Time slots are available for various tasks at our 2024 Sign Up Genius.
97116 Art Show is completely volunteer run, so any help is greatly appreciated!
April’s already tired, but not too tired to think about 2025
If the 2025 show is going to happen, we’re going to need more help on the pre-show tasks. April & Emily have committed to certain areas, we need others to pick up the rest and fully own them at the same time as briefly running it by founders.
2025 show will happen if have volunteers for:
Must Haves
- Remix current graphical design assets for posters and cards by deadlines (must be able to use Google Drive) – Emily ✅
- Have call to artist flier done using current assets by July 1st Wed Market – April ✅
- Have posters to Gann Bros or printer by Oct 20, pick up posters, pass to volunteer to hang around town before Merchant Trick-or-Treat
- Send out MailChimp marketing for artists and show
- Add the show to local calendars like Chamber, RACC, Discover Forest Grove, & Tualatin Valley Creates
- Scout venues & gather their rental costs. Once approved, handle the facilitation with property owner or recruit helper. Minimum 11 days needed in the venue for weekend popup. (Already set for 2025)
- Find musical entertainment options, once cost approved, 100% handle the logistics with musicians or recruit helpers (April’s cool with Pluto Roux forever!) – Emily ✅
- Schedule Banner with City in August then Coordinate with Miracle Sign to update street banner & deliver to city. Also manage picking up the banner after its display week.
- Solicit and 100% manage food and alcohol vendors or recruit helper – Emily ✅
- Adds all artist payout information to sales sheets
- Banker, passes all Square sales and donations through checking account and does payouts – Emily ✅
- Post artist images & exhibit details on social media 1/day or as available
- Volunteer management (make the Sign-up Genius using standard template & be point of contact)
- Artist Management & Info Emails – April ✅
- Website Updates & Registration Forms – April ✅
- Check in & check out sheets – April ✅
- Inventory Forms – April ✅
- Confirm inventory received matches inventory responses prior to opening weekend
- Upload complete inventory to Square Store
- Lead artwork intake shifts
- Lead artwork installation shifts (must be able to redirect others if proper handling / hanging techniques aren’t being used)
Wish List
- Write and send Press Release by Oct 15
- Solicit $50 poster sponsors, max 5 (one will likely be venue at no charge)
- Seek grant opportunities and apply, and find non-profit fiscal partners if needed
- Visit WashCo Open studios to invite artists (Usually mid-October)
- Visit Yamhill County Art Harvest Studio Tour to invite artists (Usually 1st two weeks October)
- Visit July – Oct First Wednesday booths to invite artists
- Visit Hillsboro First Tuesday Art Walks to invite artists
- Visit Hillsboro First Tuesday Art Walks to hand out show flyers
- Coordinate with other arts venues to offer stuff same weekend (Art block party)
- Scour Instagram for interesting local artists to invite via DM
Possibilities
•Better commission if you volunteer or no entry fee (if there is one) if you volunteer, •Parking lot light or fire dancers, •Food vending trucks, •Other arts venue activities the same weekend •Annual Calendar of crowd favorites
Continue
- Entry deadline will always be Oct 31
- Show will always be 3rd weekend in Nov
- Reception will always be 3rd Friday 6-10pm
- Weekend Exhibit will always be 12-4pm Sat & Sun
Change
- Artist images by October 15th to be considered for print media