CLAY FEST CHAIRPERSON
Job Description
The Clay Fest Chairperson's role is to serve as chair of the show,
which includes all aspects of putting on the show: securing the venue,
attending to requirements for the show, and being sure the show is promoted
positively to the community; planning and running Steering Committee meetings,
supervising all chairs as necessary, and being sure everything is done as
needed. The Clay Fest Chairperson is also a Local Clay Board Member, so the
Chairperson attends Local Clay meetings, and advocates for the show there.
The
job requires a willingness to work with a diverse and independent group of
people in formal settings (meetings) and in informal ways (email,
person-to-person). The ability to organize and run meetings in a reasonably
efficient and professional way is essential, as are good
organization and communication skills. Willingness to help others work to their
best ability is invaluable, as is the ability to anticipate needs and predict
and prevent problems, and to implement changes as they seem necessary or
desirable (this also requires a willingness to find or build group consensus).
It also requires keeping records and notes (actual and computer files) of anything that might need to be done, known, or researched for present use, or in the future.
Responsibilities will include:
á Doing everything necessary to be sure
Clay Fest will run smoothly and on schedule. This requires some action or
oversight almost every month of the year, and includes all preparation for, and
a wrap-up after, the show, and being sure the Steering Committee will be filled
before the January meeting, when plans for the next year's show begins.
á Running Steering Committee meetings
with objective to stay on task and get all necessary issues decided at the
appropriate times. Constructing agendas to be sure this will happen.
á Being sure all chairs are getting their
tasks completed.
á Arranging for the show venue--procure
location for show, sign contract, make sure Treasurer pays deposit and balance
for building when due. Maintain contact with Lane Events Center as needed, to
order electrical service, sound systems, tables, chairs, platforms, and obtain
keys before event, and to be sure everything is done to keep Clay Fest on
track.
á Keeping a notebook (actual, and
computer files) with timeline and notes about who does what, when, and who
outside the Steering Committee we need to contact, and when (such as the city
for permits, insurance companies, Lane Events Center). Keeping records of
documents, policies, and other important info that might need to be
accessible--this could include job descriptions, minutes, agendas, maps, and
other details.
á Attending meetings of Local Clay, and
acting as Clay Fest advocate at those meetings.
á Answering chairs' questions and working
with them on anything they need.
á Sending out announcements and agendas
for meetings, as needed.
áKeeping record of
"points", and providing to Registrar and participants ahead of Booth
Selection.
á Responding to inquiries by
participants, volunteers, customers, publicity agents, and others, regarding
show.
á Keeping track of need for, and
advertising of, "Steering Committee Positions" as they become open
for trainees or replacements. Answering inquiries as they come in.
á Finding and reserving location/s for
Steering Committee and Booth Selection meetings.
á Determining budget needs, and submitting
budget at February meeting; presenting budget at Local Clay meeting, which
follows CF budget meeting.
á Being sure papers and permits are ready
on time. (eg. The Signage Chair secures permits for street banners late in the
preceding year. The Treasurer pays for the venue and insurance as due. Being
sure "Certificate of Liability Insurance" and supplementary insurance
is obtained, and getting copies to city and Lane Events Center, according to
their timelines. The Building Chair deals with the Fire Marshal, and must
arrange building inspection well before the show. These are crucial needs, and
must be done on time. The timeline serves as a reminder of what needs doing,
when.)
Updated October 25, 2018