INFORMATION FOR GUILD MEMBERS |
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Everything you always wanted to know about the Adirondack Artists' Guild, but were afraid to ask..... Click on the menu items below to go to the section directly. |
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The Guild began with 5 people in December of 1997. We are 9 years old. This is a hugely impressive fact when you consider that Eleanor is the only founding member in the current Guild. The original organization was very loose. Members switched bookkeeping roles every 6 months or so. They were very successful in sales. Original members included Mark Kurtz, Ralph Prata, Ray Jenkins and one more that I can't remember at the moment. |
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GENERAL INFORMATION |
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| Philosophy This is a cooperative gallery - which means we all have to "cooperate" to get things done. We function like a family - everyone has a voice, decisions should not be made without hearing from everyone and getting consensus, we keep our own "rooms" clean and help out with the common space. From Diane: The Adirondack Artists Guild operates like an Iroquois family. Everyone works together and gives what they feel they can. Some can and /or will give more and /or less. Everyone's strengths are different. Each is used and appreciated in it's own way. The group as a whole has tried to accommodate everyone's input and incorporate it into the whole. No one person has any greater authority than anyone else. Different roles appear to have more weight but in reality no one person's role is anymore important than the next. Some just get more play time due to the nature of the role. T* he whole is greater than the sum of the parts. E* very task they dislike is being done by a person who loves to do it. A* cknowledgment of each contribution is as important as remuneration. M* anaging the team takes less time than doing it all alone General Operations Hours: Summer - Mon-Wed. & Sat.: 10-5; Thurs. & Fri. 10-7; Sun. 12-3. Winter: Tues. - Sat., 10-5; Sun. 12-3; closed Mondays. With 14 members, 3 of which are non-sitting, the sitters need to each work/manage the gallery 3 times a month, during the winter and 3-4 times a month during the summer. We meet regularly once a month, usually the last Tuesday of the month at 5 pm. Business is discussed; finances reviewed; decisions basically made with the approval of the majority present. We have a specific gallery logo that should appear on all advertising and promotional materials. Each artist will get a specific section of wall space; window space can also be used (usually the featured show/artist gets the space in one window). Artist's display areas are rotated each month and the new diagram will be available at the monthly meeting. Work is usually expected to be rotated that day or within a day or so, so that by Friday the gallery should be fully hung. A "featured artist" solo exhibit (usually in the space behind the desk) is provided for each member about once every 2 years. Artists are responsible for their own postcards and advertising, although Eleanor is happy to submit press releases for your exhibit. Purchasing Items for the Gallery If something needs to be purchased for the gallery, please get approval of the membership for anything over $100. Other items can be purchased when necessary and an expense voucher and receipt needs to be submitted. Vouchers are in the notebook that contains the daily financial summry forms. There is also a gallery credit card available. Rent Checks There is a grey binder in the 2nd drawer on the right - in it is a labeled 5x7 envelope where rent checks are to be deposited and another 5x7 envelope where checks to artists for sold items are placed. Pay rent on time - due the 20th of each month for the upcoming month. Current rent: $85 for sitting members; $110 for non-sitting members. Burdette is our bookkeeper and Sandy will assist him. He will pick up and deposit the rent checks, pay the bills, and provide financial statements. Rent basically covers rent for the building (heat is included); electiricy, insurance, phone, basic advertising, bookkeeping costs, and credit card service. Money generated from sales covers other gallery expenses, i.e., replacement lights, printing and duplicating costs, additional advertising and ? Gallery receives 15% commission on sales of work by sitting artists and 30% from non-sitting artists. Advertising ALL ADVERTISING MUST GO THROUGH THE ADVERTISING COMMITTEE - DO NOT AGREE TO ANY ADS WITHOUT GOING THROUGH THE COMMITTEE. We have to carefully budget and coordinate our ads. Keys Everyone gets a front door key and a cash drawer key. Keys to the back storage room are in the cash drawer plus one (with a cookie key chain) is in the top drawer on the left side of the desk, for ease of use (don't have to unlock the cash drawer). There is a contact list for all members posted on the wall above the file cabinet. Keep it updated. Other Exhibit Connections: the Wawbeek (Nancy "coordinates"), the Downtown Diner in Lake Placid (Barry "coordinates" - thanks to Sherrie for doing it in the past). |
