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BPQ Quilt Show Committee Chair Job Descriptions

Quilt Show Chair:Develop the budget, propose same to Board, inform committee members of their portion of the budget, and monitor expenses to remain within the approved budget; Locate space for QS, negotiate fee for space, and execute contract for space; Assemble team of committee chairpersons; Interface with BPQ board; Confirm with BPQ treasurer that insurance is paid for; Monitor and guide the work of the quilt show committee; Proofread program before final printing; Perform any and all necessary tasks to assure that “the show goes on” (re: any unfilled chair positions); Host awards banquet after show; Make sure that list of QS winners appears in BPQ newsletter; Write any necessary articles required for BPQ newsletter providing show updates; Be available at QS from beginning of set-up to end of take-down; Solicit final expenses and final reports from all committee members; Make certain all expenses are paid; Prepare final report and financial report for Board; Resolve conflicts among committee members. In the event of an unresolvable conflict within the committee--final decision-making authority rests with the Quilt Show chair.

Quilt Show Chair-in-training:Assist the Chair in any way needed; Attend all QS meetings; Spend the training year learning how the QS committee works and preparing to become QS chair the following year; Arrange for next year’s raffle quilt; if original design, arrange for pattern to sell.

Ballot Chair:Develop appropriate ballots for QS attendees based on the award categories determined by the QS committee; Present proposed ballot to QS chair for approval; During QS, periodically collect all ballots and begin tallying the votes, using the software developed for vote counting; Within three days of close of QS, determine 1st, 2nd, and 3rd place winners in each category as directed by the QS category guidelines; Maintain accurate records of counts and decisions made regarding questions on voting; Within three days of QS, provide list of winners by category and place to the Ribbon Chair so that correct number of ribbons can be ordered and the ribbons can be correctly labeled. SPECIAL SKILLS REQUIRED: Must have good working knowledge of Excel spreadsheet software program in order to modify ballot counting software and to count ballots.

Banquet Chair:Coordinate the potluck awards dinner for members and guests to be held at the general meeting the month immediately following the QS; Advertise potluck dish assignments in the newsletter; Coordinate purchase of all necessary paper plates, cups, utensils, table coverings, table prizes, decorations, etc.; Contact all members not assisting at the QS for help in setting up for and cleaning up after the awards dinner; Develop and print a program for the awards dinner; Supervise set-up and decoration of awards banquet; Supervise clean-up after the awards dinner.

Boutique Chair:Coordinate with membership to obtain quilt related items to sell in boutique; Develop system to facilitate sale of members’ show quilts; Set up boutique tables and arrange display of merchandise on set-up day; Keep boutique tables stocked during the show; Coordinate and supervise the members working in the boutique; Collect money from sales; Keep accurate sales records; Determine how much money is owed to each participating member and arrange with BPQ treasurer for payment; Arrange for return of unsold merchandise to the participating members.

Challenge Quilt Chair:Develop the idea for the challenge; Present the proposed idea to the QS chair or committee for approval; Purchase challenge fabric if needed; Package challenge fabric for sale to membership; In cooperation with QS committee, determine price of challenge packet; Develop and publish the terms of the challenge in BPQ newsletter; Coordinate the sale of the challenge fabric packets; Maintain records of sales of fabric packets; Act as Drop-off/Pick-Up person for challenge quilts and check each one to assure they all meet the terms of the challenge; Develop signage for QS explaining challenge terms (including a swatch of challenge fabric, if used) to hang near challenge quilts at show; Hang sign at the QS.

Demonstrations Chair:Arrange and coordinate with members to provide ongoing demonstrations of various quilt methods and skills throughout the QS; Schedule the member demonstrators during QS (optimal - 2 members demonstrators available during each shift); Arrange for “major” demonstrations (ex: Roxanne Carter) in designated demonstration area during the QS; Provide list of demonstrators to Program Chair for inclusion in QS Program; Coordinate printing of any demonstration handouts.

