Guidelines for Committee Chairpersons
Johnstown art by Ralph Clemenson
Allied Artists of Johnstown Logo
The Executive Board must be kept informed of your committee’s progress, per Article Vll, Section 5 of the Allied Artists of Johnstown By-Laws which states “All projects of all committees must first be approved by the Executive Board before execution thereof”.
Chairpersons may choose the members of their own committees as needed. A list of members who have volunteered their services in various areas is available upon request.

Record Keeping:
Your responsibility as chairperson of a committee includes keeping accurate records. If you are chairing an exhibit, you will be given the appropriate file box which contains the records of past exhibits of the particular show you are chairing. (Example; Winter Show, Spring, Summer and Annual or Fall Show). Create a new file folder labeled for the particular exhibit you are chairing (ex; Winter Exhibit 2009). Each file folder should contain the following information:
1.a record of all contacts made regarding your committee, exhibit or project.
2.include copies of all written correspondence (letters, e-mails, faxes, etc.).
3.a list of committee members and volunteers and their specific responsibilities.
4.copies of all news and press related items.
5.a record of ALL expenditures. Forms for this purpose are available and should be included with this information. If you need these forms or additional ones, please contact a member of the executive board.
6.a copy of the prospectus, invitation, program, etc.
7.a completed Final Report Form (included).
Note: This file folder and the file box are to be turned in by you at the completion of the exhibit/project.

Procedure for Exhibits
Choosing a Juror:
If the show is to be juried, at least 3 months prior to the scheduled opening date, (there will be occasions when time is more limited) select 3 jurors names to present to the board for final selection. In most cases, the board will approve the juror of your choice based upon your recommendation, so please choose wisely. Jurors should be more qualified than the majority of our member artists.  Remember that the juror chooses the art work and any new artists that will become members if their work is accepted, which reflects on Allied Artists as a whole. The juror should have the expertise necessary to choose works which are well executed, original and appropriate for public display. A Jurors Binder is available to help you choose, which includes resumes’ and information about many regional artists who have extensive experience as jurors. You may also choose someone you are familiar with if you feel they have the appropriate training and skills.
Once the board has approved of your choices, contact the juror to  confirm his/her availability for the judging date (you may have to contact your second or third choice to secure a juror for the date needed).  At this time, inform the juror of the juror’s compensation amount and request a brief biography and updated resume’ to be added to the Jurors Binder and used for publicity purposes. The juror compensation amount is $200.00. Contact the treasurer with the juror’s name to have a check prepared to be given to the juror on the judging date.

Show Prospectus:
       A Show Prospectus is basically a letter mailed to all AAJ members which explains the rules and regulations of the exhibition and includes all the necessary information to enter. The prospectus should be mailed at least 2 months prior to the judging date and
include the following:
1.Location of the show
2.Juror’s name and title (if appropriate) and some brief information about the juror.
3.Show dates; Receiving, judging, pick-up (both accepted and rejected works), hanging, opening reception date and place, show closing date and final pick-up date of art work.
4.Responsibility clause.
5.Entry fee amount (with reminder that annual dues must be paid at time of entering if not previously paid). The entry fee for the Winter, Spring and Summer Exhibits is $15.00 for up to three pieces. The entry fee for the Annual Exhibit is $25.00 for up to three pieces. Annual dues paid prior to March 31 is $25.00, paid after March 31, the annual dues is $35.00.
6.Entry guidelines and restrictions (size, acceptable framing and hanging methods, subject matter, etc.). All of the above information is available on previous examples of a prospectus and by contacting previous chairpersons.
7.Chairperson/co-chairpersons’ name and contact information in case there are any show related questions.

Will include the following:
1.Sending invitations announcing the exhibit and opening reception date to all AAJ non-member patrons, and any persons of interest. Contact the patron chairperson for a
list of patrons and the “invitation” procedure.
2.Contact the media and create and send a press release to local newspapers. (Examples are available).

