Alresford Art Society

ALRESFORD ART SOCIETY EXHIBITION MANUAL

EXHIBITION SUB-COMMITTEE

This Sub-Committee consists of two full committee members, one of whom will act as Exhibition Secretary, plus others co-opted from amongst the membership.

EXHIBITION SECRETARY

Overall responsibility to the Committee for the Exhibition, and specifically:

1. Oversight of systems and procedures.
2. Design and layout of the exhibition space.
3. Overall organisation of collecting in, hanging and removal of artwork for the exhibition, notably:
1. Organisation of a team of people to collect and erect screens.
2. Organisation of a team of four people to receive artwork handed in for the exhibition,
3. checking for correct labelling and hanging condition of submissions, including those for portfolios.
4. Organisation of a team to receive cards for sale.
5. Organisation of a team to hang and display work.

The Exhibition Secretary will be responsible for overseeing the hanging – their word will be final.

 

ASSISTANT SECRETARY

ENTRY OF EXHIBITS

1. To gain full Committee's agreement as to the criteria for Exhibition entries, and the arrangements for the submission and removal of exhibits.
2. To ensure that a clear statement of such criteria is circulated to all members in Advance of the receipt of entries, be this with, or separate from, the Entry Form.
3. To design an appropriate Entry Form, ensure each member receives one, and invite entries by a specified date.
4. Receive Entry Forms and cheques from members.
5. For valid entries compile an “Exhibitor List”, showing under artist's name all paintings and folios entered by them.
6. Two days after closing date finalise the listing and sort into alphabetical order, giving each entry a sequential number.
7. Print each exhibit description and entry number onto a card.
8. Pass all entry forms and cheques to the Treasurer.
9. Prepare copies of the Exhibitors list for use by Stewards booking in entries.
10. After hanging and setting up of the exhibits, and recording of the location of the exhibits, add the location numbers onto the Exhibitor list computer file.
11. Print this list for the Treasurer to record sales.
12. Print copies of the list as a catalogue.
13. Prepare several copies of the catalogue for registering sales and for final day “letting go” of exhibits.

TREASURER'S ROLE

The Treasurer is responsible for the following:

1. Establishing the necessary financial procedures for conduct of the Exhibition.
2. Preparing a clear statement for Stewards and others as to their responsibilities, and the procedures to be followed.
3. Establishing a system by which paid membership, and thus eligibility to enter, may be easily determined.
4. The daily float, receptacles for money, invoice book for sales, red spots and raffle books.
5. Counting the sales and raffle money each evening with a committee member.
6. As the treasurer brings the float each morning it has been convenient (but not obligatory) for him/her to be key-holder for the hall.
7. After the hanging of the exhibition is complete the treasurer makes sure that all the financial details are in place.
8. The treasurer keeps the sales record book.
9. The treasurer pays artists for sales of artwork including portfolio work. At present Commission to AAS is 20%.

ARRANGEMENTS FOR THE EXHIBITION PREVIEW

The Chairman and Committee should arrange for:

1. an invited guest to open the exhibition, if agreed
2. a committee member to buy wine and soft drinks
3. two A2 posters inside the hall on windows facing the street
4. a raffle, prizes and people to sell raffle tickets
5. the organisation of a prize for the public choice picture
6. information about the society, along with membership forms to be available
7. publicity boards to be placed outside.

SETTING UP THE EXHIBITION

1. The display screens to be collected for delivery to the Community Centre at about 12.30 pm .
2. Parking cones to be retained in co-operation with the previous occupiers and set outside the Hall.
3. A display screen erection team to be available from 1 pm to erect the screens under the supervision of a subcommittee member.
4. This team will then be responsible for erecting and setting up all the relevant display material to enable paintings to be hung and advertising details to be displayed on and around the hall.
5. All screens to be sequentially numbered as per layout.
6. A committee member to put out the advertising signs on the outskirts of the town.
7. The large banner to be fixed outside the hall.

HANGING AND DISPLAYING THE EXHIBITS

1. Two tables, each manned by two people, to receive entries from A-M and N-Z.
2. All entries to have an identification label and to be in a good hanging condition as specified in the criteria circulated to members. (The Exhibition Secretary reserves the right to reject submissions not complying).
3. Entries accepted by ticking off the exhibits against the Exhibitor list, checking Artist, Title, Medium, and Price.
4. An identification card should be attached to the exhibit and all entries should be carefully stacked from where they can be picked up for hanging.
5. A further group to hang the exhibits, at the Exhibition Secretary's discretion. Ideally this should consist of three teams each of two people who will work together.
   One of each pair should, if possible, be experienced enough to guide the other.
6. Once exhibits have all been hung each should then have affixed its description card, their location being added to the Exhibitor List.
7. A maximum of 30 cards will be accepted from each artist, all priced at £1.50.
8. A maximum of two paintings shall be submitted per member. Application form follows.

STEWARDING

1. A stewarding duty rota should be established well before the opening day.
2. There should be a member of the committee on duty at the exhibition at all times.
3. There should be three stewards on duty: one should deal with sales, one oversee the raffle, the third chat to visitors and organise the voting for the "The public's choice".
4. Sales should be dealt with on a table separate from the raffle.
5. Sales should be carefully invoiced, making sure of the purchaser's name, address and telephone number.
6. Sales should be clearly marked on the Exhibitors List by being struck through in red ink.

CLOSING DOWN THE EXHIBITION

1. Set up two tables adjacent to the main entrance, to book out all paintings. One table to cater for exhibitors A - M and the other for exhibitors N - Z, each to be manned by two stewards.
2. Set up third table to deal with sold items in the back room.
3. Half an hour before the intended close, remove all cards to back room for counting and accounting.
4. At 3.50pm draw the raffle, then declare the Exhibition closed.
5. Unsold cards may now be returned to their artist.
6. Of the paintings, those sold should to be taken down first. This should only be done by stewards of the Society. These should then be taken to a “sold paintings” area, to be booked out to the appropriate purchasers.
7. No sold painting can be released without disclosure of identity and the purchaser showing the receipt given to them at the time of purchase.
8. Use the Treasurer's marked up Exhibitor list to record collection of each exhibit.
9. When all sold paintings have been removed from the exhibition screens, the unsold paintings may be taken down by the artist or a a steward and taken to the appropriate table to be booked out by a steward. Purchasers will be encouraged to enter the Community Centre by the main door and leave by the same way. They will be given a pink slip to indicate that they are the legitimate owner of the painting.
10. Care should always be taken to ensure paintings are returned to the right artist.
11. Other than by arrangement and in exceptional circumstances all paintings must be removed by the time stated on the prospectus/entry form.
12. There is a need for specific arrangements and teams for after the exhibition, notably:
1. A dismantling team will be needed to take down and transport stands.
2. The room must be left cleared and cleaned to booking standards.
   This requires four people – and not just Committee members.