Directional Signage:Develop a placement map for outdoor signs for the QS in conjunction with local town; Arrange to make (if necessary) and place road signs advertising the QS at intersections near the QS and around the entrance to the QS on show days; Arrange to have dates on large outdoor date sign changed; Arrange for production of any miscellaneous signage as required by QS Chair; Deliver large outdoor QUILT SHOW HERE sign and date sign to QS facility for hanging one week prior to QS; Collect all outdoor signs nightly during the show, and replace each morning; At show’s end, collect all outdoor signs and give to the Equipment Chair for return to storage.

Entries Chair:In cooperation with QS committee, develop rules & regulations, and entry forms; Make sure entry form and category descriptions are included in BPQ newsletters at appropriate times; Receive and track QS entries; In cooperation with Lay-out Chair, assign entry numbers to quilt; Provide information on entries to Lay-out chair; Provide information on the quilt entries and numbers to the Program Chair for inclusion in the QS Program; Assist in proofreading QS Program before final printing; Produce information signs for each quilt containing information from the entry form and have them proofread by Lay-out Chair before final printing; Provide summary listing by category of entries to Lay-out Chair and Ballot Counter; Supervise the pinning of the information sheets to the quilts on set-up day. SPECIAL SKILLS REQUIRED: Ability to create and manage spreadsheets with entries information. Record files from 2005 are on 3 ½” disks in Access software. Record files from 2007 are on CD in Word software, and therefore not as easily used.

Equipment Chair:Using information provided by the Merchant Mall Chair, Tearoom Chair, Kids’ Korner Chair, Boutique Chair and QS Chair, arrange for rental and delivery of all necessary tables and chairs to the QS site on set-up day; Arrange for the tables and chairs to be picked up at take-down; Arrange for rental of additional standards from another quilt guild if necessary; Arrange for rental of equipment trucks or find volunteers with long-bed trucks and vans for pick-up and return of BPQ quilt show equipment and any additional rental equipment; Arrange for rental or donation of any special equipment needed by featured artist or demonstrators; Arrange for return of all rented equipment.

Food Chair:In coordination with QS Chair, Set-up Chair, and Merchant Mall Chair, prepare a list of food, beverages, and any snacks or desserts to be ordered for set-up day and for each day of QS; If approved by QS Chair and Board, make lunch orders available to QS Committee members through pre-orders and pre-payment (this is especially necessary for Boutique, Tearoom, Merchant Mall and QS Chairs, who are usually at QS for extended hours); Purchase all necessary paper products needed for each meal to be served (paper plates, paper cups, Styrofoam containers, utensils, serving ware, napkins, paper towels, etc.); Arrange for set-up food order a week before set-up; pick-up and deliver set-up day food so that it is available at noon on day of set-up; Arrange for clean up of food area and disposal of all food and beverage by no later than 3 pm so that room may be set-up for Kids Korner; Place orders for merchant food as required by the establishment from which it is to be ordered (i.e., Costco requires 48 hours for sandwiches or hi-rollers, 24 hours for cakes; Fred Meyer requires 24 hours notice for stuffed tomatoes or hoagie sandwiches); Coordinate Pick up and delivery of Merchant Mall lunches with Merchant Mall Chair; Make certain lunch is delivered to Featured Artist and distributed to any QS Committee members who have ordered lunches;

Hostess Chair:Organize member sign-ups for hostess shifts at QS; Mail or email reminders to volunteer hostesses one week before QS; Supervise hostesses at QS.

Kids’ Korner: Organize the Kids Korner activity center for the QS; Coordinate purchase of needed supplies (fabric markers, fabric, etc); Distribute fabric squares at BPQ general meetings prior to QS for members to sew sashing strips to; Notify Equipment Chair of number of tables and chairs needed for the children’s area; Coordinate volunteers to help with the children during the QS; Arrange for sewing machines to be available during QS in Kids’ Korner (possibly borrowing loaners from a quilt shop); Coordinate the sewing together of decorated blocks; Hang completed tops for the QS attendees to see.

