Volunteers
admin June 14th, 2008
Each year well over 300 volunteers join together to work on the Sidney Fine Art Show. With 1,250 entries expected for adjudication, the Show is a huge project for a town the size of Sidney to take on.
You can help!
A volunteer sign-up form for Adjudication in September and the Show in October is available for download below, and at the Community Arts Centre, 9565 Fifth St., Sidney, in Tulista Park (corner of 5th and Weiler). You can mail your application to: Sidney Fine Art Show, Box 2221, Sidney, B.C. V8L 3S8. Please mark it to the attention of: Volunteer Co-ordinator.
You can also drop off your completed application at the Centre. The Centre is staffed during office hours, Monday to Friday, 10 – 4. If you happen to arrive outside of office hours, hopefully the Artisan volunteers will also be able to direct you to the Sidney Fine Art Show volunteer forms. If the Centre is not open, you may also use the letter slot at the rear (seaside) entrance to the centre.
Download the Volunteer Sign-up Form. Note that you will need Adobe Reader – if you don’t have this it can be downloaded free using the link below.
Download Adobe Reader
The volunteer sign-up form will be asking you:
Name
Address
Postal Code
Telephone (res and cell)
Email Address (please print this carefully as we increasingly rely on this to communicate with you)
Do you live in the Sidney area and would you be willing to be called as backup with short notice?
Have you restrictions such as a) sitting/standing or b) lifting?
Dates, times and positions you’d prefer for:
Adjudication (Sept 12, 13, 14, 15)
October Intake, Show & Pick-up (Oct. 12, 14 evening, 15, 16, 17)
The positions required are described below.
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VOLUNTEER POSITIONS REQUIRED IN SEPTEMBER DURING ADJUDICATION
GREETER
– Present at the front doors to Mary Winspear Centre at all times, friendly welcome!
– Direct people to the appropriate tables to unpack/pack and register.
– Prevent unauthorized entry during adjudication process.
– Confirm that artists have their Art ID Forms (receipt) ready before they proceed to table.
UNPACK/PACK TABLE
– Assist as required as artists unpack or pack their pieces – ensure nothing falls etc. – however, do not do it for them or interfere.
– Keep the area clear of packing materials.
– Remind artists to take their packing material home with them and bring it back at the close of Adjudication.
RUNNER (confidentiality is important)
– Significant walking and lifting required.
– Need to be able to move artwork during adjudication, each day slightly different duties.
– Will wear white gloves, need comfy clothes and running shoes.
– Use bubble wrap provided to protect artwork.
(More detailed instructions will be provided at check-in.)
ARTWORK CREW MEMBER (confidentiality is important)
– Significant walking and lifting required.
– Will work in the Bodine Hall, taking art work from runners and arranging artwork in numerical order.
– During adjudication process will keep artwork in numerical order – use bubble wrap provided to protect artwork.
– During artwork pick-up, you will be checking numbers on artwork with numbers on pink slips.
(More detailed instructions will be provided at check-in.)
COFFEE/FOOD HELPER
– Needed during adjudication process to organize the ordered food for the volunteers.
– Ensure food and beverages are available only to the volunteers.
– Further details will be posted in the kitchen.
SORTER/CHECKER
– Check artwork location is correct by number, ready for next day process.
ROOM 2 HELPER
– Assist with the heavy/large items.
– Provide security at doors to ensure no extra people are in the room.
– Ensure artwork and yellow ID info stay together.
DOOR SECURITY
– Double-check the artist receipt against the artwork numbers as they leave as a final check that they received the correct pieces.
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VOLUNTEER POSITIONS REQUIRED IN OCTOBER FOR THE SHOW
ART DROP-OFF
GREETER
– Present at the front doors to Mary Winspear Centre at all times.
– Friendly welcome.
– Needs to know the whole process to welcome people
– Confirm artists have their yellow slips still attached to artwork.
– Direct people to the appropriate tables to unpack and register.
UNPACK TABLE/RUNNER/ART WORK CREW
– Same instructions as for Adjudication process
TABLE RECORDER
– Have to be VERY accurate to check details of artwork brought in and matched to tags.
SHOW BINDERS
– As artists come in remind them that they need to place a one-page CV in a plastic sleeve and into each of the 3 binders. Help/check the alphabetizing process.
SHOW DAYS
GREETER
– Present at the front doors to Mary Winspear Centre at all times.
– Friendly welcome.
– Needs to know the whole process to welcome people, shows place to buy tickets, use 3 lines, shows where raffle tickets may be purchased, shows jurors displays, know where they can purchase artwork at the Sales Desk, tell about book to write/leave comments
TICKET SELLER
– a sit down job inside at the entrance, must be able to handle money and needs to know details of show, (will be told when you get there)
– know colours of tickets, knows about volunteer tickets only for Thursday Opening,-explain TICKETS, ‘People’s Choice’ ticket, and door prize.
– ticket can be used to return so advise to keep until last visit and then deposit for people’s choice, some are 3-day passes, others for only one day.
– know about fall studio tours, Peninsula ArtSea Festival, and remind about free shuttle down Beacon.
SHOW ATTENDANT (a standing job)
– could be at the entrance door giving out booklets, at the exit making sure no one enters by that door, could be on the floor with clipboards answering questions about where certain pieces of work are located, wearing white gloves to straighten paintings, security just observing.
– will be assigned to spots when you arrive.
– be prepared to circulate and trade spots as needed.
– A person will be assigned to security to stand by doors if they need to be left open, and to watch items that are large and should not be touched, or small and may be easily moved.
SUNDAY NIGHT PICK-UP CREW (Last shift)
GREETER
–Directs purchasers to right and artists to room 2.
TABLE RECORDER IN ROOM 2
–Have to be VERY accurate to check details of artwork being picked up and initial appropriate places.
RUNNER
–First help purchasers find work, check receipt with artwork number
–Escort them to door where a door security will again match numbers
–Show them where they can pack up their work.
–After purchasers finished then help artists get their work, again be careful to match number of receipt with artwork.
PACK TABLE
–Assist purchaser or artist as required pack their pieces – ensure nothing falls etc – however, do not do it for them or interfere.
DOOR SECURITY
–Double-check the artist or purchaser receipt against the artwork numbers as they leave as a final check that they received the correct pieces
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We do appreciate your consideration in being flexible with respect to shifts and assigned positions. Our volunteer organizers are practically saints and make every effort, but it is not always possible to coordinate everyone’s preferences.
There are a few positions that everyone envies thinking they look like nice “sitting” jobs. Unfortunately, from past experience we know that contrary to appearance, some of these are the “high stress” positions due to the pace and exacting nature. So we please ask for courtesy with respect to the judgement of organizers in assigning positions. We want everyone to have fun!
Closer to the adjudication and show dates we will advise you by email of your assigned shifts (We will not be phoning you unless we have questions with your form). You will be asked to confirm, or advise of any issues by return email or by coming into Tulista Centre.
We so look forward to reconnecting with all of last year’s wonderful volunteers and meeting new people. Pass the word!
