator for booth placement for program
• Set out flags for each booth the morning of the day before the festival.
• Work with Signage Volunteer for sign placement as needed. This includes stage banners and the large Art this Weekend sign that is placed the Monday before the festival on the fence of EOT.
• Work with entertainment committee for any needs
• Arrange for storage of event supplies if needed
• Remove site signage at end of festival
Treasurer
(Time commitment 10 to 20 hours)
Responsibilities
• Create budget with Chairperson (Use previous years budget as template)
• Manage all payables to vendors
• Track artists’ registrations as deposits are made
• Track fundraising/sponsorship funds as checks are recorded and deposited
Volunteer Coordinator
(Time commitment 50 to 60 hours)
Description
The purpose of this position is to recruit people to volunteer several hours during the event weekend, beginning with set-up, continuing throughout the event and ending with tear-down. These volunteers support the steering committee and presenting artists.
Responsibilities
• Assess volunteer needs with other subcommittee chairpersons
• Help artists set-up tents
• Deliver refreshments to artists throughout the event
• Booth-sit for artists as needed
• Assist with children’s art activities if needed
• Assist with Silent Auction
• Designate clean up crew to regularly check on trash removal
• Recruit new volunteers and send out request to previous years volunteers
• Develop computer data base and hard copy of volunteer contact information
• Develop volunteer schedule for event including map identifying the place, time and duty for each volunteer
• Match volunteers to personal interests and skills
• Email information letter with pertinent details and location map
• Arrange for contact information for artists to call for support
• Hand-out artists surveys Saturday morning and collect Sunday afternoon
Silent Auction Coordinator
(Time commitment 60 to 70 hours)
Description
The purpose of this position is to procure and catalogue auction items from artists and organize and run the silent auction.
Responsibilities
• Coordinate with both Website Coordinator and Treasurer for Galabid requirements. If a different bid program is used, coordinate with Website Coordinator and Treasurer for set up for links and payments
• Create budget that includes mailing, printing and any hard costs.
• Contact paid artists to solicit donations
• Contact area businesses to solicit donations in the form of gift certificates or coupons
• Arrange for pick-up or drop-off of donated items into your custody
• Arrange with Treasurer for Silent Auction Bank
• Catalogue donations prior to event and divide between 2 days if needed
• Determine opening bid and raises
• Organize and display for the event
• Organize booth workers with Volunteer Coordinator
• Monitor auction activity and call auction ending
• Collect monies and distribute artwork to high bidders
• Secure all artwork that is not picked up at the end of auction and call and arrange for pick-up or drop off
• Turn all money and bid sheets over to Treasurer
• Secure any items not bid on for future auctions or to be returned to artist
Signage Coordinator
(Time commitment 10 to 15 hours)
Description
The purpose of this position is to assess and provide for all signage for the event
Responsibilities
• Create budget that includes new banners, replacement or repair of existing banners, on-site signage, street signs, (get bids)
• Assess signage needs with Site Manager and other subcommittee chairs
• Design banners and signs with Graphic volunteer, if needed
• Order and pick-up banners and signs
• Work with City liaison for placement and installation and take-down of banners, street signs
• Obtain permits for signage from the city
Website Coordinator
( Position filled)
Description
The purpose of this position is to develop and maintain a website for the event. TRAG runs the Festival through the TRAG website and not as a separate site. The reason OCFOTA is based on the website and social media are satellite channels is because the website is the only thing that TRAG truly owns and can rely on. This is where the OCFOTA application form lives, applicants are tracked, and jurying and booth fees are collected. This is a permanent source of information about the event. Website coordinator and social media coordinator must work together.
Responsibilities
• Create budget
• Work with PR and Graphics volunteers in developing OCFOTA in conjunction with the TRAG website.
• Research and present design ideas to the committee
• Maintain site with updates, links and corrections
• Arrange for hosting
Social Media Coordinator
( This can be a shared position 60 to 75 hours)
Description
The purpose of this position is to develop and maintain a social mediate presence and advertisement on Instagram and Facebook.
Responsibilities
• Create budget that includes hard supplies.
• Work with Graphic Coordinator and Artists’ Coordinator in developing postings for artists and vendors
• Research and present design ideas to the committee
• Maintain site with updates, links and corrections
• Arrange with Chairperson for paid event advertising on Facebook
• Backdating festival date from number of artists and vendors, begin social media campaign that features one artist/vendor per day until the start of the festival. Use share drive with jury photos and artist bio to create each post.
Graphics Coordinator
(This position is filled.)