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| Produce and hang your wonderful artwork, rotate work and location so people will always see a fresh new look every month, replace work that is sold, keep name tags up to date, attend meetings & openings; help out on "work" days. Group email is often used to discuss issues and topics prior to or instead of meetings. Gallery tags are in a box in the drawer below the cash drawer. Let Barry know if you run low on tags. There are also separate tags for work on display at the Wawbeek. If you can't make it when work is scheduled to be rotated in the gallery, just let us know and someone will help you out and do it for you. If you are unable to work when scheduled, or have to leave early or come in late, please notify the membership via phone and/or email and try to arrange for someone to cover for you. Weather: if bad weather makes travel difficult for out of town sitters, try contacting a local person - most shops in town stay open in bad weather. Keep Guild "Bio" book & web site updated. Provide information to Meg for the web site: digital images, artist's statement, prices, etc. There are many other tasks that need to be taken care of: see Individual Responsibilities Duties While Working in the Gallery When working, come in early to sweep the gallery, sweep off sidwalk, straighten up, put potted plants out on the steps, turn on the lights, put sandwich board outside, put awning down in summer. Turn "Open" sign in front door. Water plants and flowers according to a schedule (someone should write this on the calendar). Straighten up flyers, business cards, throw away out of date announcements. There is a schedule posted for each day of the week that lists things that should be done. Cleaning supplies are located in the closet. Ladders are in the stairway to the basement where the light switches are. Phone: answer with something like "hello, this is the Adirondack Artists' Guild Gallery, ----------- speaking". Check answering machine for messages. Trash should be put out on Thursdays. Mail: Put bills into an envelope in the grey binder labeled "bills & invoices". If uncertain about mail - leave it on the desk and someone will take care of it. Sitting artists are encouraged to bring work in - many customers seem to enjoy seeing artists at work and it gives you a great opportunity to talk about your own work. There is a notebook for recording things about the day, and a chart to record how many customers came in, how many sales there were, etc. Try to greet people when they come in - welcome them to the gallery, ask if they have been in before - if not, tell them we are a cooperative gallery of 14 local artists and we all take turns working there; make people feel welcome, but don't intrude on their time to look at artwork; if they spend a lot of time in one area it sometimes helps to ask if there is anything you can help them with, or if they have any questions; Eleanor's polaroid transfers seem to invite questions, so it's often possible to engage people in conversation that way. Thank them for coming in. If you have to leave (to buy some lunch, run to the post office, etc.), use the little moveable clock sign on the door to indicate when you will be back - and be back when you say you will. When closing, bring plants in, turn off lights and fans, make sure cash drawer is locked, storage room and back door is locked, and basement door locked. Bring sandwich board sign in. Leave designated light on in window. Leave neon "ART GALLERY"sign on all the time. |
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| Who goes to the bank to deposit checks & cash? Burdette and Sandy. Who makes sure there is adequate cash in the drawer? same Use the computer program to record sales and print receipts - just follow the steps; it's nice to get the name and address of the customer - you have to get it if they are using a credit card; ask if they would like to be added to our mailing list; print out 2 receipts so you can give one to the customer. Sometimes if you skip around in the sales program the text boxes turn black and you are unable to type in them - just try doing a "new receipt" or quit the application and then open it back up again. Credit cards sales - there is no minimum. Have customer sign the "merchant copy" of the receipt and staple it to the computer printed receipt. This goes into the cash drawer. Give customer a copy of the computer printer receipt and the "customer copy" of the credit card receipt. Credit card machine problems: If credit card machine does not seem to be working, it may be because someone forgot to do the "batch out" of the previous day - do it and it should work. Also check all plugs and especially the phone line plug (above file cabinet) if machine doens't work. Phone sales (for example from the Downtown Diner) can be handled by typing the "1" key on the credit card machine - that allows you to enter a card number and expiration date by hand. End of Day Sales Report Green forms in the plastic folder on the desktop - the forms must be filled out each day, even if no sales. Look over your receipts for the day and fill out the form. If you had credit card sales, follow the "batch out" directions on the credit card machine and staple the printed report (total of day's credit card sales) to the green daily report form. Count the money - even if no sales - someone might have made a deposit and the amount of money in the drawer might not be the same as the previous day. The green forms will be used by Burdette to summarize monthly sales. Handling Sales of Artwork There are paper bags to put cards, matted artwork, etc. in. Larger plastic bags are also available. Most of the bags and wrapping supplies are in the back room. If people are traveling and need extensive bubble-wrapping, it's OK to charge an extra dollar for it. (add to bottom of receipt.) Gallery phone should not be used for personal long distance calls. Signing up or purchasing ads should be a Guild decision - do not sign up for anything without checking with the Business Committee (unless you know from experience that it is something that needs to be done). Gift certificates & Gift Registry (need more details about this) |
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There are many tasks that certain individuals seem to take care of, but help may be welcome or needed - new tasks may arise as well.
