2013 Fallbrook Quilt Guild Quilt Show Committees Committee

Timelines

Purpose

Responsibilities

Textile Boutique

18 – 20 months before show

Coordinate making, collection, display and sale of donated new small textile gift items at the show. Goal of Boutique is fundraising. Recruit and coordinate companies and/or individuals who wish to sell their products at the quilt show. Goal of Vendors is selling out booth space. Publicize the show in newspapers, radio, TV and other media such as websites. Place ads in appropriate quilt newsletters and magazines.

Plan to collect materials and make kits of items (Christmas ornaments, Christmas stockings, pin cushions, tea towels, handbags, etc.) for members to make. Start collecting handmade items from members. Collect fee from vendors. Arrange tables and chairs (provided by church contract) for vendor use.

Chairs: Lou Cobb and Pam Wright Vendors

January to November

Chairs: Cheryl Jeter and Linda Kacirek Publicity

January to October

Chair: Lou Cobb Co-chair needed

Design Advertising Materials

January to May

Coordinate design and printing of bookmarks, flyers, posters, signs and banners advertising the quilt show.

Co-Chairs: Rosalie Mikelson and Andrina Lilly Design Only: Margaret Harwood

July 24, 2013

July

Quilt Show Committees

Send show information to quilt magazines and web sites. Contact Chamber of Commerce in the early spring to place show information in CC publications. Get PDF of flyer to use as an ad for paid advertising in Quilt pubs. Develop press releases and arrange for publicity on TV, radio and in all local newspapers. Check with stations and newspapers on proper format and deadline(s) for submission. Design Bookmark, Flyer & Poster: Design bookmark, flyer, and poster. Submit copy to Show chair and Publicity chair for review prior to printing. Arrange for printing. Provide PDFs of flyer and poster to Publicity chair for advertising. Provide printed flyer and bookmarks to the Advertising and Signage committee. Provide printed copies of poster to Advertising and Signage committee. Show Site Signs: Design signs and provide printed signs to Advertising and Signage committee. Banner Printing: Arrange for necessary changes to banners; arrange for preparation of any additional signs needed. Provide updated banners to Advertising and Signage committee.

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Committee

Timelines

Purpose

Responsibilities

Advertising and Signage

June

Pickup show advertising materials from printer and arrange for distribution and display of bookmarks, flyers, posters, signs and banners advertising the quilt show. This includes banners and signs displayed at the show itself.

Flyers: Prepare address labels for all guilds in Southern California, all regional quilt shops, and the local quilt guilds and shops; purchase envelopes and stamps. Turn flyers over to SCCQG rep prior to quarterly SCCQG meeting in July; mail flyers not picked up at Council meeting. Poster Display: Arrange for posters to be posted in local businesses (Road-Runner Errands). Banner Hanging: Arrange with businesses (C.A.S.T., Major Market, Joe’s, etc.) for permission to hang banners in mid-October. Obtain corrected banners and printed posters and bookmarks from Design Advertising Materials committee. Put up guild banners around town (2-3 weeks before show) and at the show site (on set-up day). Street Signs: Sandwich board signs are EXTREMELY HEAVY. Display per the list. Show Site Signs: Place all show site signs in appropriate places (Admissions Desk, Demonstrations, Decorations, Memorial, Auction, Vendors, Food Booth, restrooms, no exit, etc.) Collect all signs at show site from Supplies/Clean-Up committee. Print and distribute entry forms. Submit entry form to guild newsletter for publication and to guild webmaster for placement on the guild website. Duplicate form and distribute at each guild meeting. Collect completed entry forms and assign entry # to each form. Ensure all forms include required information. Contact family of deceased member(s) for entry form information; complete entry form (if necessary) for each deceased member quilt(s). Insert completed entry forms into a plastic sleeve. Turn forms and committee supplies box over to Quilt Show Layout committee; provide copy of all entry forms to Program committee and to show chair.