Lay-out Chair:Develop the best arrangement of standards for QS; layout the floor plan for the QS, ensuring that every quilt entered in the QS is assigned a hanging space; determine where each quilt will be hung within each QS category; In coordination with Entries Chair, assign a QS number to each entered quilt; In coordination with QS chair, determine hanging space to be allocated to Featured Artist; In coordination with QS chair, determine any additional spaces that need to be set aside (ex. For harpist or musicians); In coordination with Demonstration Chair, determine location of Demonstration table or tables; In coordination with Challenge Quilt Chair, determine location and needed space for challenge quilts; Proofread QS Program, checking against all assigned numbers for any errors or missing quilts; Produce three copies of lay-out plan: one for Set-up Chair, one for Take-Down Chair and one for QS chair; produce lay-out strips for each row, making three copies of each for similar distribution as lay-out plan.

Merchant Mall Chair:Contact merchants for participation in vendor mall, using merchant listing; Maintain merchant listing, adding any new merchants and deleting any obsolete listings; in Initial letter, provide all information needed by the vendors regarding costs of vendor space, cost of table and chair rental, cost of advertising in program, donation of door prizes, and lunch costs and orders; Collect fees from vendors, and turn over funds to BPQ Treasurer within one week of receipt; Coordinate with Equipment Chair re: number of tables and chairs needed for vendors; Give list of merchants to QS Chair along with a summary of fees collected, broken down by booth rental fee, table rental fee, advertising fee, and lunch fees; In consultation with Lay-out Chair, make floor plan of Merchant Mall and assign locations to each paid vendor (make copy of this floor plan available to Program Chair for inclusion in QS Program); In writing, confirm receipt of each vendor’s payment, assigned space, and the procedures to be followed by the vendors on set-up day; Coordinate with Hostess chair to make sure Hostesses are available and trained to relieve vendors for short breaks; On set-up day, measure off vendor spaces and mark with masking tape; Supervise vendor set-up and resolve any disputes over space, etc.; Collect door prizes from vendors and give receipts to vendors for donated items; Give door prize donations to QS Chair; Distribute lunches as ordered on a daily basis; Monitor and supervise vendors at take-down. SPECIAL SKILLS REQUIRED: Working knowledge of Excel spreadsheet software in order to update mailing list of vendors as well as Mail Merge software to produce mass mailing to vendors for initial mailing.

Photographer/CD/DVD Sales Chair: Prepare order form for CDs/DVDs sales to be used by boutique; On Set-up day, begin photographing quilts as soon as possible, taking an individual picture of each quilt in the quilt show with a digital camera, keeping accurate records of quilt name, owner, and category; Double-check all photos that evening, so that if any re-takes are needed or any quilts are missing, additional photographs can be taken Friday morning before opening; Prepare Powerpoint presentation of winning quilts; prepare CD and DVDs of all quilts entered in show for sale. SPECIAL EQUIPMENT REQUIRED: Access to digital camera for photography, laptop computer and computer projection unit for presentation of PowerPoint slide show at QS banquet, and CD/DVD burner for production of CDs/DVDs to be sold; SPECIAL SKILLS REQUIRED: Working knowledge of PowerPoint software to produce Banquet slide show; ability to produce CDs and DVDs of quilt show photos and winning quilts presentation for sale.

Pin Designs/Sales Chair:Develop design for QS pin; Present proposed pin design to QS chair for approval; Arrange for production of the pins; Maintain accurate records of the number of pins sold at general meetings and during show; Account for all pins produced at end of QS; In cooperation with Raffle Ticket Chair, supervise sale of pins at the Raffle Ticket Sales table during the QS. SPECIAL SKILLS REQUIRED: Ability to convert pin design into computer files in order to produce design on QS program, ballots, thank-you notes, etc.

