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Alberta Community Art Clubs Association

Host Club Committees Information

Alberta Community Art Clubs Association

Host Club Committees Information

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Committees and Their Duties

Administration Committee

  1. Make a list of the people you wish to invite to the opening.
  2. Order or make invitations.  (note: you may want to put RSVP with phone number on the ones going to some of the “Dignitaries” so you know if they are coming!)
  3. Make Consignment Sheets (pages 28 and 29 of Green Book)
  4. Receive Registrations. Check names against membership list.
  5. After the Deadline for Registrations, enter on Consignment Sheets by category in alphabetical order by surname. Co-ordinate with person doing the Title Cards.
  6. Use a separate deposit book and use separate columns in your ledger for your show transactions.
  7. Appoint M.C. for Official Opening.
  8. Send Invitations.
  9. Receive works complete column 10 on consignment sheets. Note: One person from the Administration Committee should be on hand the day works are delivered. Check for damage and inadequate wiring to art pieces and inform artist.  Check to make sure that the art pieces have boxes and that they are appropriately labeled.  If not, instruct the artist to the table set up for the making of the box for their piece of art, so that it can be entered into the show.
  10. Revise columns 1-8 on Consignment Sheet if changes are noted on delivery.
  11. Mark label on back of picture with Control Number.
    Put Control Number on back of the title card for jurying purposes and place on back of painting.
  1. Mark packing boxes with Control Number on color of the Zone masking tape.
  2. Releasing works- set up stations, be sure artist signs out on Consignment sheet column 11.
  3. Supervise assembly of paintings going to the Alberta Wide Show.
  4. Bring Consignment Sheets and Registrations (in alphabetical order) to the Alberta Wide Show.
  5. Arrange for Transportation of works to the Alberta Wide Show destination.
  6. Arrange for two volunteers to go to the AB Wide to help at the releasing of the works tables.
  7. Look after Sold paintings.
  8. Send Final Reports to ACACA
  9. Find and arrange your group volunteers into several committees to carry out projects and plans.

NOTE – DO NOT USE ANY TAPE THAT WILL DAMAGE THE FRAME OR ARTWORK!

Sample Committees and Duties

ACACA Show –Facility Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Book Facility
  2. Arrange for podium
  3. Arrange for setup/take down
  4. Arrange Critique and introduce the Juror who will be giving it and explain that only the work of those artists present will be critiqued.  Have paper circulated for artists to put the painting title etc . of the piece they want critiqued…
  5. have people available to find the paintings and re-hang…do not let the artists get their own
  6. Depending on space some juror’s tour all the works and give a critique…
  7. Thank the Juror for the critique
  8. Offer coffee/tea after/during critique

ACACA Show –Hanging Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Arrange pegboards in groups as per need be with each category
  2. Hang all artwork according to category with displayed signage accordingly
  3. Wipe glass
  4. Fill holes in walls

ACACA Show –People’s Choice Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Count ballots
  2. Approach art shop for donation of supplies or gift certificates
  3. Announce winner at end of show
  4. forward winner’s name for inclusion in final report and newspaper report
  5. look after Juror’s by having coffee, juice, water , muffins for them when they jury
  6. have three clip boards for them with pens/all paperwork for the jurors is handled by ACACA’s Juror Selector
  7. Accompany jurors to lunch and advise juror of critique time, invite jurors to opening

ACACA Show –Publicity Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Make drafts for press releases, radio and TV
  2. About 6 weeks prior to show tell the public the show is coming.
  3. After the deadline for registrations announce the number of pictures expected
  4. Make and hang posters and put up signs in local area as required
  5. Do write-up on show opening if local paper does not
  6. Do short publicity item after show.  Include courtesy items.
  7. Send copies of all publicity items to ACACA Publicity Chairman including copies of posters, invites, catalogue
  8. Mail invitations

ACACA Show –Silent Auction Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Tables are needed and set sheet beside each item naming the item with a space for the person’s name, phone # and bid.
  2. Each item should have who donated it, and if artwork, the name of the artist, also have suggested retail value.
  3. Give a specific time when the bidding will close and if item is not picked up, contact the buyer to make arrangements for pickup and pay.

ACACA Show –Social Committee – (Liaison with Project Coordinator & Executive) (Keep track of your volunteer hours)

  1. Have coffee, juice and muffins ready for jurors
  2. Food and beverage for Opening (coffee, tea, punch, sweets, fruit)
  3. Setup table for food
  4. Purchase necessary supplies
  5. Tidy up during evening
  6. Have music set up

About Us

Who we are, what we stand for, read more

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Who We Are

The Alberta Community Art Clubs Association aims at uniting, serving and networking with artists throughout the province. Our goals are to foster and maintain instruction in art and to develop an interest in the knowledge of art and culture in the communities throughout the province.

Exhibitions

ACACA fills a unique niche in promoting the arts in the province of Alberta by sponsoring three juried art shows annually, hosted by art clubs from different communities each year.

Find Us Online

ACACA can be found elsewhere online, in addition to our website.

Facebook: Profile Link