Description
The purpose of this position is to provide for all visual collateral pieces for the event maintaining a consistent look.
Responsibilities
• Create graphics budget that includes hard supplies
• Design postcard and send print-ready files to printer
• Design any posters, flyers and signage
• Design display advertising or inserts
• Design program (to include map) for event
• Design and prepare files for any other collateral pieces as needed
Artists’ Coordinator (may be under Chairperson’s responsibilities)
( Time commitment-this could be a shared position-200-250 hours)
Description
The purpose of this position is to be the liaison for participating artists and the committee, from call to artists through show weekend.
Responsibilities
• Send email Call for Artists to last year’s artists
• Send email Call for Artists to TRAG artists and various art organizations
• Work with website coordinator to create electronic application with will include a payment link
• Maintain computer data base and hard copy of returned registration forms and regularly check with Treasurer for payments
• Upon application deadline date, request download from website coordinator of all applications and check it against Treasurer’s payments
• If more artists are needed, decide with committee about possible extension and re-advertise all Call for Artists
• Receive juried work from applying artists
• Create share folder and prepare juried work for presentation to committee
• Plan and hold a jury meeting with committee members. If possible, include an artist of each genre being juried.
• Create email group of accepted artists and rejected artists
• Email artists acceptance/rejection letters
• Email information to paid artists that includes set-up instructions, auction letter and postcards
• Create site map to be given to Site Manager and Graphic Coordinator for the program
• Be prepared to answer phone calls and emails from artists from January through show weekend
• Assemble artists’ registration packets (these are given out when artists arrive to register on the festival weekend) that includes:
• Copy of final instruction sheet that was emailed 2 weeks prior to the festival
• Reminder of designated parking area
• Note reminding artist of auction items
• Site map with booth location
• Coupons or other information
• Ensure that packets are on site for delivery to artist at set up
• Regularly ask a website coordinator for an updated list of Artists and payments as needed.
Entertainment Coordinator/ Sound Manager
( Time commitment 60 hours)
Description
The purpose of this position is to secure bookings for a variety of entertainment throughout the event and to be the liaison for the entertainers and the steering committee.
Responsibilities
• Research and present ideas and bids to committee
• Develop entertainment schedule
• Contract with entertainers for scheduled time(contract will be online)
• If possible hire a sound manager to work with performers. This will alleviate the need for each group to have their own equipment.
• Assess and procure PA equipment if necessary. TRAG asks all performers to supply their own sound equipment. We supply electric connections only.
• Assess electrical needs with Site Manager
• Arrange for appropriate signage with signage volunteer
• Be available or arrange to have someone available at all times during the event to handle issues as they arise (won’t be necessary with a sound manager)
• Arrange for set-up and take-down volunteers with the Volunteer coordinator if necessary
Children’s Art Activities Coordination
(TRAG has worked with Soul Flags in the past for this position.)
Description
The purpose of this position is to create a fun, creative, hands-on art environment for children attending the event.
Responsibilities
• Create budget that includes hard supplies.
• Keep task and time sheets current
• Research art activities and present to committee
• Develop schedule of activities for the event
• Work with Volunteer coordinator to provide facilitators for both days
• Assess and procure art supplies for each activity
• Assess Art Activities area with Site Manager for water, tents, electricity etc.
• Facilitate any training or briefing necessary
• Work with Signage and Graphics volunteers for necessary supplies
• Oversee activities during the event
Food Vendor Coordinator
( Time commitment 20 -30 hours)
Description
The purpose of this position is to provide food and refreshments for sale at the event and to be the liaison with community groups and the committee.
Responsibilities
• Develop vendor/menu ideas and present to committee
• Food vendors are to provide their own set up.
• Distribute food vendor contracts online to all food vendors. A copy of a business license, food license are required with return of signed contract. It is strongly recommended to have the vendor add your organization on to the insurance as an Addition Insured, or at minimum sign a waiver relieving your organization from liability.
Transportation and Public Safety Coordinator
(Time commitment 20 -30 hours)
Depending on the number of visitors you are expecting, the City may require additional safety and parking requirements.
Description
The purpose of this position is to provide for a safe pedestrian and parking system for the arts festival users and those attending the parking areas.
Responsibilities
• Develop a stock of parking areas in the vicinity of the End of the Trail Interpretive Center
• Work with local authorities to provide for a safe and effective transportation system during the festival hours
• Work directly with site manager and EOT manager to provide for adequate parking for handicap patrons of the EOT and handicap artists
• Recruit and train volunteers to work parking areas
• Create a map with all over-flow parking locations
• Work with local retailers and property owners for access to overflow parking area