Sugar Magnolia wrote:
This might be the wrong thread, but it is "arts" so maybe not.
We're planning a Nasty Woman Exhibition here!!!
We've been planning it for a little minute but I didn't want to say anything until it was a done deal. Well, after my meeting this morning with our chosen charity (My Brother's Keeper) it's a done deal! It's been several years since I planned a large event like this so I'm a little nervous about forgetting something but I'm incredibly excited about pulling it off. Right now, we have no idea how many artists to expect or how many sales we might make or anything else, but I've put out the call for submissions on FB and finished all the forms, so no backing out at this point.
The show is planned for March 23-26 and I can't wait to see what the artists submit. I can't wait to "discover" what my own piece is going to be too. 3 of the 4 artists in the studio are exploring doing some collaborations too. Can't wait to see how that comes out.
Many years ago I was the show chairman for an Orchid Society. I probably will forget half of what all went into it, but I set up committees to handle each area because an AOS judged Orchid Show is a pretty big deal (among orchid lovers) and people came from all over the world (vendors). One example was the year we set up in a mall. There was a huge amount of planning and coordinating that went on for judging - selecting a head judge, phone meetings, usually the head judge would determine whether he/she wanted to select judges, otherwise that falls to the show chairman. AOS paperwork, yada yada yada - anyway, I'm babbling about things that don't apply, but...maybe some of this babble will remind you of something that does apply.
Here is a basic list of things I can still (barely) remember....I'm sure I'm forgetting a bunch of things.
1. Determine what size and how many vendor and/or display spaces you will have - then you have to invite vendors/exhibitors. If you are doing this in a public space you may have to follow someone else's rules as to what time you can set up (so as not to interfere with business, like the years we had our show in the mall).
2. Send the rules to the vendors and exhibitors regarding setup time - how early are they allowed to arrive. What time must they have their exhibit setup complete. This is crucial if it involves setting up at a venue where a Fire Marshall inspection will be required. Your vendors all have to be set up and everything out of aisles prior to the Fire Marshall arriving. Someone will need to mark off vendor spaces, we used masking tape. Put signs on the spaces with the name of the vendor/exhibitor so they will know where to set up.
3. Advertising - how much and what kind.
4. Arrange space for volunteers who will be working the show - coffee, donuts, chairs, tables, etc. If your event is spread over several days (our shows spanned five days, including the judging day), you will need a volunteer schedule.
5. You may have to arrange for the Fire Marshall to inspect the setup. I always had a three hour time span for setups and if our setup time was between 4 am - 7 am I would have the Fire Marshall come around 6:45.
6. Plan for any activities that are going to be taking place. Who will be involved, who will coordinate, etc. Example - we usually had a contest for orchid arrangements. One category for experienced/professional arrangers and one for novices. Where will those activities take place? Does someone need to make a schedule? Does someone need to be in charge of keeping the events "flowing", reminding the next group they are "up" in 10 minutes, etc.
7. Will you need microphones or other media equipment? Where will you get it from?
8. Will there be a need for a check-in table of some kind? Someone will need to design the checklist. Name tags. Sashes for volunteers so if people need help, they can easily spot a volunteer.
Edit: Sorry my list is a hodge podge and not in good order and not considering which things are done prior to show day and which things are done immediately before set up, etc. But, of course you know that.