Purpose of Position
Responsible for scheduling, coordinating, and staging about six workshops per year.
SPECIFIC DUTIES:
Workshop Scheduling The workshops scheduled for a year should be of a variety such as realistic painting, abstract, figure and portrait and landscape painting. Every few years, one of these should have an outdoor component. Three workshops are to be 5-day workshops. For these, the artist must be nationally known, and have published at least one book.
A. Contact artist and determine dates, feasibility, etc. Workshops are normally scheduled around the third week of the month so that the instructor can be the demonstrator at the General Meeting. Also, work with VP-Shows, VP-Program Director, Chair of Annual Show to ascertain the timing of events where noted artist may be available to put on a workshop. Contact other art organizations within California for the possibility of splitting the costs on obtaining an artist from the east coast. Solicit suggestions for instructors at the General Meetings and from members. 5-day Workshop instructors should live more than 4 hours driving time from the East Bay Area. This is because CWA should offer workshops by instructors that are not easily available to members. 2-day workshops can be done by nearby artists.
For the Annual Show, the artist who judges the show arrives on Sunday, judges the show in San Francisco on Monday, and then does a 5-day workshop and does the demo at the General Meeting on Wednesday night. Coordinate the selection of this artist with the Chair of the Annual Show.
B. Secure a signed contract with the artist as soon as possible. Send a copy of the signed contract to the President.
C. Ask each artist for several slides of artist's work and current biography. Get a letter giving permission to copy works for publicity. If the artist will be a demonstrator at the General Meeting, send a copy of the biography to the VP-Program Director.
Publicity
A. Give the Newsletter Director dates of all workshops as soon as they are set and also photos of the artist at work. Give info and slides/photos to data person to update our web page.
B. If a workshop is not filling up, prepare a one-page brochure and enrollment form to be distributed at General Meetings and for insertion into the Newsletter. Mail enrollment form to other art groups for their newsletters.
C. Two months or more before the workshop, start showing slides of artist's work at the General Meetings.
D. Every summer prepare a brochure with all of next year's workshops listed. This sheet should be:
1. Sent out with the October Newsletter,
2. Placed on the stage at the General Meetings,
3. Mailed to other groups for their newsletters,
4. Taken to other CWA workshops, and,
5. Handed out to area reps. They distribute them to local art stores.
E. See that workshop schedules are sent in July to Artist Magazine for its workshop list and in November to Cheap Joe's for inclusion on the workshop page in its catalog. Cheap Joe currently charges $50 for this listing.
F. Write article with pictures for Workshop corner in the Newsletter each month.
Workshop Staging
A. Take names of enrollees, ask for deposits, keep records of deposits and full payments and acknowledge same with post cards. Enroll people in the order they sign up. Verify membership to determine fees. Endorse all checks and deliver to Treasurer on a regular basis. Mail them or deliver them at the General Meeting.
B. Locate a place to stage the workshop. Ascertain rental costs, table and chair availability, etc. Usually, the Blackhawk Gallery site is used. However, the Veteran's Hall in Lafayette can be considered if for some reason the Blackhawk Gallery is not available.
C. Several months before the workshop, contact the artist and assist in obtaining or provide any information needed on air flights, motel and restaurant information. Make hotel reservations 2 months prior to the workshop. Provide directions to where the workshop will be held. Find out if a supply list is to be mailed to enrollees and any other special requirements such as slide projectors or carousels.
D. Send notices to all enrollees giving directions on where the workshop will be held and supply lists. Give hours, lunch considerations and any other information that will be useful to the attendee. This notice should be sent out approximately 30 days prior to the workshop. In this notice, also ask for the final payment on the workshop.
E. Work with the CWA Treasurer to pay the guest artist, rental fees for the room and any other workshop expenses.
F. On the days of the workshop, obtain donuts, coffee, tea, orange juice, water and fruit for the enrollees. Obtain or make lunch arrangements for the guest artist. Arrive at the workshop location at least one hour prior to the workshop start time. Set up workshop chairs and tables. At the close of the workshop, clean up the facility as required. Mop the bathroom each evening.
G. Figure out income and costs. Pay all bills. Keep receipts and lists of expenses to submit to Treasurer.