Receiving & Hanging:
       Think through the check-in procedure in advance. The following tips will help the receiving and hanging procedure go smoothly:
1.Prior to the check-in date contact the membership secretary to obtain a list of members who have previously paid their annual dues. This way you will know if an individual needs to pay both their entry fee and annual dues. Remember that any individual who is not an AAJ member and entering a show for the first time must pay the entry fee plus the annual dues at time of entry. If the individual is not accepted as an AAJ member, the annual dues amount is refunded when they pick up their art work. Also, make sure you contact the treasurer to obtain the check to pay the juror.
2.Arrive early to set up and make sure those who are working with you understand what to do.
3.Post reminders of the pick-up time. All individuals are responsible to pick up their art work at the designated pick up time.
4.Have extra forms on hand (copies of prospectus, entry forms) in case anyone may need them.
5.Prepare two separate envelopes, one marked Entry Slips, the other marked Entry Fees/Annual Dues. Place the copy of the entry form for each work entered in the Entry Slips envelope and place all monies (cash, checks) in the Fees & Dues envelope. When receiving and hanging are completed, give the Fees & Dues envelope to the treasurer and place the Entry Slips envelope in your show file folder.
6.It is advisable to have a laptop computer or notebook on hand to list all of the entries. See the attached example sheet regarding how to set up this list.
7.After you have received the appropriate fees and/or dues, make sure the individual has completed two entry forms for each work submitted, one is handed to you, the other is securely attached to the back (or bottom if 3-D) of the work.
NOTE: Please observe if the work complies with exhibit stipulations; size, content, proper hanging regulations, etc.
8.Make sure the works are carefully and safely handled when placed for viewing by the judge. Some artists may prefer to personally handle and place their work in the designated viewing area.
9.Encourage artists to vacate the receiving area in a timely manner. When the juror arrives, only committee members should be present.
NOTE: IT IS ESSENTIAL THAT COMMITTEE MEMBERS REFRAIN FROM INFLUENCING THE JUROR IN ANY WAY. You may answer direct questions, but refrain from offering opinions. Most jurors prefer a quiet atmosphere in which to work.
10. When the juror has made his decision, ask him to identify the works that have been rejected by turning them face backwards. Make note of these on your list of entries. Then
have the juror identify the winning works and the specific award he has chosen for each. Make note of these on your list of entries. The juror’s job is done. PAY THE JUROR.
11. DOUBLE CHECK your list of entries to make sure you know  the winning entries and the specific award, the rejected entries and the total number of works that have been accepted for exhibit.
12. Tally all monies received and reconcile the total with the number of individuals who entered and paid entry fees and/or dues.
13. You may now begin hanging the exhibit. For the Winter, Spring and Summer Shows, AAJ committee members hang the show directly after the judging has taken place. For the Annual or Fall Show the staff at Southern Alleghenies Museum of Art hangs the exhibit. Procedures for this show are unique, please consult a member of the executive board for full details.
14. Once the exhibit is hung, please be sure to clean up and put away any tables, chairs, etc. that have been used in the exhibit area.  Remember that those who are supplying the
space for AAJ to exhibit are our friends and patrons.

Items & Supplies needed for Receiving & Hanging:
List of members who have paid their annual dues.
Check to pay juror.
Extra copies of prospectus & entry form.
Signs to post regarding pick-up time.
Envelopes for money & entry slips.
Laptop computer, notebook to create list of entries.
Extra pens, pencils, scissors & tape to attach entry slips to works.
Nails, hammers, staple gun, glass cleaner, paper towels (optional depending on the gallery or exhibit space).

Additional Duties:
The following duties will need to be completed before the opening reception date, which in many cases is scheduled within one week of the receiving date. Plan ahead and as a committee, use your time wisely:
1.Plan the design and lay-out of the exhibit program in advance so that once you have all the information which needs to be included (list of exhibiting artists, award winners and name of award, juror statement and recognition, list of patrons/contributors, etc.) you can easily and quickly have the programs printed and ready for distribution. Please remember to post the name and phone number of the current AAJ president on the program as a means of providing contact information for those who wish to purchase any art works.
2.Prepare recognition tags (didactics) for each work to be exhibited. The tags should include; Artists’ name, title of work, media and price. Someone from your committee will be responsible to make sure the tags are properly placed with each work prior to the opening reception.
3.Plan the refreshments and purchase any necessary food, drinks and tableware for the reception. Call members on the volunteer list to bring food and drinks. AAJ has a punch bowl available for these occasions, please ask.
4.Contact the membership secretary to relay names and contact information about any new members which have been accepted into AAJ through having their work included in the exhibit, and give the names of any members who paid their annual dues.
5.Contact the award winners so they can plan to attend the opening reception and be recognized.
6.Contact the treasurer with a list of the award winners, which award and its cash value. Make sure you arrange to obtain the award checks to be handed out the evening of the reception. 
NOTE: Keep all receipts for any purchases or expenses related to the exhibit. You will need to turn these in with your completed Expense form for reimbursement.

Opening Reception:
1.Arrive early to arrange tables and chairs if not already arranged, and to dress table and arrange food and drinks.
2.Make sure that exhibit programs are available and easily accessible. Make sure that all works have the proper recognition tags. Place the AAJ Exhibit sign in the exhibit area where it can be easily seen.
3.Insure that you have the award winner’s checks. In most cases the president will present the awards with the chairperson’s assistance.
4.When the reception has ended, the committee will clean up and return any tables and chairs to their original place.

Exhibit Closing:
1.It is advisable to contact the exhibiting artists (e-mail or phone) with a reminder to pick up their work.
2.Bring any supplies you may need to take down the show and remove all nails, recognition tags, etc.
3.Complete any necessary paperwork that must be handed in to the executive board; Exhibit Final Report Form and Purchase Statement/Expense Report with receipts attached.
4.Remember to return the AAJ Exhibit sign, punch bowl, etc.
5.Return your file box with copies of all transactions, letters, forms, lists, correspondence, publicity, etc. in the file folder you created.