Volunteer Instructions

All artists in Art in the Park are asked to volunteer in some way to help the show run smoothly.

Flyer Distribution:

If you sign up to distribute flyers in mailboxes, you will be advised when and where to pick up your packet of flyers. Flyers should be placed in mailboxes Thursday through Monday, March 6-10. Ideally distribution would take place just after the mail has been delivered.

Art Check In:

On the morning of the show, Friday, March 14, arrive by 7:30am sharp to the Lakeside Room. You should be done soon after 9:00am.  (Promise, coffee will be available!)

Help check in artists bringing their work from 7:45am-9:00am. You will be given a particular range of alphabetized artists to check in. Please be very careful and thorough in this process!!

Verify all art has an Artwork Label taped to the front of each work (to include artist name and title of the art ) and let that label remain on the artwork. Verify it matches the information artists provided at registration on the sheet in front of you.

For hanging art, make sure the artwork is properly wired in back and frame is in good shape.  Screw eyes and wire (no saw-toothed hangers) must be securely attached on the back of the art. The ends of wires should be taped to protect volunteers hanging artwork.

Once you’ve checked the art in, check it off on your printed list of artwork. With a bit of blue tape, write the number (on the printed list of artwork)  that corresponds to the artwork and place it securely over the top on the front of the artwork. [Please be very careful on this step. This number will be the identifier for the jurors so they are not aware of the artist's name.]

Verify each artist has brought only two bins or floor racks (or one of each) and that they are of professional quality. Check that each bin item has the artist's name and price. We cannot accept bin items without individualized artist name and pricing. (Any questions, call Deborah, Michael or Lori over.)

Tell artists to put their art in the staging area for the hanging committee and bins to the appropriate tables. (We’ll point that out when you arrive.)

 

Hanging Committee:

Please arrive at the Lakeside Room by 8:45am on Friday, March 14.  Members of the hanging committee should feel comfortable being on their feet for three hours, reaching their arms overhead and lifting potentially heavy artwork. Please wear comfortable shoes and plan on being there until around noon.

You will be  assigned to a group of two other people also with good taste and a discerning eye to hang work on panels.

First step is for your group to select a big, bold piece that speaks from across the room to you. Another option might be to see a pattern, for example, images of animals or water scenes, that might work nicely together on a panel.  

Hang that dominant piece in a pleasing spot on the panel. Even if you go thematic, there is usually one piece that invites viewers from across the room and you might start hanging that piece.

Then select smaller pieces that complement the dominant piece and make that panel work effectively  to draw a viewer’s eye and  invite her/him to come over to inspect the panel further.

Voila! Repeat the process over on another panel!

Show Hosts:

Your job is to: 

• Welcome guests.
• Ask guests to sign in. (We do not share this information. It is only for internal use.) There are three guestbooks, 2 for residents and members of UP and the other exclusively for those non-member visitors who live outside the Park. [We use the information to help us determine the most effective promotions for the show.] 
• Point out the Artists' Biography book and the table where payments are handled.
• Explain the People's Choice Awards, offering each guest one ballot and pencil. Without being police-like, explain only one vote for one art piece per visitor. Encourage folks to vote because the artists really appreciate it.

Try to discourage people from hanging around at the entrance so other visitors can access the show easily. Conversations can be held inside the front of the Lakeside Room.

Any questions, please call Deborah, Michael or Lori over. For specific questions about the art, please advise guests to contact the artist directly. Artists' phone numbers are available in the Bio Book and their email addresses are in the program.

Check-out Process for Sold Items

Please arrive promptly to relieve the checkout team before you. You may decide that one of you will  handle Square and the other will do the other tasks. You will be trained on the process!

Ring up ALL purchases on the Square terminal, including credit card, cash and checks (This is critical to pay artists the correct amount!). If desired by the customer, receipts can be printed from the terminal.

Checks should be made out directly to the artist. Both cash and checks should be put in the envelope with the artist's name on it.  Credit card purchases will be recorded on Square.

As appropriate, you can bag items in the 2 sizes of bags.

Indicate the name of the purchaser of displayed art (not bin art) on the list provided so the artist knows who has bought which pieces. Ask the purchaser if she/he is comfortable leaving an email address for the artist to be able to contact her/him in the future.

Place a RED "sold" dot on the title card of sold work. NO RED DOTS ARE TO BE PLACED ON ART WORK THAT HAS NOT BEEN ALREADY PAID IN FULL.

Explain that purchased art is to be picked up Sunday 5:00 - 5:15pm or arrangements made directly with the artist. Buyers should bring their receipt with them. ONLY in very RARE circumstances (e.g.,  an outside visitor is leaving on a plane) can a piece be taken before the show is over. (Please talk with Deborah before granting early pickup.)  Bin artwork may be taken at the time of purchase.

Deborah will take the cash/checks home at the end of each day.