Chair: TBD All the printing has been completed. The mailing to SCCQG guilds has been done. What remains is Poster Display, Banner Hanging, Street Signs, and Show Site Signs.

October Week before show

Week before show Set-up Day

Last day of show Entry Forms Chair: Rosalie Mikelson

July 24, 2013

March to August

Distribute and collect entry forms for quilts to be displayed in the show, including memorial quilts of deceased members. This includes taking member photos as needed and explaining to members what is required to enter a quilt.

Quilt Show Committees

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Committee

Timelines

Purpose

Responsibilities

Donations

March to August

Solicit and collect new and used quilt-related items as well as donations of Food-Booth related goods.

June to November

Provide financial and accounting support services to the show chair and committee chairs.

June to November

Collect and prepare for sale goodquality donated used quilt-related items to attendees at the show. Goal of Flea Market is fundraising.

June to October

Recruit and schedule guild members to demonstrate various aspects of quilting at the show. Recruit and schedule members to staff the show floor as white glove guides to answer questions and protect the quilts from inappropriate handling.

Solicit from various local businesses items needed by many committees for the show. Items include baskets, notions, fabric, yarn, ribbon, fabric kits, cross stitch kits, gift certificates, items that could be raffled (such as sewing machine, serger), patterns, magazines, and floor samples. The Food Booth needs paper goods, food, soda, ice, chips, cookies, etc. Keep records of all expenses and income generated by the show. Provide seed money to specified committees. Collect and bank the proceeds from the committees collecting funds, and provide an accounting to the quilt show chair and the guild membership following the show. Recruit and collect items (magazines, books, patterns, fabric, notions, yarn, etc.) from guild members. The week before the show, bundle and price items. The day before the show, set up tables and arrange items. Collect/account for all monies. Demonstrations: Recruit and schedule individuals for twohour shifts to demonstrate quilting techniques (appliqué, hand-quilting, etc.) Obtain a variety of skills and check to see what equipment is needed for each skill. White Glove: Schedule hostesses to work two-hour shifts. Remind hostesses of their shift the day before the show. During the show, ensure volunteers are on duty as assigned. Ensure gloves are clean and available for show attendees. Check condition of gloves; wash and return them to storage after the show. Recruit and collect items from guild members and local quilt shops. The day before the show, set up tables and arrange items. Prepare list of items to be auctioned; pass out paddles to buyers. Collect/account for all monies.

Chair: TBD

Accounting Chair: Carol Harpin

Quilter’s Flea Market Chairs: Paula Manning and Sylvia Williams Demonstrations and White Glove Chair: Ann Harris and Ann Turley

October to November

Auction

June to November

Chairs: Betsy Shirkey and Tina Rainey

July 24, 2013

Collect, display and auction larger donated hand-made items (quilts, table runners, wall-hangings, etc.) to attendees at the show on both days of the show. Goal of auction is fundraising.

Quilt Show Committees

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Committee

Timelines

Purpose

Responsibilities

Decorations and Flowers

August to November

Collect and display decorations and flowers that will enhance the quilts on display.

September

Organize and plan how the quilts are displayed including which are grouped together and provide written layout plan to quilt hanging committee.