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| Treat all work with respect! Framed pieces should always be handled by the sides, not by the hanging wire or the top of the frame. Be cautious about stacking or leaning pieces against each other - if necessary - put fronts to fronts and backs to backs; be very careful with stretched canvas paintings - do not let frames or other objects poke into the canvas. There is a box of steel nails that are very good to use in the gallery. Other hanging materials are in the drawers on the left side of the desk. Ladders are in the storage room. Shelf space is available in the back storage room - be cautious about leaning work against each other and do not put large pieces (that stick way out) on the shelves. |
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| Try to attend, bring some friends, and bring something to eat or drink. When it is a featured artist show, the artist usually takes responsibility for refreshments but help is always welcome. There is a folding table in the back room which should be set up in the middle of the gallery space with the narrow end towards the front door. |
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| So you're Gonna have a Show! First things first and then last things first. Make art like mad. Know the date. When working with other gallerys a contract is usually exchanged with Artist and Gallery responsibilitites In the case of the AAG, it is mostly all the showing artists responsibility. Once I get a date I work backwards. Like planning a project. That gives room for drop dead dates. Six months ahead just create. Two months ahead design and produce invite card. If sending out to be produced (the best way - I have done both) send completed materials to printer allowing for about two weeks turn around. Get the address list from the Guild. Burdette has a thin and fat one. Address if not using labels give time to write. Mailing is best about two weeks before the reception any earlier and people forget. Press Release: Review bio and artist statement. Follow the newspaper style and you can get a two column article in unchanged. i.e., Who what when where why in the first paragraph. History, joined Guild in ..., Use a couple of your own quotes like you interviewed yourself. Close with info on the Adirondack Artists' Guild and our statement and contact info including the web address. Eleanor can help with proofing and English and The PR LIST. Send it everywhere. One week before call the Enterprise (891-2600) to remind them. Let them know when you are hanging and they'll take advantage of the easy story. Three or two weeks ahead is crunch time. Framing adding and subtracting pieces. Name and list all pieces with prices - 30 is a good number of copies to have available. Print up a statement. Have mini-hand outs, cards etc. Pack for the trip the night before hanging. Mull what you may forget - Hang kit etc For Reception: A couple of bottles of wine, a twelve pack, juice or punch - the Guild has a punch bowl. Food, snacks. Traditionally Guilders have kicked in to help with hors douvres. Pot luck. Set up reception a couple of hours early. It's just moving chairs and tables. Got flowers? Bring some. Any CD you would like in the back ground. Relax and have fun. Everyone loves your |
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| Art Walks, Holiday events, Block Party, Artists in the Garden, booths at other venues, etc. - try to participate and contribute. Try to attend other openings that guild members are involved in - and share dates of any exhibits you have. Send emails to notify people of juried shows and exhibition opportunities; try to help out in terms of delivering and picking work up from shows. Juried Show Usually held in Feb./March. Barry has designed the prospectus and usually updates it each year. Members need to volunteer to fold, stamp and mail the prospectus, help on the days when the work is due, and when it is juried. Most of the time a non-member, artist is asked to be the juror. One person should take charge of recording all the entries, creating a master list, and sending out the acceptance/rejection notices. Email works fine for those who provide an email address. Prize winners should be notified ahead of time - no need to tell what prize they won - but notication helps make sure they attend. Publicity: PR announcing the show and the drop-off dates should be sent to media about 3 weeks in advance, with perhaps a follow-up reminder. Information about the opening should be sent out 2 weeks prior to the opening. Winners names and pictures should be sent out as soon as possible after the show opens in order to get publicity while it is still up. The master list should be used to check off people who pick up rejected work, as well as when the show closes and artists pick up their work - have them initial and date next to their name for verification. Workshops, presentations & Classes Setting up workshops or programs is encouraged - anything to bring people into the gallery and get us into the news media. When charging for a workshop the general policy is that the gallery should get 30% of any fees charged. The gallery may be used for workshops. All publicity should highlight the gallery; contact information can be the gallery as long as an information/sign-up sheet is provided for the desk so people will know how to respond to questions. |
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