Program Chair:Design and set up QS program based on information supplied by the Entries Chair, Merchant Mall chair, and Lay-out Chair; Incorporate ads and any featured artist information into program; Provide draft of program to QS Chair, Entries Chair, and Lay-out Chair to be proofread; Arrange for printing, stapling, and folding of programs; Deliver programs to QS on set-up day. SPECIAL SKILLS REQUIRED: Access to and ability to use computer software for producing brochures (i.e., MS Word, MS Publisher, etc.)

Program Ad Chair:Handle the sale of ads for the QS program; Coordinate with Merchant Mall Chair re: ads sold to participating vendors; Contact quilt shops, fabric stores, and other area businesses for possible ad sales; Solicit ads from BPQ members operating businesses for possible ad sales; Provide ads purchased to Program Chair for inclusion in program. SPECIAL SKILLS REQUIRED: Working knowledge of Excel spreadsheet software in order to update mailing list and create mail merged letters for initial mailing.

Publicity Chair:Develop and coordinate advertising for QS; Print and distribute flyers, posters, bookmarks and press releases; Coordinate multimedia advertising (magazine, Internet, trade, tv, etc); Coordinate all other publicity activity (i.e. organizing bus tours, nursing home or assisted living or retirement group tours); Use all means possible within budget to increase visibility of the QS and therefore attendance; Maintain QS mailing list and coordinate mailings of show notices. SPECIAL SKILLS REQUIRED: Working knowledge of Excel spreadsheet software in order to update mailing list and create mail merged letters for all mailings.

Quilt Drop-Off/Pick-Up Chair:Coordinate the quilt drop-off procedures for entries; Assemble volunteers to accept quilt entries for the QS (suggested sites include Renton, Bellevue, Issaquah, and Kirkland/Redmond--DO NOT use shops or stores, as these locations do not have adequate secure storage); Advertise the drop-off sites BPQ newsletters beginning three months prior to QS; Coordinate the secure arrival of quilts to the QS on set-up day, making certain all Drop-Off/Pick-Up sites understand the importance of prompt drop off and pick up; Supervise and coordinate distribution of quilts to QS floor for hanging; Supervise and coordinate the secured return of quilts on take-down day.

Raffle Quilt Chair:Organize design for upcoming raffle quilt; Assemble team (a small group or a group of interested members works best) to select design, fabrics, write instructions, and package fabrics and instructions for distribution to BPQ members to participate in making the quilt; Responsible for collecting completed blocks from membership and overseeing the assembly of the blocks into a completed quilt top; Arrange for quilting of top by machine quilter; Arrange for binding and labeling of quilt; Give completed quilt to Raffle Ticket Chair.

Raffle Ticket/Pattern Chair:Solicit ticket sponsorship from local quilt shops to underwrite actual cost of production of raffle tickets; Coordinate the printing and distribution of raffle tickets to membership; Secure all unsold tickets; Secure all raffle tickets stubs of sold tickets; Supervise the sale of additional tickets during BPQ general meetings and at the QS; Collect money for raffle tickets and turn funds over to BPQ Treasurer within one week of collection; Maintain detailed records of tickets sold/money collected and report this to QS Chair within one week of sales; Coordinate volunteers to sell tickets as necessary; Arrange for raffle quilt to be on display and tickets sold at local quilt shop during annual Western Washington Shop Hop (currently in third week in June); Arrange for raffle quilt to tour around to different quilt shops in the area and for the raffle tickets to be sold at those shops; Arrange for other venues at which to sell tickets, such as other quilt guilds (Issaquah Quilters, Evergreen Piecemakers, Quilters Anonymous), APNQ Quiltfest (in even years), Sew Expo, and Innovations; Notify (by phone) the City of Redmond Police Department 5 days prior to raffle drawing; Account for all raffle tickets (either sold or unsold); supervise the raffle quilt table at the QS; In cooperation with Pins Chair, supervise sale of pins at the raffle quilt table during the QS; Bring raffle quilt to awards banquet for display; Draw winning raffle ticket stub and contact winner; Arrange delivery of raffle quilt to winner; Arrange secure destruction of all unsold raffle tickets.