Collect appropriate furniture and other items, including flowers, to accent the hall and enhance the quilt display. Bring items to show site or have owners bring furniture items; arrange after quilts are hung. Plan to sell flower arrangements when the show is over, and price appropriately. After show, collect all furniture/decorative items and return to owner(s). Plan layout of quilts at show; sort entry forms into applicable categories. Entry forms (with photos and fabric samples attached) are provided by Entry Forms committee in two large binders. Make final decision on where individual quilts show best. Produce master layout chart (Master Entries Template spreadsheet) and provide to Set-Up /Take-Down and Decorations committees. Provide copy of layout information to Program committee and to Quilt Collection committee. After show, collect Quilt Show Layout binders from Set-Up Take-Down and Decorations committees; return Entry Forms box and all its contents to Entry Forms committee. Obtain copy of completed entry forms from Entry Forms committee. Obtain layout information from Quilt Show Layout committee. Design and print tags for quilts and labels for quilt bags and quilts. Print Viewer’s Choice ballot. Design/develop program and arrange for printing. Provide labels to Quilt Collection committee prior to collection. Deliver printed programs and tags to show site on set-up day; attach tags to quilts with yo-yo clothespins. Provide copy of final program to show chair. After show, collect yoyo clothespins. Recruit, schedule and instruct volunteers to work two-hour shifts covering the Admissions Desk. Set up the tables and chairs (provided by show site) for the workers. Remind workers of their shifts via phone calls the night before.

Chair: Ann Harris

Quilt Show Layout Chairs: Anne Ondraka and Connie Follstad

Program and Quilt Tags

September to October Prepare quilt labels, tags, Viewer’s Choice ballot and programs for the quilt show.

Chair: TBD

Admissions Desk Chairs: Mary Morrison, Susie Alderson and JoAnne Russell July 24, 2013

September to November

Admit attendees and collect the entry fee. Sell show CDs and flower arrangements (at the end of the show). (Admission fees are a major part of fundraising for the guild.) Quilt Show Committees

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Committee

Timelines

Purpose

Collect Entries

October to November

Collect the quilts to be displayed in the quilt show; prepare, organize and transport them to the show site.

Chair: Jo Ann Rego

Food Booth

September to November

Chair(s): Linda Wright, Jane Carpenter, Marj Freda Day before show and Camper Security during show Chair: Linda Palmer and Carol Kratzer Day before show; last Set Up and Take day of show Down Chair(s): Carol Carpenter

Photography and CDs/DVDs Chair: TBD Supplies and Clean Up

Day before show after all quilts are hung Three days (before, during and last day of show)

Responsibilities

Provide schedule to members for collecting their quilts. Collect quilts for show including memorial quilts. Obtain layout information from the Quilt Show Layout committee. Add layout location labels (obtained from the Program committee) to each quilt and to each bag. Place all quilts for each cubbyhole in one bag, based on layout plan. On set-up day, deliver quilts to show site and place where required by master layout plan. Arrange for quilts to be returned to owners after show. Sell food to show workers and Select and arrange for food to be sold. Purchase items not attendees as a convenience. The food donated, solicit helpers to set up, sell and clean up the area. booth is expected to yield a profit. Collect all empty cans and bottles for recycling and submit rebate money to Accounting chair. Submit receipts to Accounting chair for reimbursement. Provide camper security for Thursday Provide and occupy a camper to be parked on the site and Friday nights to make sure the grounds in the evening on Thursday and Friday. Enter the quilts are not disturbed. show site with any church personnel who need access to show site to ensure quilts are not disturbed. Hang quilts for display according to Contract paid personnel and recruit needed guild members to plan provided by Layout committee. assist in hanging and taking down quilts and other items. Take down the quilts after show and Use layout plans to sort quilts and place them for display. return to their owners. Select appropriate poles, chains, and shower curtain rings for each quilt. Insert poles through quilt sleeve, use chains and rings to hang quilts. Ensure chains, rings and safety pins are returned to applicable baggie during take down. Inventory and bundle poles, inventory chains, rings and safety pins. On set-up day (Thursday), Take photos of all quilts after they are hung. Clean up photograph all of the quilts approved photos as needed and burn a master CD/DVD. Copy master for photos by their owner and CD/DVD and produce a slide show with appropriate music. produce CDs for sale. Label CDs/DVDs and provide for sale to show attendees. Purchase/provide supplies for set up A go-fer for the days of set up and the show, take down all and show. Ensure show site is signs, check to ensure all rooms are in order including orderly during show. vendor’s room.

Chair: TBD July 24, 2013

Quilt Show Committees

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